New User Authentication

CALPADS is transitioning to a new User Authentication system which will require all users to acquire a new username and password. During the authentication transition window, all existing CALPADS users must create a new username ending in @calpads.org.

This guide explains:

  • How existing users activate their new username
  • How to log in during the transition window
  • LEA Admin responsibilities for managing new accounts
  • How to identify users who have not transitioned
  • All users must acquire their new username/password during the transition window: March 10, 2026 – May 1, 2026
  • Users are encouraged to get their new username/password early in the transition window
  • Users that fail to do so will not be able to log into CALPADS after the transition window closes on May 1, 2026. These users must work with their LEA CALPADS Administrator to establish a new username/password

Video Tutorial for LEA Admin Users

Video for Non-LEA Admin Users

Step-by-Step Guide: Activating and Using Your New CALPADS Username

This guide walks you through activating your new username, signing in during the transition window, and managing accounts (for LEA Admins).

Part 1: Activate Your New CALPADS Username (All Existing Users)

Step 1: Log in with Your Existing Account

  1. Go to the CALPADS login page. Sign in using your current (legacy) username and password.

Sign in using your current (legacy) username and password

  1. The login process remains unchanged at this point.

    Sign in using your current (legacy) username and password

Step 2: Select “Activate New CALPADS Username”

  1. After logging in, locate and click the light green button labeled: 'Activate New CALPADS Username'.

    locate and click the light green button labeled: 'Activate New CALPADS Username'

  2. Enter the username you want to use. (See allowable characters). All new usernames will end with @calpads.org. Please refer to your LEA Administrator for any LEA-specific userid format that needs to be followed.

locate and click the light green button labeled: 'Activate New CALPADS Username'

  1. TypeSubmit your selection and click on "Activate" button to submit.

    locate and click the light green button labeled: 'Activate New CALPADS Username'

  2. You should see a message confirming that your new username was created successfully. Copy paste the next steps on a notepad for referrence after closing the window. locate and click the light green button labeled: 'Activate New CALPADS Username'

Step 3: Log Out Properly

⚠️ Important:

Do not just close your browser. Click Log Out inside CALPADS to properly end your session.

locate and click the light green button labeled: 'Activate New CALPADS Username'

Step 4: Check Your Email

Open your email inbox. Look for a message from CALPADS (no-reply account).

The email will contain:

  • Your new @calpads.org username
  • A temporary password

Check email inbox for new account info and password'

Step 5: Log in Using Your New Credentials

  1. Return to the dual login page. Select the option on the right side for the New CALPADS Username.

Sign in using your current (legacy) username and password

  1. Enter the required field information in the modal.

    • Your new username
    • The temporary password from the email
    • Create your permanent password when prompted

Sign in using your current (legacy) username and password

  1. Review and accept the User Agreement.

    Sign in using your current (legacy) username and password

  2. Once signed in, the “Activate New Username” button will no longer appear. You are now fully transitioned.

    Sign in using your current (legacy) username and password

Signing In During the Transition Window

During the transition period:

  • You may log in using your old credentials, OR
  • You may log in using your new @calpads.org credentials

When logging in with your new account:

  1. Enter your new username.
  2. Enter your permanent password.
  3. Choose whether to stay signed in (optional).

!!! info "Multi-Factor Authentication (MFA)" MFA will be implemented in a future phase. During the initial transition window, only your username and password are required.

LEA Admin: Managing Accounts During Transition

LEA Administrators can continue managing users during the transition window.

Navigate to:

User Management

You will see two categories of options.

Legacy Account Options (Historical Accounts)

  • User List
  • Users and Roles
  • Add New User

These apply to older accounts.

New Account Options (Use During Transition)

  • New CALPADS Accounts List
  • Add New CALPADS Account

These options manage the new authentication system.

Searching for Users

Within New CALPADS Accounts List, you may search by:

  • First Name
  • Last Name
  • Email Address
  • Username

Running the New User Extract

  1. Select the option to generate the extract.
  2. Submit the request.
  3. Navigate to Extracts to retrieve the file.
  4. The extract is caret-delimited (^).

Formatting the Extract in Excel

To make the file readable:

  1. Highlight the first column.
  2. Select the Data tab.
  3. Click Text to Columns.
  4. Choose Delimited.
  5. Click Next.
  6. Enter the delimiter:
  7. Press Shift + 6 (caret symbol ^)
  8. Click Finish.
  9. Adjust column widths as needed.

Reviewing Transition Status

In the Username field:

  • If a .org username appears → User has transitioned.
  • If blank → User has not created a new account.

!!! danger "End of Transition Window" Accounts without a new username will be removed at the end of the transition period.

LEA Admins should identify and notify users who have not yet completed the activation process.

Adding a Brand-New CALPADS User

Use Add New CALPADS Account only for:

  • Brand-new employees
  • Individuals who have never had CALPADS access

Important Expectations

!!! note Users are expected to select their own username and password.
LEA Admins should not create usernames/passwords for the entire organization.

Steps to Add a New User

  1. Navigate to User Management.
  2. Select Add New CALPADS Account.
  3. Enter the required information.
  4. Submit the request.

The new user will automatically receive:

  • A temporary password
  • Instructions to establish a permanent password

Assign Roles

!!! warning "Role Assignment Required" New users must be assigned appropriate roles.
Without roles, they will not be able to access system functionality.

Support & Resources

When the authentication update was announced, requirements and rules were included in the CALPADS Flash #319.

If assistance is needed:

  • Contact the CALPADS Service Desk
  • Specify that you are working with the new authentication system
  • Indicate that you are creating or activating a new username

The Service Desk will assist with transition-related issues.

Summary

All existing CALPADS users must:

  • Create a new @calpads.org username
  • Log out properly
  • Set a permanent password
  • Complete the transition during the designated window

LEA Admins must:

  • Monitor transition progress
  • Identify users who have not activated accounts
  • Add new employees using the updated process
  • Assign roles appropriately