New User Authentication

CALPADS is transitioning to a new User Authentication system which which intially required 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.

Initial Message:

  • 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

This guide has been updated to explain the log-in and user management processess beyond May 1st transition deadline.

First Time User Log in

Step 1: Receive Email Notification of Account

LEA Admin users receive email notification that a CALPADS account has been created for the California Department of Education's CALPADS system. It includes the created user name and temporary password.


Step 2: First-time Log in

Go to the CALPADS login page (https://www.calpads.org/). Click on Sign in.


Enter provided username (username@calpads.org)


Enter provided temporary password.


Update temporary password to preferred password.


Indicate preferrence to stay signed in and wethere or not you this message appears in future sign ins.


Step 3: Read and Accept Terms and Conditions

Review and accept the User Agreement.


Step 4: User is directed to Homepage

Once the User Aggrement has been accepted, the user is then directed to the CALPADS Homepage. User should be able to see the Organization associated with (A) as well as the Username (B).


Post-log in steps for New LEA Administrators accounts

Upon signing in, new LEA Administrators are expected to add all additional roles to their account. Below are the steps in adding the roles.

Step 1: User is directed to Homepage

  1. From Navigation, click on Admin, and then User Management.
  2. Enter using email address.
  3. Click on "Search" button.


Step 2: Pick account from search results

Click on "Edit" button to access account attributes and roles.


New LEA Administrator accounts, by default, only has the LEA Admin role added. Clicking on "Edit" will allow a user to add all remaining User Roles.


In the User Profile modal, the LEA Admin should assign all available roles to the account. Click "Save and Close Window' after.


The LEA Administrator should now be able to access all CALPADS functionalities.

Adding New Users

LEA Administrators can add new users


Step 1: From Navigation, click on Admin, and then User Management.
Step 2: Enter the email address of the prospective new user account.
Step 3: Click on "Search" to submit the request.

  • Clicking "Search" without any criteria should only result in users associated to Org.
  • Searching by specific email should yield a result, even if that user is not yet associated to their Org.

No User Match

Step 4: If the search by name or email does not find a match, a "No Match" notification will appear. And a link to "Add a New User" will be available to the LEA Administrator.


Step 5: Clicking on "Add a New User" will redirect the LEA Administrator to the Add new user form and enter the required user profile information.

  • Fields auto populate with whatever the end user entered into the Search criteria.
  • Reset Form clears ALL fields and allows End user to re-fill the field values. Clicking on "Add New User" after will still trigger the system to verify that the email address and username are unique.


Step 6: Once the form is filled out and the "Add New User" is clicked, CALPADS validates the request and post notification that the user profile was saved. End user proceeds to click on "Assign Org" button to associate the account to the Organization and add User Roles.


Step 7: Once the form is filled out and the "Add New User" is clicked, CALPADS validates the request and post notification that the user profile was saved. End user proceeds to click on "Assign Org" button to associate the account to the Organization and add User Roles.

There are two types of accounts determined by the Organization Type selected which limits the level of access for a user. The organization types are LEA and School. Depending on the organization type selected, some fields may be inactive.

Available fields:

  • (1) Org Type: Limits user access to CALPADS for entire LEA or selected schools within LEA.
  • (2) Org/LEA: Drop-down field that enables LEA Admin to assign an account to the LEA.
  • (3) Schools: Enables LEA Admin to assign an account to a specific school or multiple schools within LEA. This field is active when Org Type selected is School.

  • (4) Available Roles: Grants the users access to specific data and functions in CALPADS.

  • (5) Autopost: Depending on the selected option SSID records may automatically post records without allowing submitter to review data upon posting SENR file.
    Off - Functionality is disabled. User will have to manually processed each SENR record submitted in the file.
    New ID - Automatically Post SENR record with no match.
    Single Exact Match - Automatically post SENR record with single match.
    Both - Automatically post SENR record with no match and/ or with single match.

Assign all desired access and functionality and then click on either the Save and Add More or Save and Close Window buttons. Save and Add More button enables the LEA Admin to assign more schools to user with school level account without leaving the Edit Associations window.


Step 8: LEA Admin receives confirmation that the Roles have been saved. User receives email notification that a CALPADS account was created for them and is prompted to start the First-Time Log In process.


Existing User Match

Step 4: If the Search generates the intended search result, the end user click on the "Edit"button next to the user account selected and is directed to the user account details.


Step 5: End user proceeds to click on "Assign Org" button to associate the account to the Organization and add User Roles.


Step 6: End user assigns Org type and roles.

There are two types of accounts determined by the Organization Type selected which limits the level of access for a user. The organization types are LEA and School. Depending on the organization type selected, some fields may be inactive.

Available fields:

  • (1) Org Type: Limits user access to CALPADS for entire LEA or selected schools within LEA.
  • (2) Org/LEA: Drop-down field that enables LEA Admin to assign an account to the LEA.
  • (3) Schools: Enables LEA Admin to assign an account to a specific school or multiple schools within LEA. This field is active when Org Type selected is School.

  • (4) Available Roles: Grants the users access to specific data and functions in CALPADS.

  • (5) Autopost: Depending on the selected option SSID records may automatically post records without allowing submitter to review data upon posting SENR file.
    Off - Functionality is disabled. User will have to manually processed each SENR record submitted in the file.
    New ID - Automatically Post SENR record with no match.
    Single Exact Match - Automatically post SENR record with single match.
    Both - Automatically post SENR record with no match and/ or with single match.

Assign all desired access and functionality and then click on either the Save and Add More or Save and Close Window buttons. Save and Add More button enables the LEA Admin to assign more schools to user with school level account without leaving the Edit Associations window.


Step 7: LEA Admin receives confirmation that the Roles have been saved. User receives email notification that a CALPADS account was created for them and is prompted to start the First-Time Log In process.


Extracting User List

Below is the process of request a User List Extract

Step 1: From Navigation, click on Admin, and then User Management.
Step 2: Click on "Request User Extract" button.


Step 3: Click on the "Extract" link under the request notification to be directed to the Extract page.


Step 4: In the "Extract page" locate the requested User List extract and click on the download button.


The extract will be in caret-delimited (^) format. 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.