Clever Roles: Staff - Sharing with applications

This article contains the following:
1. Overview
2. Sharing by District
3. Sharing by School
4. Sharing by Rules

Overview

District admins are able to provide various non-instructional staff (i.e. non-teaching staff) and admin users with access to Clever at varying permission levels.  For example, some users may have the ability to view settings in Clever, some may have permissions to make modifications specific to their school, and others might only have permissions to access district applications. This article explains how to share staff with your district's connected applications.

The first step is to add staff members to Clever using one of the following methods:

• Staff Setup: Adding individual custom staff to Clever
• Staff Setup: Adding multiple staff to Clever
• Staff Setup: Syncing staff with Active Directory
  

The next few sections of this article will detail the different methods available for sharing applications with staff; specifically:

• Sharing by District
• Sharing by School
• Sharing by Rules

 For information on how staff log in to Clever to access their connected applications, visit: Staff Setup: How do staff log in to Clever?

Sharing by District

When sharing by district, all teachers, students and sections are automatically shared with the application.  To do this:

• Navigate to your district dashboard > Home page and click on the application name to open the app overview page.  
• Select 'Edit sharing' under the 'Shared Data' box.

            

• Select 'Edit Sharing Rules'.
• Select 'Change'.
• Select 'Share by district'.
• Check the box to 'Also share all staff with <app name>'. This will provide all district staff with access to the application in Clever.
  • If the share with staff box remains unchecked, no district staff will be able to access this application through Clever. If you would like to be more specific about which staff are shared with the application, please see the next two sections to learn how to share by school or share by rules.

• Select 'Save Changes'.

Sharing by School

When sharing by school, Clever will share all staff associated with the selected schools. If further filtering is needed in order to limit the staff who have access to the application, please see the next section to learn how to share staff by rules.  

To share by school:

• Navigate to your district dashboard > Home page and click on the application name to open the app overview page.  
• Select 'Edit sharing' under the 'Shared Data' box.

            

• Select 'Edit Sharing Rules' (if applicable, otherwise move on to the next step).
• Select 'Change'.
• Select 'Share by school'.
• Select the schools you would like shared with the application, which will include any staff associated with the selected schools.

         

        

•  Select 'Save Changes'.

Sharing by Rules

When sharing by rules, Clever will only share data that meets the specific criteria you've set. This is the most recommended sharing type as it provides districts with the flexibility in determining specifically what data should be included, or excluded, in the sharing. 

When sharing by rules, a specific rule must be set up to share with staff. To do this:

• Navigate to your district dashboard > Home page and click on the application name to open the app overview page.  
• Select 'Edit sharing' under the 'Shared Data' box.

           

• Select 'Edit Sharing Rules'.
• Select 'Add Another Rule'.
• Select 'Custom share staff'.

• Customize the filters in order to share staff by:
  • Department
  • Email address
  • Schools Administered (i.e. schools they are associated with)
  • Staff ID
  • Title

• Select 'Done editing'.
• By default, Clever will not share any other schools associated with these staff members.  In situations where staff are associated with multiple schools, and you would like their additional schools shared with the app, click the pencil icon next to 'And share NO associated schools'.

•  Select the appropriate option based on what schools you would like shared for these staff:
  • No schools
  • Select schools (to select specific schools)
  • All schools

       

• Select 'Save'.
• Select 'Save Sharing Rules'.

Once your updated sharing permissions have been saved, it will take up to 24 hours for staff to be able to access these applications through Clever. For more on this, visit this article.

Clever Tip: For detailed instructions on sharing by rules, please visit: Sharing Permissions: Share by Rules

If you have any questions about setting up your staff sharing permissions, please reach out to Clever support! We are happy to help!