Website Utilities - Cleverschool Systems

Getting Started

Tutorials

Workflows

Introduction

The Website Utilities module provides school leaders, administrators, and web developers with a centralised, secure bridge between Cleverschool and your public school website. It streamlines two critical operational challenges: facilitating spam-protected parent-to-staff communication with central administrative oversight, and managing automated, dynamic vocabulary content to enrich school website literacy.

Conceptual Architecture & Data Model

The module structures website operations across two primary services—Website Contacts and Website Words—supported by public presentation layers and live JSON data endpoints:

Roles & Permissions Matrix

Access to Website Utilities is managed through role-based permissions, segregating module configuration from day-to-day staff operations:

Administrator
Website Manager
Website Owner
Website Viewer

System Provisioning & Governance

Enable or disable the Website Utilities module in Administration > Modules.
Assign the Website Manager role to designated administrative or IT personnel.
Receive automated WebsiteManagerMissing email alerts if the module is active without an assigned manager.
Possesses full administrative rights across contacts, vocabulary words, imports, and tenant configuration.

Module Leadership & Configuration

Configure global School Admin Email settings used for contact form CC and Reply-To routing.
Create, edit, reorder, and delete staff contacts and department groups.
Schedule, edit, and archive Word of the Week vocabulary entries.
Perform bulk spreadsheet imports and exports for contacts and words.
Receive automated weekly WebsiteWordsReminder alerts when vocabulary reserves run low.

Core Operational Mechanics

1. Staff Contact Directory & Office Routing

The Contact management system (/website/contacts) provides a structured directory of staff members and departments available for website communication:

Departmental Grouping: Staff members are organised into custom groups (e.g. Senior Leadership, Pastoral & Heads of Year, Subject Leads, Administrative Team).
Drag-and-Drop Reordering: Managers can reorder contacts within groups to control how names appear in dropdown menus and JSON feeds.
Live User Status Auditing: Every contact email is dynamically evaluated against Cleverschool user records:
- User (Green): Matches an active, verified staff account.
- Not a user (Red): Email does not belong to any registered user in the tenant.
- Archived user (Orange): Matches a former staff member whose account has been archived or soft-deleted.
- Not a contact (Blue): Registered staff user who has not been published as a website contact.

2. Word of the Week Vocabulary Engine

The Word of the Week engine (/website/words) enables schools to cultivate ambitious literacy and multi-lingual awareness across their web footprint:

Chronological Activation (show_from): Each word is assigned an activation date (typically Mondays). The system automatically promotes the scheduled word to live status when its date arrives.
Intelligent Sequential Pre-population: When adding a new word, the system automatically detects the latest scheduled date in the registry and pre-fills the form with the following consecutive week (+7 days).
Multi-Language Translations: In addition to the English term, definition, and example sentence, each entry supports translations into two additional modern foreign or community languages (Language 1 and Language 2).
Filtering & Archives: Managers can toggle between viewing upcoming future words or including past historical words for review and editing.

Developer Endpoints & JSON Feed Specifications

Cleverschool exposes high-performance, cached JSON endpoints for web developers to query directly from external Content Management Systems (WordPress, Webflow, Squarespace, Drupal, or custom JavaScript frontends):

1. Public Staff Contacts List (/website/contacts/list)

Returns a structured array of active staff contacts, sorted by departmental group and display order.Endpoint: GET /website/contacts/list
Headers: Accept: application/json

[
  {
    "id": 1,
    "name": "Mrs Sarah Jenkins",
    "group": "Senior Leadership Team",
    "email": "s.jenkins@cleverschool.test",
    "email_direct": true,
    "order": 1
  },
  {
    "id": 2,
    "name": "Mr David Hughes",
    "group": "Pastoral & Heads of Year",
    "email": "d.hughes@cleverschool.test",
    "email_direct": true,
    "order": 2
  }
]

2. School Administration Email Settings (/website/contacts/email)

Returns the tenant’s central school administrative email and official title for contact routing.Endpoint: GET /website/contacts/email
Headers: Accept: application/json

{
  "email": "admin@cleverschool.test",
  "title": "St Clevers School Office"
}

3. Current Word of the Week (/website/words/current)

Returns the currently active vocabulary word whose show_from date is active as of the current timestamp.Endpoint: GET /website/words/current
Headers: Accept: application/json

{
  "word": "Resilience",
  "meaning": "The capacity to recover quickly from difficulties; toughness.",
  "example": "Students demonstrated great resilience during exam preparations.",
  "lang1": "Résilience (French)",
  "lang2": "Resiliencia (Spanish)",
  "show_from": "2026-11-02"
}

4. Historical Word Archive (/website/words/previous)

Returns an array of all past vocabulary words in descending chronological order.Endpoint: GET /website/words/previous
Headers: Accept: application/json

[
  {
    "word": "Perseverance",
    "meaning": "Persistence in doing something despite difficulty or delay in achieving success.",
    "example": "Her perseverance in mathematics led to outstanding progress.",
    "lang1": "Persévérance (French)",
    "lang2": "Perseverancia (Spanish)",
    "show_from": "2026-10-26"
  }
]

5. Public School Logo Feed (/logo)

Streams the school’s official crest or logo as an authenticated binary image file directly from tenant storage.Endpoint: GET /logo
Content-Type: image/png, image/jpeg, or image/svg+xml

Automated Notifications & Monitoring Lifecycle

The module incorporates automated background jobs to ensure continuous operational health:

Low Vocabulary Stock Reminder (WebsiteWordsReminder)

Executed weekly every Tuesday at 11:55. If the total number of scheduled vocabulary words has no entries beyond one month ahead, an automated email notification is dispatched to all assigned Website Managers reminding them to replenish vocabulary entries.

Missing Website Manager Alert (WebsiteManagerMissing)

Dispatched automatically to system Administrators if the Website module is enabled for the school tenant but no staff members have been assigned the Website Manager role.

Staff Contact Notification (StaffContact)

Triggered immediately whenever a parent or visitor submits the public contact form (/contact). Dispatches a formatted email notification to the named staff member, automatically carbon-copying (CC) and setting the Reply-To address to the central School Administration Office.

Next Steps & Practical Guides

Getting Started Guide

Step-by-step setup walkthrough for administrators and newly appointed website managers.

Tutorials & Workflows

Practical guides for contact routing, Excel bulk imports, and website widget integration.

Getting Started

Tutorials

Workflows

​Introduction

​Conceptual Architecture & Data Model

​Roles & Permissions Matrix

​Core Operational Mechanics

​1. Staff Contact Directory & Office Routing

​2. Word of the Week Vocabulary Engine

​Developer Endpoints & JSON Feed Specifications

​Automated Notifications & Monitoring Lifecycle

​Next Steps & Practical Guides