Custom data is a way to create data records within Clever that do not exist in your district’s SIS (Student Information System). This can be helpful in cases such as summer school, organizing unique groups of students, and adding staff members who are not in the district’s information system. Custom data can be created, edited, and browsed from the Custom Data page at https://schools.clever.com/custom-data/browse/.
Add custom data
District administrators can create custom data in bulk or individually based on the data type they are creating. Click "Add custom data" in the top right corner of the Custom Data page to individually add custom data.
Students can be created on an individual basis or bulk uploaded through a CSV file.
- To create an individual custom student, click “Add custom data” > “Students” and a “Create student” form will appear. Once created, custom student accounts can be treated like an SIS-synced student account.
- To bulk upload custom student data, navigate to the Sync Upload page. From there, you can click the “UPLOAD STUDENTS CSV” button under “Custom Data”. You can download/edit the file you've uploaded by clicking “custom_students.csv” under “Download Existing Files". If it's your first time uploading the custom data files, you can download blank templates by selecting "Download example files".
Custom teachers can only be created on an individual basis. Click “Add custom data” > “Teachers” and a “Create teacher” form will appear. From here, you can assign the custom teacher to a school and to a section. Once created, custom teacher accounts can be treated like an SIS-synced teacher account.
Custom sections can be created individually or bulk uploaded through a CSV file.
- To individually create a custom section, click “Add custom data” > “Sections". You will be taken to a custom section creation form where you can configure the data for the custom section as well as choose teachers and students associated with that section.
- To bulk upload custom sections, navigate to the Sync upload page. From there, you can click the “UPLOAD SECTIONS CSV” button and “UPLOAD ENROLLMENTS CSV” button under “Custom Data". Typically, a custom sections bulk upload will need to be accompanied by a custom enrollments file. You can download/edit the files you have uploaded in the past by clicking “custom_sections.csv” and “custom_enrollments.csv” under “Download Existing Files”. If it's your first time uploading the custom data files, you can download blank templates by selecting "Download example files".
Custom staff can only be created on an individual basis. Click “Add custom data” > “Staff” and a “Create staff” form will pop up. You can assign staff to all schools by using the toggle "Assign to all schools" as shown below, or you can assign them to a specific school.
Browse custom data
The “Browse” tab allows you to look at all of the custom data that has been uploaded. Click between each tab to look at the different custom user types. You can edit or delete custom users from this page by clicking the buttons under the "Actions" column.
Custom data reports
The “Reports” tab will show how the custom data has changed since the latest sync. You can also find updates on the most recent sync status here. The "Previous" column represents the number of records of each type that existed before the latest sync. Click the “Download files” links to look at errors and to see specific changes in the data.