User management in Clever School Systems lets you control who can access each module and what they can do within it. Every staff member who needs to use any part of the platform requires a user account, and you control their access precisely by assigning roles on a module-by-module basis.
Adding Users
You can invite any staff member to Clever School Systems by adding them from the Administration section. They’ll receive an email invitation and set their own password.
Go to Administration > Users
Open the Administration section from the left navigation sidebar, then select Users.
Click Add User
Click the Add User button at the top of the Users list.
Enter the staff member's details
Enter the staff member’s full name and their school email address.
Invitation sent
Clever School Systems sends them an email invitation. They follow the link to set their password and verify their account.
Users must verify their email address before they can log in for the first time. If a staff member hasn’t received their invitation, see the Unverified section below. User Roles
Each module in Clever School Systems has its own set of roles. Assigning a role to a user for a given module grants them access to that module and defines what they can do within it. A user with no module roles assigned cannot access any module content.
Managing User Statuses
Every user account in Clever School Systems has a status that reflects their current relationship with your school. You can change a user’s status at any time from Administration > Users.
Unverified
The user has been invited but hasn’t yet clicked the link in their invitation email and confirmed their email address. They cannot log in until they verify.
To resend the invitation, go to Users > Unverified, find the staff member, and select Resend Invitation.
Active
The normal working state. An active user can log in and access any module they have a role for.
Archived
The user has left the school. Their account data and contributions are fully retained, but they cannot log in. Use Archive whenever a staff member leaves your school — this keeps your historical records intact while preventing access.
Blocked
Access has been suspended. The user cannot log in until an Administrator unblocks them. Use this status when you need to suspend access temporarily without archiving the account.
Wonde Integration
If your school uses Wonde for MIS integration, you can import and sync staff accounts automatically rather than adding them one by one. Wonde keeps your user list in step with your MIS, so new starters and leavers are reflected without manual intervention.
To set up Wonde integration for your school, contact the Clever School Systems support team at support@cleverschool.systems.
External Authentication (SSO)
Clever School Systems supports single sign-on (SSO) via Google and Microsoft. When SSO is enabled, your staff log in using their existing school credentials instead of a separate Clever School Systems password.
To enable SSO, go to Administration > Authentication, choose your provider (Google or Microsoft), and follow the on-screen configuration steps. Once configured, your staff will see the option to sign in with their school account on the login page.
Enabling SSO means your staff don’t need to remember a separate password for Clever School Systems. It also means that when a staff member’s school account is disabled (for example, when they leave), their Clever School Systems access is automatically revoked at the same time.