Google Accounts Manager: Setup and Management (now deprecated)

Set Up a Clever Account in your Admin Console

In order for Clever to create and maintain your students and teachers’ Google Apps accounts, you will need to grant Clever access to your Google Apps account. All of the following steps will need to be taken in your Google Admin console:

1. Enable API Access

1. Sign in to the Google Admin Console.
2. From the dashboard, go to Security > API reference.
3. Check Enable API access.
4. Click Save changes.

2. Create an Admin Role for Clever, with API Privileges

1. From the Admin console dashboard, go to Admin roles. To see Admin roles, you might have to click More Controls at the bottom.
2. Click Create a new role.
3. Enter a name and description for the role, then click Create.
4. On the Privileges tab, check the following boxes for the Clever role - then save changes:

1. From the Admin console dashboard, go to Users.
2. Select the organization unit to which you want to add the user. (You might need to click to see organizational units.)
3. Click and select Add user.
4. Enter the new user's First Name (Clever), Last Name (Sync), and Primary email address (cleversync@yourdomain.com).
5. If your account has multiple domains associated with it, select the domain you want to add the user to.
6. (Optional) Set the user's initial password.
7. The Admin console generates a temporary password for the new user, using a mixed pattern of symbols, upper and lower case letters, and numbers. The length of the password will be the greater of the required minimum (eight), or the minimum password length you've set for your domain.

   To set a different initial password, click Set password and enter the password twice. Google requires the password to be at least eight characters. See Password help for tips on creating a strong password.

   

8. Click Create.
9. Click Done.

4. Assign the Admin Role to the 'Clever Sync' user

1. From the Google Admin console dashboard, go to Users.
2. Click the Clever Sync user’s name to open their account page.
3. Scroll to the bottom and click Show more.
4. Click Admin roles and privileges.

   Tip: To see the privileges granted by the user's current roles, click View Privileges.

5. Click Manage roles.
6. Choose the Admin role you created with the above privileges.
7. Click Update roles.

 

Set Up GAM in Clever: 

The following steps will need to be taken in your Clever Admin Dashboard:

1. Make sure GAM is added to your Dashboard

2. Set Sharing Permissions for GAM

3. Enter your official GAFE domain in the text box and check off that you've completed the above steps in your Google Admin Console

4. Enter the Clever User's* email in the Google pop-up that appears:

*You will log in with the Clever user you just created - do not use your personal email associated with your Clever admin account. Once you log in, Google will ask you to authorize Clever Sync for Google Apps. Please click "Allow": 

5. Select your settings, to let GAM know whether you'd like to provision accounts for students, teachers, or both:

6. You can also choose your own custom formats by choosing the "Custom Format" option and detailing the format you'd like using a fake user's information.

7. Confirm the settings you have chosen. Please confirm that you've selected the correct:

• Types of accounts to create/organize (students, teachers, or both);
• Username and password formats, and;
• Whether or not users will be prompted to change their passwords upon first login.

8. Click 'Confirm Settings' to indicate that you are ready to start the sync!

 

Review and Release Your Preview Report

Once you've successfully set up Google Accounts Manager, you'll receive a Preview Report explaining exactly what actions GAM will perform when updating your GAFE admin console. You'll see this message to review the Preview Report:

Each row in the report features an individual user’s Clever and/or Google Apps account information and one of three actions that will be taken for the user:

Match	Indicates that a user will have their Clever account connected to an existing GAFE account. Accounts are matched if they have identical email addresses in GAFE and the ‘Email’ field in Clever.
Create	Indicates that a user will have a new GAFE account created based on the username formats the district selects while setting up GAM.
Ignore	Applies to any GAFE users in your domain who are not in Clever. These users will not be modified when your district is released from Preview Mode.

Here's an example of what you'll see in the Preview Report:

Verifying a Preview Report

Please follow the steps outlined below to review the data provided in this report:

1. Confirm that the number of users in the Create and Match categories looks accurate.
• If there are more users in the Create category than expected, please verify that all existing Google emails are in the 'email' field in Clever.
2. Review any users with numbers appended to their usernames. Check whether this is an expected conflict
• For example, if the sync creates ‘john.doe2@domain.org’, ensure that two separate users are named John Doe. If the conflict is not expected, refer to Step 1 (above) or contact Clever Support.
3. Address any users with an 'Error' status. For more information on understanding and resolving errors in your sync Preview Report, please see this article.