EnrolHQ to Edumate

EnrolHQ-Edumate Integration

Edumate is a widely used Student Management System (SMS) across New South Wales Independent Schools, many of which are also EnrolHQ customers. To simplify the enrolment process, EnrolHQ offers a direct API integration with Edumate, allowing schools to seamlessly push student and parent/guardian records from EnrolHQ into Edumate.

Key Features of the EnrolHQ-Edumate Sync

• One-Click Sync: School admin staff can initiate a sync with a single click from the EnrolHQ Dashboard, ensuring a smooth transition of enrolment data.
• API Integration: EnrolHQ uses Edumate’s API for data transfer. The API documentation for Edumate, detailing the fields EnrolHQ can push data to, is available here.
• Primary Use Case: The sync is designed for a one-time transfer of data from EnrolHQ to Edumate after a student completes their Enrolment Journey in EnrolHQ.

How to Set Up the Sync

Edumate Configuration:

• Navigate to Setup > Edumate Admin > API Admin.
• Create an app called "EnrolHQ" linked to an EnrolHQ user inside Edumate.
• Assign the correct ACL Grant permissions to the EnrolHQ user.
• Collect the following details to enable the sync in EnrolHQ:
  
  • Client ID
  • Client Secret
  • Production URL for Edumate

Document Transfer:

• EnrolHQ can transfer all parent/staff-uploaded documents and generated PDFs as “Attachments” in Edumate.
  • Schools need to provide a mapping of EnrolHQ Document Types to Edumate Attachment Types. For example: Generated PDFs (e.g., Application PDF, Acceptance Contract) can be mapped to the “Letter - Enrolment” attachment type in Edumate.

Important Notes on the Sync

• Postcode Requirement: We highly recommend not initiating the sync until the application includes a complete address with a postcode. Edumate’s overnight sync relies on the postcode for student matching (first name, last name, date of birth, and address postcode).
• Split Parents: For students with split parents, registrars need to manually flag them in Edumate post-sync, as the API does not include a field for marking living arrangements.
• Address Updates: Address fields cannot be updated via an API update call. Registrars must manually update any address changes in Edumate.
• Street Type Mapping: EnrolHQ maps the address street type (e.g., Rd, Street, Pde) to street_type_id. Since this field is free text in EnrolHQ, inconsistencies entered by parents may result in the street type not syncing correctly.
• Emergency Contacts:
  
  • Emergency contacts can optionally sync to the carers array in Edumate.
  • To enable this, the following fields must be mandatory in EnrolHQ Settings > Form Fields under Emergency Contact:
    
    • Email Address
    • Mobile Phone

Benefits of the Integration

This integration streamlines the enrolment data transfer process, reducing manual effort for school administrators and ensuring data accuracy. By leveraging the direct EnrolHQ-to-Edumate API sync, schools can efficiently manage the transition of new students into their Student Management System.