Adding a Person

The Add Person link in the Person Management header will allow you to add a new Person to clevr.

In the Add Person Window you will be prompted to enter the following information:

Field Name Data Input Needed

First Name

(required):

Preferred first name

Last Name

(required):

Preferred last name

Legal First

Name:

The first name of the person that is recognized on official records

Legal Last

Name:

The last name of the person that is recognized on official records

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Proprietary ID (required):

The Proprietary ID is unique numeric ID that is associated to a person record within the Source system and is used to match the person within the source system to the person in clevr.

If the User Account will be managed within clevr, and does not exist within your source system, we recommend that 999 is added to this field and the clevr Managed field is set to True.

Local ID:

The Local ID is a unique ID that is associated with the person. If the Source System does not have a Local ID associated to the person, the Proprietary ID is used to match the person in the Source System to the clevr record.

Email (required):

The email address of the person record/user account

Gender:

Person’s gender (male, female, not specified)

Gender Identity:

Person’s gender identity

Preferred Pronouns:

The pronoun that the person prefers to be used when they are referred to

Birthdate:

This is the birthdate that is on the person. Required format of this field is YYYY-MM-DD.

Role

(required):

Determines the level of access the user has in clevr. Use the Role dropdown menu to assign a role to the user.

Account Notes:

Allows you to add additional detail about the person record/user account for informational purposes.

Under the Locations Header select the locations that the user will have access to when they log into clevr:

Clicking on the checkbox beside each location will assign the user account to that particular location. Click Save when you have added in the above information.

Person Management – Person Details

To view account specific details locate the person record that you wish to view using within the Person Search Card and applying the necessary filters to locate the person record.

Click on the Last Name of the person record that you wish to view. This will open the Person Details Card displaying the following:

  • Person Details
  • Account Information
  • Form Access
  •  Linked Accounts

Person Details Card

Updating the Person Details Card

To update the Person Details Card, click on the Edit button in the top right of the Person Details head er:

This will open the Edit Person Screen where you will have the ability to update details of the person account.

The fields available for editing may vary as person records that are managed through your SIS integration (Manually Managed = No) will be locked from editing as they are auto-populated during the nightly integration.

Once you have completed updating the Person Details, click Save.

Included in the Person Details Card is the option to add or change the profile picture within the person record. To add or change the profile picture click on the Change Picture button located on the top right of the Person Details Card.

In the Change Picture Window, click Browse to select the image you would like to upload. Next, click the Upload button to save the image to the person record.

Account Details Card

The Account Details Card helps to identify whether the person record has an user account associated to it and include the users account details.

Field Name Field Description
Username

The username used to access clevr

If clevr access is managed within clevr, the username displayed here will be used by the user when logging into clevr

AD/SAM Account Name

The username used to access clevr

A username be displayed within this field if the user account is managed through LDAP.

Allow clevr Login (setting)

Identifies whether the account is authenticated by clevr or through AD/SSO. If this setting is set to “Yes”, the user account is managed by clevr. If set to “No”, the account is managed and authenticated through the AD/SSO integration.

Force Password Reset

The Force Password Reset option will prompt a user to reset their internal password when they log into clevr. This is generally used for newly created user accounts so that the user can create their own unique password when they first log into clevr.

This feature cannot be used with user accounts that are configured with AD/SSO integration. This is strictly used for accounts that use a clevr login.

Default Location:

Identifies the users default location. The default location is the school whose records the user will see when they first log into clevr.

Landing Page

Identifies the users default landing page. This is the landing page the user will see when they log into clevr (example, Legacy, Legacy Dashboard, Any New Dashboard, Dashboard Template: (Name of Dashboard).

Updating the Account Details Card

To update the Account Details Card, click on the Edit button in the top right of the Account Details header:

This will open the Edit Account Screen where you will have the ability to update the person’s user account details:

Field Name Field Description

Username:

The username used to access clevr

If clevr access is managed within clevr, the username displayed here will be used by the user when logging into clevr

AD/SAM Account Name:

The username used to access clevr for clients using LDAP authentication only. If you are not using LDAP this field will be blank.

Force Password Reset:

The Force Password Reset option will prompt a user to reset their clevr password the next time they log in. This is generally used for newly created user accounts so that the user can create their own unique password when they first log into clevr.

This feature cannot be used with user accounts that are configured with AD/LDAP/ADFS/Azure/Google/SSO integration.

Default Location:

Identifies the users default location. The default location is the school whose records the user will see when they first log into clevr.

Landing Page:

Identifies the users default landing page. This is the landing page the user will see when they log into clevr (example, Legacy, Legacy Dashboard, Any New Dashboard, Dashboard Template: (Name of Dashboard).

Default Form:

Identifies the users default form. The default form is what will appear on the Dashboard when the user first logins into clevr.

Allow clevr Login Identifies whether the account is authenticated by clevr or through AD/SSO. If this setting is set to “Yes”, the user account is managed by clevr. If set to “No”, the account is managed and authenticated through the AD/SSO integration.

Once you have made your desired changes, click on the Save Account button to update the account details.

Resetting a Password

This section only applies to districts who are NOT using third party login with clevr – AD/LDAP/ADFS/Azure/Google/SSO.

If a user requests for you to reset their password, we suggest first directing them to the “Password Reset” option on the login screen so they can independently select a new one. This is the most secure option. You can share this document with users to show them how they can reset their own password.

If the user has forgotten their password or is requesting a new password, you can create one by using the Reset Password button located in the top right of the Account Details Card.

In the Change Password window, enter in the new password into both the New Password and Confirm Password fields and click Change Password.

If you set a new password for a user, we highly suggest always enabling “force password reset” as a security precaution so the user is forced to change the default password you set upon their next login.

You can also choose to send the user a Reset Password Email. Selecting this option will send an email to the User’s email address and allow them to reset their password using the clevr login portal.

Form Access Card

The Form Access Card provides an easy way to identify the Forms that the user has access to.

The Form Access Card will provide both the name of the form and the location where the form can be created, modified, and accessed by the user.

Using the Search Filters in the Person Management Form Access Card

If the user has multiple forms associated to their account and you are trying to find whether they have access to a specific form, the Add Filter option can be used to narrow down the results that are displayed on the page.

To filter the forms list, click the Add Filter button.

You will then be prompted to create a filter. From the Dropdown menu you can filter by either Form or Location:

To add an additional fields to your search click the “+” icon. If you wish to remove a field, click the “Trash Can” icon next to the field that you would like to exclude.

Once you have entered in your search criteria, click the Apply button located in the top right hand corner of the Form Access Card. clevr will generate a list of results based on the search criteria you have entered.

Providing a User with Access to a Form

The Forms Access Card allows you to grant permissions to a specific form by clicking on the Add Access button in the top right hand corner of the Form Access Card.

In the Add Form Access window, select the form that you want to associate to the user by using the Form Dropdown menu. After the form has been select, click on the location(s) where the form will be available to this user.

Click Add Access to apply your updates to the user account

Removing a Users Access to a Form

The Forms Access Card allows you to remove permissions to a form when the user no longer needs access. To remove access to a form, click on the form name within the Form Access Card to view its details:

In the Edit Form Access Card, click on the Remove Form Access Button to prevent access to the form for the user.

clevr will prompt you to confirm deleting access to the form. To complete this action, click the Remove button.

Updating Forms within an Account

There may be situations that require you to update the forms location. The user has moved locations/schools, they are supporting more than one location, etc. To provide the user access, or remove access to the form from an alternate or different location, click on the form name in the Form Access Card to open the Edit Form Access details.

Update the location of the form by clicking on the checkbox beside the location to be added (or removed).

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