Clever SFTP Integration

This article describes how to connect and integrate your QuickSchools account with Clever via SFTP. 

• Installing the App in QuickSchools
• Connecting to Clever via SFTP
• Exporting your Roster to Clever
  • Manual Run
  • Scheduled Run
• Verifying your Export in Clever
• General Guidelines & Best Practices
  • Grade Levels
  • Co-Teachers
  • Student Contacts
• Moving from Manual Reports to SFTP

 

Installing the App in QuickSchools

The “Clever Rosters SFTP Integration” App can be installed from the QuickSchools App Store:

 

 

Once installed, be sure to allow the appropriate users to configure the integration:

 

 

Connecting to Clever via SFTP

Log into your Clever account to get the SFTP credentials for your school. It should be available under the “Sync” > “Settings” Menu:

 

 

Once you have this information, you can copy it to the “SFTP Configuration” section under the “Clever FTP” menu:

 

You can click on “Test Connection” to confirm that the credentials are working correctly.

NOTE: Please remove the "sftp://" prefix from the SFTP Hostname

 

Exporting your Roster to Clever

There are several options to exporting your QuickSchools roster to Clever

• Run - This will initiate a manual export that runs immediately
• Schedule - This will prompt you to schedule a future run

Manual Run

To execute a manual run, click on the “Run” button. This will immediately initiate an export. The process will appear as “Running” under the “Report History”

 

 

Click the “Refresh” link (or reload the page) to get the latest status of the run.

 

Scheduled Run

To schedule a future run, just click on the “Schedule” button. This will prompt you for details on when to run the export:

 

 

You will have the option to repeat the run regularly. Scheduled runs will appear as “Pending” in the “Report History” and can be removed or modified later, as long as it has not yet run:

 

 

Verifying your Export in Clever

To verify your export in Clever, log into your Clever account, and review exports under the “Sync” > “Last Attempted Sync” menu:

 

 

There are various options within Clever to review the files, and updated date, and so on.

 

General Guidelines & Best Practices

Here we discuss some nuances / guidelines about the integration.

 

Grade Levels

Clever will only accept Grade Levels in a certain format. Since there is no mapping function from QuickSchools to Clever, you will need to assign a Clever-compliant grade level to the Class Abbreviations in QuickSchools. Here’s a list of acceptable values:

• "1", "2", "3", ... "13" (Grades 1-13)
• ”InfantToddler”
• ”Preschool”
• ”PreKindergarten”
• ”TransitionalKindergarten”
• ”Kindergarten”
• ”PostGraduate”
• ”Ungraded”
• ”Other”

To set the Class Abbreviation in QuickSchools, click on the “Configure” link on the “Students” Listing and scroll down to the “Grade Setup” section:

If the Class Abbreviation is not set properly, the Grade Level in Clever will default to “Other”

 

Co-Teachers

The Clever roster will automatically set up to 10 teachers assigned to a particular class as co-teachers. No additional work is required, other than linking the appropriate teachers to each class.

 

Student Contacts

All Parents/Guardians in the Student Profile are included in the import file.

Contact Type and Relationship are set by the following:

• If the Relationship to Student is "Mother", "Father", or "Mother/Father", then
  • Contact Relationship will be set to "Parent"
  • Contact Type will be set to "Family"
• If the Relationship to Student is "Mother", "Father", or "Mother/Father" AND is Emergency Contact is "True", then
  • Contact Relationship will be set to "Parent"
  • Contact Type will be set to "Emergency"
• If the Relationship to Student is "Relative" AND is Emergency Contact is "True", then
  
  • Contact Relationship will be set to "Other"
  • Contact Type will be set to "Emergency"
• If the Relationship to Student is "Others" AND is Authorized To Pick-Up is "True", then
  
  • Contact Relationship will be set to "Other"
  • Contact Type will be set to "Parent/Guardian"

 

Contact Phone Number is set by the following:

• If the Parent has a Home Phone on file, then
  • Home Phone will be set as the Contact Phone
• Otherwise, if the Parent has a Cell Phone on file, then
  • Cell Phone will be set as the Contact Phone
• Otherwise, if the Parent has a Business Phone on file, then
  
  • Business Phone will be set as the Contact Phone
• If no phone numbers are available, the Contact Phone will be set as null/empty.

 

Moving from Manual Reports to SFTP

If you were using the “Clever Roster” app to export your roster via the Summary Reports, there is a slight difference in the data being pulled.

 

School ID

The School ID that is pulled via the Summary Reports uses the school code or sub-domain. However, the School ID from the SFTP is an actual ID. If you were previously uploading the Clever roster manually via Summary Report, the new import via SFTP will detect this change. The previous school ID using the school code will be removed, and the new school ID will be added instead.