As the new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information. Below is a comprehensive guide covering the rollover process to ensure a successful start to the upcoming school year.
Summer Action Items
Integrations
Integrations
If using G Suite...
Confirm access settings for the SmartPass app.
Google will not allow users designated as under 18 to access third-party apps that you haven't confirmed access settings.
Google has provided instructions here on how to confirm access settings for your district's third-party apps, including apps other than SmartPass.
To successfully roll over your SmartPass G Suite integration for the new school year, follow these steps:
If you're using multiple organizational units (OU) for each grade level, remove any inactive or graduated students' OUs and add the OUs for incoming students.
If you're using a school-level OU, ensure that the inactive students are removed from your school's organizational unit and add the incoming students to the OU.
If you're using Google Groups to sync information, you can remove the groups for inactive or graduated students and contact us if you need to add new Google Groups.
If using Clever...
Clever is a free SSO and Data Integration provider that connects SmartPass with your Student Information System (SIS). To prepare your SmartPass Clever integration for the new school year, follow these steps:
Update your SIS: Make sure your SIS is up-to-date with accurate student, teacher, and admin data for the new school year.
Sync data with Clever: Set up automatic data syncing between your SIS and Clever to ensure that your digital resources are always up-to-date.
Archive old data: Use Clever's Data Browser to archive old data that is no longer relevant for the upcoming school year.
If using ClassLink...
ClassLink is an SSO provider that simplifies access to SmartPass for students and teachers. To prepare your SmartPass ClassLink integration for the new school year, follow these steps:
Update user profiles: Add incoming students, remove graduated or inactive students, and update teacher assignments as needed.
Switch to an Integration
If you are not using an integration, consider switching to G Suite, Clever, or ClassLink for next year. Integrations allow new students to automatically get added to SmartPass and switching to an integration takes < 1 hour.
Once you've completed the updates with any integration, it will typically take 2-3 days to automatically update in the sync with SmartPass. You can also contact us using the Live Chat or by reaching out directly to your Customer Success Manager and we can initiate the manual sync for your schools at any time.
Other Action Items
Make the Most of SmartPass
Explore how 2,000+ schools use SmartPass — everything from lunch detentions to daily nurse medications. Check out the Discover Guides here and see if there are any new ways you want to leverage SmartPass on your Campus.
Ensure rooms are ready for the new school year
It's important to update room configurations in SmartPass to reflect any changes for the upcoming year. This may involve reassigning rooms to teachers based on the specific requirements of your school or adjusting the settings for the rooms. Don't forget to remove departed and add new teachers' rooms.
Review and adjust SmartPass settings
To ensure a seamless transition, double-check other settings such as Pass Limits, Encounter Prevention, and No-Fly Time. Make any necessary adjustments to align with your school's policies and safety measures for the upcoming school year.
Update/Configure Profile Pictures
Students with an existing profile picture will keep them for this upcoming school year. For any new students, the school will need to upload new pictures.
We also suggest updating all existing profile pictures when you have picture day at your school.
For schools with no profile pictures, consider uploading them for this new school year. This step, while not mandatory, can help create a sense of community and make it easier for teachers to identify students.
Pass History - Data Retention
When you access the Explore tab, or look at a student in SmartPass, by default, it should only show the data or pass history from the current school year.
The pass history from the past school year is filtered out of view and is retained in the history for one additional school year automatically.
We can delete the data at any time for schools by request.
You may reach out to us through chat or send us an email to request this.
FAQ
What if I am using Spreadsheets?
Reach out via chat or email to our support team at [email protected] and request the spreadsheet template to upload to students.
Using that template, create two spreadsheets for our team: One with the new users joining this new school year and one with users who will no longer be in your school.
Send back both spreadsheets and let our team know which spreadsheet is for what purpose. Alternatively, you can manually add/remove standard accounts from your account:
Once your roster is up to date. Please follow the steps in the guides below to update grade levels and ID numbers if needed:
Where can I get a quote to renew my SmartPass subscription?
Please reach out to your school’s Customer Success Manager. They will be able to provide you with a quote for renewal.
Alternatively, you can reach out to our support team through chat or email at [email protected] and they will contact your Customer Success Manager so they can get back to you as soon as possible.