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Account Rostering and Integration
Account Rostering and Integration

This article will walk you through the steps needed to roster your students and staff into SmartPass.

Updated over a week ago

Rostering is how you will add your students and staff into SmartPass. This step is often best completed by School or District IT. You will need to share this information with them.

Please choose one of the following options below to confirm how your school will be creating and updating SmartPass accounts. By clicking on the arrow it will expand the chosen rostering method and you will be directed on how to complete your rostering.

Note: When rostering steps are completed by your IT team, please reach out to support or your CSM to let us know you are ready to sync.

Clever

This guide provides step-by-step instructions on how to sync SmartPass with Clever.

With this integration, you will be able to sync your user records and provide SSO access directly from the Clever Dashboard to the SmartPass platform.


Add SmartPass to Clever

Follow these steps to add SmartPass as an app in Clever.

  1. Follow the prompts to send an integration request. You will need to sign in with a Clever district admin account.

  2. Share all records for the schools that have purchased SmartPass. Make sure to include students, teachers, staff, and/or district admins. Also, make sure to apply any filters if needed.

  3. Notify your Customer Success Manager over email or let our Support Team know about this by opening a chat thread and wait for us to link your Clever records to SmartPass and initiate the sync. This should take a few hours. Our team will let you know as soon as the accounts have been rostered.

Please Note:

If your school is onboarding, please send an email to your Customer Success Manager and let them know when all records are shared. This will greatly speed up the initial integration process.

  • Please include your Clever District Name and Clever School Name(s) (Optional, you can include the school ID) that need to be synced with SmartPass.

Your Customer Success Manager will reach out to our team internally to run the initial sync for your school, and confirm once it is ready.

FAQ

When does syncing occur?

The sync between SmartPass and Clever happens once every 24 hours at 11:00 PM EST. The sync usually takes a few hours to complete.

If you need to sync during the day, please contact our Support Team for assistance via chat or email.

What do I need to prepare for next school year?

As a new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information.

Please view our📝 Back to School Checklist guide for Summer actions when using the Clever integration.


ClassLink

This Guide provides step-by-step instructions for setting up your ClassLink Integration with SmartPass.

With this integration, you will be able to sync your users and provide SSO access directly from the ClassLink Dashboard to the SmartPass platform.

How do you set up the Roster Server application?

  1. Log into the ClassLink launchpad using a ClassLink administrator account

  2. Select Classlink Roster Server

  3. Select Apps on the left-hand side navigation bar

  4. Navigate to the Applications screen and locate the option "Add a new App" situated in the top right-hand corner.

  5. Look for SmartPass Roster Server Connection and click Add.

  6. Establish your data-sharing rules by specifying which student and teacher records require access to SmartPass.

  7. Once completed, please let your SmartPass Customer Success Manager or Support Team know so we can run a resync. This process can take up to 48 hours to be completed

Notes:

Please include your Tenant Name, Tenant ID, and Orgs information (Like Sourced ID, Name, and Identifier) of the schools that need to be linked when you notify your Customer Success Manager or the Support Team.

ClassLink records will be synced in automatically every 24 hours. Alternatively, you can contact our Support Team to run a manual sync anytime (Please view the FAQ at the bottom of the page for more information).

Setting Up the OneClick SSO Application

Once the roster server application has been configured and accounts are synced to your SmartPass school(s). You can enable the ClassLink OneClick integration to allow your students and teachers to sign into SmartPass directly from their Launchpad.

The steps below will guide you on how to accomplish this:

  1. Log in as a ClassLink Administrator to the LaunchPad and navigate to the ClassLink Management Console

  2. Go to Applications > Add & Assign Apps > App Library.

  3. Search for SmartPass and click Add.

  4. The app will now appear in the Add & Assign Applications screen.

  5. Search for SmartPass again

  6. Use the Assign button to make the app available to the students and teachers who should have access to SmartPass. This ClassLink help video explains this step in more detail.

  7. Once completed, we recommend using the Impersonate user feature with a selection of teachers and students who should have access to SmartPass to confirm they can log in successfully.

FAQ

When does syncing occur?

The sync between SmartPass and ClassLink happens once every 24 hours at 11:00 PM EST. The sync usually takes a few hours to complete.

If you need to sync during the day, please contact our Support Team for assistance via chat or email.

What do I need to prepare for next school year?

As a new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information.

Please view our📝 Back to School Checklist guide for Summer actions when using the ClassLink integration.


Google G-Suite

This guide provides step-by-step instructions for setting up G Suite Syncing with SmartPass, enabling you to synchronize your data seamlessly.

1. Create a new G Suite admin for the SmartPass sync

To avoid losing access when an individual leaves your school, please follow these steps to make a new G Suite admin account. This will also allow you to limit what permissions SmartPass has in your G Suite.

  1. Sign in to the G Suite admin console here: https://admin.google.com/

  2. Under Users, create an account dedicated to the SmartPass sync.

    For example:
    [email protected] (Be sure to save the password for later use.)

  3. Next, go to the following page: https://admin.google.com/ac/roles and click on Create new role.

  4. Assign it a name such as "SmartPass Sync Admin Role" and click Continue.

  5. Select the following permissions and hit save:

    • Admin Console Privileges > Organizational Units > Read

    • Admin Console Privileges > Users > Read

    • Admin API Privileges > Organizational Units > Read

    • Admin API Privileges > Users > Read

    • Classes API > Courses > Read

  6. Next, go back to the main page of the role you just created and click on Assign users or admins assigned:

2. Link SmartPass to your G Suite

Next, we will link your SmartPass account to your G Suite account.

  1. Locate your SmartPass admin account credentials given to you by your Customer Success Manager.

    Typically, you can find these credentials in your SmartPass Onboarding Plan, and it looks like the following: [email protected].

  2. Navigate to our web app (https://app.smartpass.app) and sign in with the account.

  3. On the left, select Accounts, then select Integrations. Then, click on the Setup G Suite button and follow the prompts.

  4. When you are prompted to sign in with a Google account, sign in with the [email protected] account created in the previous steps above.

  5. If successful, you will be redirected back to SmartPass where you can configure and link the Google OUs.

3. Configure Organizational Units to sync

In SmartPass, you can sync any number and any level of OUs into each SmartPass account type.

Sample OU Sharing:

Students: /Students/2022, /Students/2023, /Students/2024, /Students/2025

Teachers: /Staff

Admins: /Staff/Administration

Start by determining what OUs you need for each account type and follow the below steps. If you want to sync your accounts by Google Groups (email groups), please check our FAQ at the bottom of this guide.

Once you've determined the OUs to sync, navigate back to the G Suite settings page under Accounts > Integrations > GSuite Settings in SmartPass:

  1. Click on Edit accounts syncing, then click the Add button to search for and add the appropriate OUs for each account type.

  2. Click Save on the top right, then click Save. When completed, it will take up to 24 hours for your accounts to sync with SmartPass. Alternatively, you can contact our Support Team or your Customer Success Manager so that we can run the initial sync for you.

  3. Congratulations! Your SmartPass account sync is good to go. If you run into any issues, please contact us! We are happy to help.

Important Notes

Teacher/Admin Dual Accounts

In SmartPass, Admins can also be Teachers and vice-versa. Sync any OUs that contain only your building administrators to the Admin user types so that they can automatically be assigned both Teacher and Admin roles in SmartPass.

Accounts that have been suspended in Google, are automatically excluded from the G Suite sync. Those accounts will not appear in SmartPass.

FAQ

When does syncing occur?

The sync between SmartPass and Google happens once every 24 hours at 11:00 PM EST. The sync usually takes a few hours to complete. If you need to sync during the day, please contact our Support Team for assistance via chat or email.

How do I sync accounts using Google Groups?

To sync accounts using Google Groups (email groups), you'll need to add the following permissions to the SmartPass Sync account created above:

  • Admin Console Privileges > Groups

  • Admin API Privileges > Groups > Read

After you add these permissions, send us a chat and let us know the email address for the groups you'd like to sync and which role each group should have (Admin, Teacher, or Student).

I am getting an error code. What should I do?

Please check our guide on Troubleshooting Google Workspace Error 400, which contains troubleshooting steps to resolve the most common issues that result in an error code when trying to authorize Google Workspace Directory integration with SmartPass.

What do I need to prepare for next school year?

As a new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information.

Please view our 📝 Back to School Checklist guide for Summer actions when using the G Suite integration.


Spreadsheets/CSV Bulk Upload

This guide provides step-by-step instructions on how to roster your accounts by uploading them in a CSV to SmartPass.

Setting Up Accounts Template

To bulk-upload accounts to SmartPass, first, we want to download the account template. Please find the link below:

There are three sheets at the bottom. One for each role: Student, Teacher, and Admin.

Please be sure to enter the account information under their respective field. To create your accounts, we need the following data: Email address, First Name, Last Name, and Password.

Important notes:

  • Our team will assign a random password to those accounts that are left blank under the password field/column. Users can always change their password upon their first login.

  • By default, all users listed in the Admin sheet will receive both the Teacher and Admin roles. You can later change this in SmartPass, from the admin view.

Bulk-Upload Process

Once you completed the spreadsheet, please follow the steps below to upload your accounts to SmartPass:

  1. Log into SmartPass with an Admin account.

  2. On the left-side panel, click Accounts

  3. Click the green +Add button at the top-right of your screen

  4. Click on Bulk add standard accounts

  5. This will open up a chat window with our support team. When asked if you are looking to bulk upload accounts select “Yes”

  6. When asked to confirm if you do not want to use any other integration, select “Correct, I do not want to use those integrations”

  7. Send the complete template by pressing the clip icon or dragging the spreadsheet to the chat window

  8. Wait for our Team to confirm that accounts are rostered. This process can take 24-48 hours.

  9. Once our team is done uploading your accounts, they will reach out through chat and let you know.

Congratulations! You have successfully rostered all your accounts to SmartPass!

Note:

Alternatively, you can email the completed sheet to [email protected], or instead, email it to your Customer Success Manager.

FAQ

Are users notified when their accounts are uploaded?

No, users are not notified by SmartPass. In this case, you want to reach out to your users and share credentials and steps to log in with them directly.

What if I need to upload additional accounts?

You can follow the steps in this guide and submit a new CSV with the additional accounts you wish to upload. Alternatively, if you are only adding a few, you can manually add them manually.

I have users that need access to multiple campuses. What should I do?

Please be sure to provide a separate list of users that need access to more than one SmartPass school, specify the names of the schools that they should have access to, and any other details like having different roles, etc.

No matter which method you select, once you have completed the steps listed be sure to let your Customer Success Manager or our support team know. Our team will reach back and and let you know that you are all set!

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