Automate classroom setup and personalization with Roster Sync

Last updated on Apr 1, 2025

The upgraded Roster Sync is a new capability designed specifically for K–12 districts in the United States. It works alongside your existing user provisioning methods (For example, Google Sync, Azure Sync, User Sync Tool, or manual CSV upload) to enhance how User Groups and licenses are managed. This approach allows you to maintain your current identity provider processes while enhancing them with metadata and user grouping capabilities, simplifying administrative tasks, and delivering more personalized learning experiences.

Key advantages of roster sync

Leverage existing user sync: Continue using your existing Google or Azure Sync for account management, ensuring user changes in your district are reflected directly in the Adobe Admin Console.
Streamlined group management: Easily assign Adobe license access based on sharing settings and roles, simplifying the customization of which features or products each group can use.
Flexible feature controls: Directly manage settings such as generative AI options, publishing permissions, and Adobe Express classroom creation for each group, avoiding a one-size-fits-all approach.
Automated classroom setup: Teachers gain time-saving benefits with Adobe Express classrooms that are automatically created based on roster data.
Personalized experiences: Sync grade-level and subject metadata to deliver more targeted Adobe Express experiences to students and educators.

Roster sync solution in 2025 compared to the previous solution

Key terminology

User Sync: Service to automate the user management for your Admin Console directory. Examples: Azure AD Sync, Google Federation Sync, and User Sync Tool.

Roster Sync: Service to allow academic roster sharing for your Admin Console.

User Group: A collection of users who are given a shared set of permissions.

Synced Group: A User Group that is externally managed via User Sync or Roster Sync.

	Roster Sync in 2025	Old Roster Sync solution
Flexibility	Districts use their primary Identity provider sync for User Sync. Additionally, use Roster Sync to enable metadata sharing with Adobe.	Districts must remove any existing user sync methods (For example, Google, and Microsoft AD) to set up Roster Sync.
Account Syncing	Roster sync does not sync accounts. Account syncing is done through User Sync from Google, Microsoft, User Sync Tool, and CSV uploads.	Roster Sync uses information from your district portal to manage accounts in the Adobe Admin console.
Licenses Management	Users are added to synced groups based on the grouping rule you select. You control the Product Profile(s) assigned to the roster sync groups.	All users from your roster are placed in one Product Profile managed by the Adobe roster service.
User Management	You can choose to place all roster sync users in one User Group. You can also set a group by role, where you'll see the teacher, student, and “others” groups. You don’t have to manage non-teacher or non-student users manually.	All users from your roster are placed in one Product Profile, and admins must create manually managed groups to navigate any missing users or license assignments.
Product Profile	You may assign a Product Profile with different enabled features for your synced groups from the roster.	You don't have the flexibility on feature control for different groups of users from roster sync.

How roster sync works

Roster Sync uses the data in your Clever or ClassLink portal to create and maintain role-based User Groups within Adobe. Below is an overview of the data flow and the types of information that are synced:

Initiating the connection
- Add the Adobe Roster application (Adobe Express or Adobe Creative Cloud) within your Clever or ClassLink portal, specifying the roster data you wish to share.
- Complete the Roster Sync configuration in the Adobe Admin Console.
- Adobe Roster Sync performs a one-way data pull from Clever or ClassLink portal.
Data types and how they are used
- First Name, Last Name, Email: Used to match existing user accounts in the Adobe Admin Console. Once matched, the user is automatically added to an Education-specific (edu) Roster Sync group.
- Grade Level: Collected and stored securely, allowing personalization of role- or grade-based in-product content.
- Classes: Details about the classes a user belongs to are also securely stored, empowering automated Adobe Express classroom creation and in-product personalization.
Storage and privacy
- All grade level and class subjects are stored in an Adobe-managed database with strict security and privacy controls.
- These data points are used solely for educational purposes (for example, classroom creation and in-product content recommendation) and not for marketing or profiling.
- As an admin, you can request the erasure of a user’s education-related metadata at any time by submitting a ticket in Adobe Admin Console
- Any stored education-related data is automatically hard deleted if there is no user or sync activity for two years.

Requirements and prerequisites

Before configuring Roster Sync for your K–12 organization, ensure that the following requirements and prerequisites are met:

Adobe Admin Console access

You must have an Adobe Admin Console set up for your district. Either the free K–12 Adobe Express offer or the purchased Adobe Creative Cloud All Apps licenses must be available in your Admin Console.
ClassLink or Clever permissions

In your ClassLink or Clever administration portal, you need the appropriate permissions to request the Adobe Roster Sync application (Adobe Express or Adobe Creative Cloud). This ensures that the Adobe integrations can be properly authorized to access your district’s roster data.
Federated directory with claimed domain

You should already have a federated directory configured in the Adobe Admin Console with claimed domains. This is necessary to ensure secure authentication and that users are recognized under the correct domain.

Preparing for setting up roster sync in Adobe Admin Console

Before you begin configuring the new Roster Sync service in the Adobe Admin Console, ensuring your existing setup is ready is crucial. Follow the steps below to lay a proper foundation for smooth integration:

Remove any existing roster sync

If you already have a Roster Sync configuration under Settings > Federated Directory > User Sync, remove this existing sync. Removing the sync does not remove users; they will remain in the Adobe Admin Console with their current product access.
Add or reconfigure your primary user sync

Under Settings > Federated Directory > Sync, re-add your primary Identity Provider (IdP) configuration, such as Google Sync or Microsoft Sync. This ensures that all updates from your institution’s directory (For example, new students and staff changes) reflect accurately in the Adobe Admin Console.
Configure separate directories with each sync source

If your district has multiple directories with different Identity Providers—such as Google for teachers and Microsoft for students—complete all your directories individually with the User Sync in your Adobe Admin Console.
Confirm Domain Ownership

Make sure all relevant domains are claimed under each directory. Correctly claimed domains help ensure roster sync matches users to edu roster sync groups in the Adobe Admin Console

Setting up product profiles

A product profile is a fundamental building block within the Adobe Admin Console that connects your users to the Adobe apps and services included in a purchased product. By configuring product profiles, you can assign the exact set of applications and services users need, ensuring they have the proper entitlements.

A product profile is based on your organization's available products (for example, Adobe Express or Creative Cloud). Read about products on the Admin Console.
You can create multiple product profiles per product to cater to different subsets of users (for example, teachers, students, and staff needing specific apps like Express or CC All Apps or features like Gen AI).
Users added to a product profile automatically gain access to all apps and services included in the product.

Creating a product profile

Navigate to your product

In the Adobe Admin Console, go to Products and select the available product for which you want to create a profile
Create a New Profile

In the Product Profiles tab, select New Profile. Then, enter the Name, Display Name, and a short Description for the profile.
Configure User Notifications

Decide whether to Notify Users by Email when they are added to or removed from the product profile.
- If notifications are on:
  
  All users receive an email when they are added to or removed from the product profile.
- If notifications are off:
  
  Existing users will not receive an email when added to or removed from the product profile.
  
  New users without previous entitlements still receive a welcome email, even if notifications are off.
Enable or disable services

On the next screen, select which services within the product, such as Adobe Fonts, Firefly K12 Generative AI control, and Publishing, will be accessible to members of this product profile.
Save the Profile

Select Save to finalize your new product profile. Later, you can assign these product profiles to the roster sync groups in the Roster Sync configuration dialog box.

After completing these steps, you should have successfully set up product profiles to manage entitlements for your organization’s users. Learn more about managing product profiles.

Setting up the new roster sync service

After configuring your primary user sync method and setting up your product profiles, you’re ready to integrate Roster Sync. This process enables your district’s rosters (from Clever or ClassLink) to be automatically reflected in the Adobe Admin Console.

Access roster sync settings

In the Adobe Admin Console, navigate to Settings > Identity Settings > Roster Sync. Select Set up roster to begin the configuration process.
Select your portal

Choose whether you want to sync data from Clever or ClassLink, depending on which platform your district uses.
Authenticate with Clever or ClassLink

Sign in with the appropriate credentials to grant Adobe permission to access your district’s roster data. You’ll be guided to authorize the connection so that Adobe can securely fetch roster information.
Specify sync frequency

Decide how often you want Roster Sync to run (for example, manual, daily, and weekly). Adobe aims to complete the sync process within 24 hours. Typically, it runs for 30 to 300 minutes, depending on district size and server queue.
- Manual sync - Queue roster sync immediately. It's a one-time operation.
- Scheduled sync - Set a cadence for when Adobe pulls roster information from your selected portal. This can be daily or weekly.
Choose how to construct synced groups

Select a grouping strategy based on roles or grouping all users in one group.
Select the roster app source

Indicate which specific rosters from Clever or ClassLink you’ll use to populate these groups.
Preview groups and assign product profiles

Review a preview of the groups that will be created. Optionally, assign product profiles to these groups so that users immediately receive the correct entitlements once the sync completes.
Finalize and manage your roster sync

Complete the setup process. You can revisit the Roster Sync settings at any time to update configurations or view synced groups. The system runs automatically based on your chosen frequency. In the Roster Sync section of the Admin Console, you can monitor the Last Sync date, Next Sync schedule, and overall Status.

Removing Roster Sync

If you need to remove a previously configured Roster Sync (v3) from the Adobe Admin Console, follow the steps below. Keep in mind that once removed, any synced groups become editable but are no longer automatically updated from your district’s roster data.

In the Adobe Admin Console, navigate to Settings > Identity Settings > Roster Sync.
Select Remove.
Confirm that you want to remove the Roster Sync.

Post-removal Group Behavior

Groups Become Editable: Once the sync is removed, any groups that were previously synced are unlocked for manual edits by the admin.
Group Name Changes: At the moment of removal, the names of these synced groups will be updated with a “Desynced” suffix and a UTC timestamp.
- Express or CC All App - Students [Roster Sync] to Express or CC All App - Students [Roster Sync - Desynced YYYY-MM-DD_HH:MM].
No Further Sync Reconciliation: As the groups are now editable, the Roster Sync service will not reconcile any changes made to these groups once the sync is removed.
Reinstating Roster Sync: If you decide to set up a new Roster Sync later, new synced groups will be created. The desynced groups will remain in your Admin Console unless you choose to delete or repurpose them manually.

Removing the Roster Sync is useful when you need to perform a complete reconfiguration or when your institution no longer requires automated User Group creation from Clever or ClassLink data. However, be sure to plan accordingly if you rely on automatic updates.

Sync Management and Troubleshooting

Verifying the Sync Status

Adobe Admin Console: Go to Identity > Identity Settings > Roster Sync to check whether your latest roster sync was successful and see when the next sync is scheduled.
Email Notifications: A success email confirms that the sync has run smoothly and that roster information is up to date. A failure email indicates an error, with details on how to resolve the issue.

Handling Sync Errors or Conflicts

When a sync issue arises—such as permissions misconfiguration or inability to retrieve data—admins receive an email containing details about the error. Refer to the following table for guidance:

Error Type	Description	Resolution
Permissions not set up	Permissions are incorrectly configured on the Roster server. Adobe is not authorized or is unable to pull user data from ClassLink/Clever. ClassLink or Clever returns non-500 Error.	Fix permissions on the Roster server.
Roster integration missing (for Creative Cloud All Apps)	ClassLink or Clever Integration is missing for Adobe Creative Cloud All Apps. System Admins have removed the integration after the sync setup.	Set up your roster source in Clever or Classlink for syncing.
Roster integration missing (for Adobe Express)	ClassLink or Clever Integration is missing for Adobe Express. System Admins have removed the integration after the sync setup.	Set up your roster source in Clever or Classlink for syncing.
District portal server error	Clever or Classlink district portal is unavailable. Check the status of the portal on their website.	Retry after some time as Clever or ClassLink is down. System Admins can see the status here: https://status.clever.com/ https://status.classlink.com/
Recoverable system error	Edu Roster ran into an error, it should resolve upon retry.	Manually trigger roster sync in Adobe Admin Console.
User missing in Adobe Admin Console	Users are seen in the roster from Clever or Classlink, but no account exists in the Adobe Admin Console.	Ensure accounts for users are created in Adobe Admin Console. These users will be placed in the roster synced group during the next sync.

In most cases, adjusting permissions or correcting misconfigurations in your ClassLink/Clever portal will resolve the issue. You can then re-run the sync to confirm that the corrected settings allow data to flow properly into the Adobe Admin Console.

Express auto-created Classroom

Once Roster Sync is enabled for your district, Adobe Express automatically creates classrooms for teachers based on roster data from Clever or ClassLink. This feature streamlines classroom setup and minimizes manual work for educators, enabling them to focus on instruction rather than administrative tasks.

Automatic classroom creation

Teachers see their classes and associated student rosters in Adobe Express without creating or importing them manually.
Roster management

Because classrooms are roster-synced, teachers cannot directly add or remove students for these auto-created classes. If a teacher notices a discrepancy, they can trigger a roster refresh (for example, after the district updates the student list in Clever or ClassLink and the next Adobe roster sync run completes).
Decoupling Classrooms

If your district removes Roster Sync, the existing auto-created classrooms become decoupled. These classrooms remain intact in Adobe Express, but they are no longer synced with the district’s roster data. Once decoupled, teachers can manually edit the student list going forward.

Learn more about Express Classrooms

Frequently Asked Questions (FAQ)

Roster Sync updates can be scheduled based on your district’s needs, typically daily or weekly. Once triggered, the sync may take anywhere from 30 to 300 minutes, depending on district size and server load. For confirmation, you can view the Last Sync and Next Sync information in the Admin Console.

When users are synced, Roster Sync uses data from Clever or ClassLink (teacher and student role) to group them accordingly in Adobe and identify users of their role in the Adobe ecosystem. Admins can preview and customize how these groups are constructed before finalizing the roster sync setup.

When grouping users by role, only the Teacher and Student roles will be recognized. All other roles are automatically placed in an “Others” group. No Staff or Administrator roles are assigned in this grouping option.

Adobe stores education-related metadata (like grade level and class associations) securely and does not use it for marketing or profiling. District administrators can request to remove this data at any time, and it’s automatically deleted after two years of inactivity.

Data from Roster Sync is used to:

Automatically place users into role-based groups (for example, teacher, student).
Create auto-generated classrooms in Adobe Express.
Provide a more personalized learning experience (for example, grade-specific settings).

When the Roster Sync runs, Adobe retrieves:

User Identification: First name, last name, and email address (used to match existing user accounts).
Role and Class Information: Grade level and class enrollment data, which is stored securely to facilitate automated group creation and classroom setup.

Teachers see their roster-synced classes directly in Express without manually importing students. They can refresh rosters when new students join or current students leave. If Roster Sync is removed, these classrooms are “decoupled” (remain in Express but no longer auto-updated), allowing teachers to manually edit them as needed. Read more about Adobe Express Classroom.

This error typically indicates a mismatch between the product configuration in the Admin Console and the Roster Sync mapping. Verify that:

You have set up the correct product profiles under Products.
The product entitlements (for example, Adobe Express and Creative Cloud) are active.

No. Removing an existing roster sync does not remove the users or immediately revoke their access. Your user entitlements remain intact, and you can reassign them as needed once the new Roster Sync is configured. There might be a gap if your newly selected User Sync hasn’t completed the sync yet. In this case, the roster sync will add these new users to the synced group in the next roster sync.

The system attempts to match the user’s email in the Adobe Admin Console. If a user isn't present in your primary identity sync (for example, Google or Microsoft), that user can’t be matched to be placed in a roster synced User Group, even if they appear in the roster data. To ensure full access, make sure all users exist in both your identity sync and roster sync systems.

For a successful match, email addresses in your primary user sync (Google, Microsoft, or other directories) must match those provided in Clever or ClassLink. These email domains must also be one of the claimed domains in your directories in Adobe Admin Console.

Selecting the best user management approach depends on how your institution handles authentication and directory services:

Google Federation: If your district uses Google Workspace as its primary authentication method, Google Sync is often the simplest and most effective choice.
Microsoft AD: If your district uses Microsoft Azure AD, Microsoft Sync is recommended to automate account provisioning and updates.
User Sync Tool: For districts with staff experienced in command-line utilities and relying on Active Directory or other LDAP systems, the User Sync Tool offers deeper customization and control.
CSV Upload: If the above user sync options aren’t viable or you have minimal IT resources, consider manual CSV uploads to manage your user data directly in the Admin Console.
Just-in-time Provisioning (JIT): Alternatively, IT admins can enable JIT account creation for educators and students accessing Adobe Express for approved District Portals and Learning Management Systems.

Note:

As users are created via CSV Upload or accounts created via the JIT process, these users will be added to the roster synced groups in the next sync. If a user is not in the uploaded CSV or hasn’t logged in to Adobe to initiate the JIT process, this user will not be included in the roster sync.

If you’re transitioning to the new Roster Sync (v3) solution, consider the following steps to ensure a smooth implementation:

Confirm License Entitlements: Check that you have either the free K–12 Adobe Express offer or the purchased Adobe Creative Cloud All Apps licenses in your Adobe Admin Console.
Remove Legacy Roster Sync: If you’re currently using an older Roster Sync under Directory > Sync, remove it before proceeding with the new configuration.
Verify Identity Provider Setup: Make sure your primary user sync method (for example, Google, Microsoft, or the User Sync Tool) is correctly configured and up to date.
Claim All Necessary Domains: Ensure all domains associated with your district are claimed and verified in the Adobe Admin Console.
Check Clever or ClassLink Permissions: Confirm that your district has granted Adobe the necessary permissions to read roster data.
Assign Product Profiles: Create or review your product profiles (for example, Adobe Express and Creative Cloud), so they’re ready for auto-assignment when the roster data syncs.
Configure Roster Sync Settings: Navigate to Settings > Identity Settings > Roster Sync. Select Set Up Roster to begin the configuration process.
Plan Grouping Strategy: Decide whether you’ll group users by role or all users in one group.
Monitor Initial Sync: Check the Admin Console sync status and monitor email notifications to confirm everything is complete successfully and address any errors.

If you still have questions or issues not covered in this FAQ, contact Adobe Customer Support or consult the detailed documentation within the Admin Console.

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