Google Accounts Manager Overview
Google Accounts Manager (GAM) allows districts to provision and organize Google Apps accounts for students and teachers based on data in their SIS.
Upon setup, a district will be prompted to enter their Google Apps for Education domain, as well as the username and password format GAM should use to provision email accounts for students and/or teachers.
Once that’s established, Google Accounts Manager will update your GAFE admin console nightly with the following actions:
|Match||If a student or teacher’s email (listed in the ‘Email’ field in Clever) matches an existing GAFE account, Clever will match that GAFE account with the corresponding Clever account (this action takes place upon initial sync only).|
|Create||Clever will create new Google accounts for Clever students and/or teachers according to the username format(s) the district selects during setup. As the district adds new users to Clever, GAM will new Google Apps accounts on a nightly basis.|
Once the district’s GAFE accounts are matched and created, Clever will organize Clever students and teachers into Organizational Units within GAFE.
To learn about setting up GAM (including interpreting preview reports), please read this article. For FAQs, please continue reading.
What Organizational Units will Clever create in GAFE?
Google Accounts Manager (GAM) puts students and teachers into its own Organizational Units (called CleverStudents and CleverTeachers, respectively). The organization structure is:
- CleverStudents/[School Name]/[Grade]
- CleverTeachers/[School Name]
- CleverArchive/[CleverStudents or CleverTeachers]
Will GAM's Organizational Units remove users from my existing OUs?
Yes, Google Accounts Manager will reorganize synced students and teachers into the OU structure outlined above.
How can I preserve existing OU settings?
If you rename your root OUs to conform to the Google Accounts Manager top level OU format (CleverStudents or CleverTeachers), before your sync runs for the first time, you can preserve existing top level OU settings. GAM will still structure the school and/or grade levels beneath the top level OU according to the structure outlined above.
Can I create OUs that Clever doesn't sync into or pull users out of?
Yes! In order to create an OU that Clever ignores, you'll need to send the name of the OU and a screenshot of where it sits in the OU structure to Clever Support. This OU will need users moved in and out manually through the Google Admin Console.
How often does GAM run?
Google Accounts Manager automatically runs on a nightly basis. If you’ve made changes in Clever and would like them updated prior to your regular update, reach out to Clever Support and request a manual sync. The same information applies to syncs in Preview mode.
Will GAM ever delete Google Apps accounts?
No, Google Accounts Manager only creates accounts. If you add users to Google Apps for Education who are not in Clever, our GAFE sync will ignore those users. If a student un-enrolls, their account moves to the 'CleverArchive' OU.
What happens if I already have teacher or student accounts in Google?
Prior to setting up Google Accounts Manager, you should make sure any existing Google Apps emails are entered into Clever. If we do not have the existing Google email address in Clever, GAM won’t know to match the existing account and will create a duplicate account.
Is it possible to create accounts for a specific school or section?
Yes. You can create Google Accounts for a subset of the data in Clever, either at the school level or the section level. For instructions on how to create Google Accounts for specific schools or sections, see Data Sharing Permissions.
What happens if two users have the same name or initials?
Google Accounts Manager handles these duplicates by appending the username with sequential numbers. For example:
- John Doe --> j.doe
- Jane Doe --> j.doe1
- Joan Doe --> j.doe2
Can the sync create an email based on usernames I've built in my SIS and sent to Clever?
No, Google Accounts Manager will create accounts based on the fields chosen during your setup. Username is not an approved field for our sync to use in creating email addresses. The only approved fields are "first name", "last name", and "student/teacher number."
What are the custom email formats that I can set up for my users?
You can use our custom format to combine the first name, last name, and student/teacher number fields to create a custom email format. You'll use the fake user (Ludwig Van Beethoven) to demonstrate the structure you're planning on using:
Can usernames contain special characters?
If a student's last name contains any special characters (hyphen, apostrophe, space, etc), Google Accounts Manager will remove this when creating the email. For example:
- John van Cleef = jvancleef
- Susie O'Connor = soconnor
- Mark Smith-Sellers = msmithsellers
If this is your first sync, Google Accounts Manager will match accounts in Clever to corresponding GAFE accounts, including special characters.
What happens if a student or teacher's name changes?
If a user's first or last name changes in the SIS, Google Accounts Manager will not automatically update the account in GAFE.
Please submit a request if you'd like to update Google Apps email accounts that are tied to Clever users.
Can I add the student or teacher's previous email address as an alias?
We don't recommend it. Aliases allow users to receive emails sent to other addresses at their primary email address. However, Google Accounts Manager does not handle aliases. If you add an alias to a user, GAM may run into a collision in the future. If a new user syncs in Clever, and GAM attempts to create an email that already exists as an alias, it will hit a collision and be unable to provision an email for the new user. If this occurs, you will receive a notification of the error and you will need to resolve this manually.
Do I need to use Google Accounts Manager if I’m setting up Instant Login via Google Apps?
In short: No!
Google Accounts Manager is meant to help districts manage their Google Apps for Education admin consoles. If you’re happy with your current manner of provisioning accounts for students and teachers, Google Accounts Manager is not a requirement for using Instant Login via Google Apps.
If you are not using Google Accounts Manager and would like to authenticate Instant Login users via Google Apps, please make sure your Google email addresses are syncing to the email field for students and/or teachers in Clever.
How do I resolve errors in a sync report?
If Google Accounts Manager encounters errors when updating your account, these errors will be displayed in the ‘Action’ column of your Full Sync Report. This article explains potential errors and how to fix them.
Alias conflict trying to create [email]
This status indicates that GAM tried to create a Google Apps for Education (GAFE) account for a Clever user, but couldn't because that username is listed as an alias for an existing GAFE account.
Depending on the GAFE account with the corresponding alias, you can take one of two actions to resolve:
- Remove the alias from the conflicting GAFE account so Google Accounts Manager will create a new email address in the domain for the Clever user; or,
- Manually create an alternate GAFE account for the Clever user and contact us so GAM can match the Clever user to their new GAFE account.
GAFE account not found
This status indicates that a Clever user is linked to a GAFE user who could not be found. This error occurs when a district deletes a user's GAFE account for whatever reason, such as when a user leaves the district but then returns. To resolve this error:
- Check if the GAFE account in the sync report exists in your Google domain.
- If you have verified the GAFE account exists, we may be experiencing a delay when requesting updated information from Google. Please check back in 24 hours and contact us if the issue is not resolved.
- If the GAFE account does not exist, please submit a request with Clever's Support Team to provision new accounts for the users.
Domain user limit exceeded
Google Apps for Education accounts provide 10,000 user licenses, and this error indicates that your domain has exceeded 10,000 user accounts. Click here to learn more and request more user accounts from Google.