Moving to a new student information system (SIS)? No worries—Clever has you covered! Clever can assist in keeping your downstream application data clean and ready-to-go. When you use Clever as your rostering & SSO platform and migrate to a new SIS, we can work with you to significantly reduce the risks of creating duplicate student or staff accounts or data errors in the applications in which your district has invested.
This process is a partnership and we are here to ensure you are successful! Since there are multiple steps involved, we recommend planning ahead and starting the process as early as possible to ensure minimal disruption to your students and teachers.
Please note, to prevent disruption to users, Clever does not recommend completing this transition mid-year. When possible, summer recess is the best time to work through this process.
- Identify how you will sync data to Clever
Clever provides districts with multiple methods to sync your data. If your district is transitioning to one of the SISs listed here, you may be able to use an Auto Sync to send data to Clever. Using a SIS not listed? No worries - our SFTP sync is a great option. Learn more about syncing data via SFTP here.
- Confirm the primary identifiers for records
Clever highly recommends keeping the primary identifier (student_id, teacher_id) the same when transitioning SISs. This will protect you from duplicate or lost records. If your sis_ids are changing, Clever can complete a matching process to preserve as much historical data as possible.
- Populate data in your new SIS
In order to complete the transition in Clever, you will need to have active data in your new SIS. We recommend having data ready to go 3-4 weeks prior to your "Go Live" date.
- Contact Clever Support
Once data is ready in your SIS, contact Clever support and let us know the name of your SIS and your preferred method of syncing (Auto Sync, SFTP, OneRoster, etc.) We will consult with you to ensure your account is set up for success!
- Configure your Auto Sync or SFTP files
Before Clever can complete the migration, we will need to have a successful data connection. If you have chosen an Auto Sync, work with our support team or your SIS provider as appropriate to set up the data sync. Setup directions for Clever-managed Auto Syncs are linked here.
If you will be syncing via SFTP, configure files using the directions found here. Please allow up to 1 week to troubleshoot getting your sync or SFTP files successfully configured.
- Migrate data
Contact Clever Support and let us know when you are ready to upload your first set of data from your new SIS. We will enable protection settings for your account to ensure your teacher and students are minimally affected by the changes in data. During this time period, all syncing of data between the district, Clever and connected applications will be paused.
Once the safety settings are applied, we will have you sync your first set of data to Clever! If the data looks good we will complete a matching process to preserve historical data where possible. Please allow up to 1 week for the matching process to be completed.
During this time your account may appear with a sync status of "On Hold" or "System Maintenance In Progress". This is normal and will be resolved once Clever Support has finished the migration process.
- Confirm data changes, sync with apps
The final step of the process is to approve the data changes. Since you are moving to a new SIS, there are likely large changes to your data and the sync will be placed on hold pending your approval. Review the data on your Sync page and confirm or discard the changes as appropriate. More details on Holds can be found here.
Once the data is live in Clever, please allow up to 48 hrs for the updated data to be reflected in your connected applications. Application partners manage pulling data from Clever and processing it into their system. If you have any questions about the effect of data changes in an application, please reach out to the application's support team. They will be happy to assist!
Ready to get started or have a question? Contact our Support Team.