EnrolHQ to Compass

The EnrolHQ-Compass integration leverages Compass’ new Enrolments Import API and was officially released into production in December 2024. Designed for seamless data transfer, this integration simplifies the process of moving key student and parent information from EnrolHQ to Compass.

Key Points Regarding the Integration:

One-Way Data Push

• This integration currently supports a one-way push of data from EnrolHQ to Compass.
• Documents cannot be transferred from EnrolHQ to Compass in the current version.
• Student and parent records cannot be transferred from Compass back to EnrolHQ. Schools will need to export the data from Compass into a CSV and import into EnrolHQ.

Optimal Timing for Data Transfer

The integration is best suited for transferring student data close to the end of the calendar year before they commence school.

Data Destination in Compass

EnrolHQ students are imported directly into the “People Management” section of Compass.

A detailed log of all imports is available in Compass under “Administration Tools > Import Management”.

Future Student Tagging

Imported students are marked as “future students” in Compass because their commencement date is set to a future date.

Parent-Student Relationships

Parents are also imported, and the integration establishes relationships between the imported students and their parents.

Imported Data

Student Data

The following student details are imported from EnrolHQ into Compass:

1. Name: First, Middle, and Last Name
2. Date of Birth
3. Gender
4. Residential Address and “Living Amount”
5. Year Level and Commencement Date
6. Demographic Data including Country of Birth, Nationality and ATSI status
7. Religion data is imported
8. Medical Data is imported

Parent Data

The following parent details are imported:

1. Name: First, Middle, and Last Name
2. Gender
3. Address and Contact Details (mobile and email)
4. Demographic Details:
5. Country of Birth
6. Nationality
7. Privacy Settings including Email/SMS Preferences and Communication Preferences
8. Occupation Details

Duplicate Management in Compass

To ensure that duplicate records are not created, Compass uses a sophisticated points-based system to manage duplicate detection during the import process.

Student Matching Criteria

A total of 15 points is required for a student match.

Points Breakdown:

1. First Name: +3 points, -3 points if not matching
2. Preferred Name: +3 points
3. Middle Name: +3 points
4. Last Name: +3 points, -1 point if not matching
5. Date of Birth: +4 points
6. Gender: +2 points, -2 points if not matching
7. Govt Code1: +6 points, -1 point if not matching
8. Mobile Phone: +6 points

Parent Matching Criteria

A total of 16 points is required for a parent match.

Points Breakdown:

1. First Name: +3 points, -3 points if not matching
2. Preferred Name: +3 points
3. Middle Name: +3 points
4. Last Name: +3 points, -3 points if not matching
5. Date of Birth: +3 points
6. Gender: +2 points, -3 points if not matching
7. Mobile Phone: +2 points
8. Home Phone: +2 points
9. Email Address: +6 points

By utilising this comprehensive matching algorithm, Compass ensures accurate and clean data imports, avoiding duplicate entries during the one-time push from EnrolHQ.

Summary

The EnrolHQ-Compass integration streamlines the enrolment data transfer process by efficiently importing detailed student and parent information into Compass. Although currently limited to a one-way data flow, this integration provides a reliable solution for managing future students and their associated records, ensuring accuracy through Compass’ duplicate management system.