Contact Mapping for API Connections – SchoolMint Enroll

Learn how to map a single student to multiple contacts in your SIS for syncing via API.

What's included in this article?

Overview
Map Fields from PowerSchool, Aeries, and Skyward to Enroll
Mapping Contacts for API Export
Mapping Contacts for API Import

Overview

PowerSchool, Aeries, and Skyward typically save guardians, emergency contacts, and other types of contacts in a single database table that links a single student to a list of their contacts. This may be referred to as a one-to-many relationship or an unlimited contacts schema.

Enroll, however, saves contact information in individual fields across different database tables (a one-to-one relationship).

The Contact Mapping feature in Sync Service is available to ensure that contact data is placed in the appropriate structure and format needed in both your SIS and in Enroll.

Map Fields from PowerSchool, Aeries, and Skyward to Enroll

Review key contact fields to determine where the following information is stored in your SIS:

primary guardian (custody or legal guardian fields?)
emergency contacts
authorization to pick the student up from school

From Enroll, click the settings icon (gear) at the top right corner of the page.

Click “Sync Service” in the left navigation bar
Click “Sync Service Login”

Add a connection to your SIS or use an existing connection.

Click “Configure Mapping” on the SIS connection card
Enter student examples on the "Configure" tab
Click the “Field Mapping” tab
Expand the accordion for the section that contains your Contacts information

Mapping Contacts for API Export

1. Map Guardian 1 fields to send data from the SchoolMint Enroll fields to your PowerSchool (or other SIS) fields. The API will auto-populate the column field names from your SIS.

Examples:

student_annual.guardian1_fname > 1 - Contacts.FirstName
student_annual.guardian1_lname > 1 - Contacts.LastName
student_annual.guardian1_email > 1 - Contacts.Emails1

2. Review the Mapping Type column to assign one of the options below to determine how the data will be formatted per requirements of your SIS:

Direct: data will be sent exactly as it is captured in Enroll
Transformation: data needs to be re-formatted in a specific way per SIS requirement
Match Codes: The values being exported are part of a set and each value in the file should be displayed as its corresponding/matched value
Do Not Map: the field is not included in the import/export

Example: the PowerSchool instance above requires the value "true" to be sent to the SIS, but the Enroll form capture the response as Yes/No for the following fields:

1 - Contacts.IsCustodian
1 - Contacts.CanPickup
1 - Contacts.LivesWith
1 - Contacts.ReceivesMail

A Match Codes type can be configured to:

Send a "Yes" answer from Enroll as "true" to the SIS field
Send a "No" answer from Enroll as "false" to the SIS field

3. Continue mapping the desired fields for Guardian2 from Enroll to the corresponding Contact 2 fields in your SIS:

student_annual.guardian2_fname > 2 - Contacts.FirstName
student_annual.guardian2_lname > 2 - Contacts.LastName
student_annual.guardian2_email > 2 - Contacts.Emails1

4. If Emergency Contacts are captured in your Enroll forms, key data for those individuals can be mapped to Contacts 3, 4... in your SIS:

student_annual.emergency1_fname > 3 - Contacts.FirstName
student_annual.emergency1_lname > 3 - Contacts.LastName
student_annual.emergency1_relation > 3 - Contacts.Relationship
student_annual.emergency1_email > 3 - Contacts.Emails1

5. Review the Mapped Value column to confirm how the data will be exported to your SIS

6. Be sure to Save!

7. Send a Test Record to your SIS

Use the “Send Record” button to test exporting one student record. The test record is the one being displayed in the “Mapped Value” column.
Preview the data to be imported. If it looks accurate, click “OK, Continue”.

8. Follow the normal export process to sync an individual student registration or export registration data in bulk from Enroll to your SIS

Mapping Contacts for API Import

Important Note: Using the API to import students will result in all students (including non-active/historical/graduated students) to be inserted into your Enroll instance. If you wish to filter which students need to be imported, we recommend importing via a flat file (SFTP or Ad Hoc). This way, you will only send students who are active. We also recommend sending non-active students who are still age-eligible to attend school.

1. From within Sync Service:

Click “Configure Mapping” on the SIS connection card
Enter student examples on the "Configure" tab
Click the “Field Mapping” tab
Expand the accordion for the section that contains your Contacts/Guardian Information

2. For the first Guardian1 field to be mapped: student_annual.guardian1_fname, click the three-dot menu on the right side of the row and select “Configure Lookup”

3. Configure the Table Lookup for the first guardian by selecting “Add New Condition”.

4. Enter the name of the condition (e.g., Guardian 1).

5. Below the heading “From PowerSchool: Contacts”,

Leave the Condition Index Value set to 1 (so it looks for the first guardian)
Select the source Table in your SIS that the guardian information will be coming from: Contacts
Select the Condition and destination Field in Enroll to store as true: this contact is a custodian
- Condition = Is Truly (True, yes)
- Field = Contacts.IsCustodian (Yes or true, this guardian is the custodian)

6. Click Save.

In a second example below, the organization defines Guardian 1 differently: as a contact in the SIS that is NOT the Emergency Contact

7. Once your table lookup is configured, use the dropdown menu in the column “From PowerSchool Field” to select the corresponding field in your SIS that will be sending data to Enroll.

Contacts.FirstName > student_annual.guardian1_fname
Contacts.LastName > student_annual.guardian1_lname

8. Click the three-dot menu on the right side of the row for each Guardian 1 field you are importing and select “Configure Lookup”.

9. Choose the Guardian 1 option since you have already configured the logic for this lookup.

Map Guardian 2 Fields from Your SIS to Enroll in the same manner by configuring a Table Lookup.

10. On the line for your Guardian 2 fields, starting with: student_annual.guardian2_fname, click the three-dot menu to the right of the same row and select “Configure Lookup”

Click the field to “Select or Add a New Condition” and choose “Add New Condition”, then enter the name of the condition (e.g., Guardian 2)

11. Below the heading "From PowerSchool: Contacts", change the Condition Index Value to 2 (This will pick the 2nd guardian from the Contacts table)

12. Select the source table in your SIS that the guardian information will be coming from (e.g., Contacts).

Set the condition and destination field in Enroll to store as true: this contact is a custodian.
- Condition = Is Truly (True, yes)
- Field = Contacts.IsCustodian (Yes or true, this guardian is the custodian)

13. Click Save.

14. Map all Guardian 2 fields that you want to send from your SIS to Enroll by using the already-configured Guardian 2 table lookup found under the 3-dot menu to the right of each Guardian 2 field.

To Map Additional Contacts from Your SIS to Enroll

Repeat the instructions above to map additional contacts.

Configure additional table lookups as needed to send data into Enroll fields for Guardian3, EmergContact1, EmergContact2, etc.

Send a Test Record

Use the “Send Record” button to test importing one student record. The test record is the one being displayed in the “Mapped Value” column.

Preview the data to be imported. If it looks accurate, click “OK, Continue”.

Schedule to API Import

Once you have imported a student record successfully, you are ready to schedule the import of the rest of the data.

Navigate back to the Sync Service Login page in Enroll
Use the slider to enable “Schedule Import: Students” to import the file nightly
Set the time of day for the import
Click Save