EnrolHQ to The Alpha School System (TASS)

EnrolHQ is a Certified Integration Partner with TASS (The Alpha School System) and has worked closely with TASS to develop and fully test an EnrolHQ API to TASS API sync solution. This integration ensures seamless data flow between your online enrolment system and TASS, improving efficiency and reducing manual data entry.

Key Features of the EnrolHQ-TASS Integration:

• Sync Student Enrolments: Automatically sync Future Student and Carer data from Application Forms between EnrolHQ and TASS, ensuring student enrolment information is consistent across both platforms.
• Sync Payment Records: Sync receipts for the Application Form Fee and Offer Acceptance Fee from EnrolHQ to TASS (optional). This helps streamline your financial processes and ensures that payments are correctly recorded in TASS.
• Sync Documents: Transfer verified documents from EnrolHQ to TASS, ensuring that student records are up-to-date with the relevant school reports, NAPLAN results and other documents that are required by your administration staff and teaching and learning staff.

How It Works

1. The TASS Online Enrolments API provides comprehensive documentation available here. Any fields available in this API that have a matching field in EnrolHQ can be synced between the two platforms.
2. Prerequisites for Integration: To set up the EnrolHQ-TASS integration, schools will need the following:
   1. Application Code
   2. Application Description
   3. Licence Code
   4. Token Key
   5. Company Code
3. These details can be obtained from TASS once your school has arranged and installed the Online Enrolment API licence with TASS. After installation, you'll be able to create a record in TASS to provide the necessary API connection details to EnrolHQ.
4. Syncing Payments (Optional) - EnrolHQ can sync receipt details to TASS for the following fees
   1. Application Form Fee
   2. Offer Acceptance Fee
5. Syncing Documents to TASS - To sync documents from EnrolHQ to TASS, you will need to create a new UD Area in TASS with 10 attachment fields mapped to EnrolHQ documents. For example: Birth Certificate, Immunisation History Statement, School Report, NAPLAN, Application PDF etc.

Managing TASS Student ID

During the initial sync, EnrolHQ will obtain an Application ID from TASS. EnrolHQ will then poll TASS to retrieve the TASS Student Code, which will be synced back to the External ID field in EnrolHQ. This ID allows you to easily search and identify student records in both TASS and EnrolHQ.

Sync Destination in TASS

Once the sync is complete, you can find the enrolment application in TASS at:

Student Admin > Enrolments > Online Enrolment Applications

Here, you can review the data and verify it before proceeding.

Once the registrar has reviewed and transferred the application, the TASS Student ID will be assigned. Verified documents will then sync to TASS as part of the student record.

Key Notes About Syncing:

• TASS Student Code Persistence: The TASS student code does not change when a student is transferred to "current" status by staff in TASS. This ensures continuity in student records.
• Updating Enrolments: Enrolments created online via EnrolHQ can be updated in TASS using the TASS API. However, enrolments created through paper forms and entered into TASS manually cannot be updated through EnrolHQ. Attempting to update these will result in an error message in the TASS API:
  Error: "Enrolled student not in staging table."
  Enrolments created through other online enrolment systems and synced via the TASS API can be updated in TASS once the TASS student code (external ID) is imported into EnrolHQ.

What Data is Synced?

• Student Information: Names, birth dates, year levels, and application statuses.
• Family and Contact Details: Parent names, phone numbers, email addresses, and home addresses.
• Enrolment Milestones: Application progress, interview outcomes, offers, and acceptances.
• Documents: Easily connect enrolment documents with the UD areas in TASS.

Secure and Reliable Integration

Both EnrolHQ and TASS are committed to maintaining the highest standards of data security. All data is encrypted during transfer, and we adhere to strict compliance guidelines to ensure your information is protected.

Why Choose the EnrolHQ-TASS Integration?

By pairing EnrolHQ’s streamlined enrolment management with TASS’s comprehensive school administration system, your school gains a powerful, efficient, and user-friendly workflow. This integration simplifies your processes, saves time, and delivers an exceptional experience for families and staff alike.

Ready to Transform Your Enrolments?

Take the next step in modernising your enrolment and administration processes. Contact us today to learn more about the EnrolHQ-TASS integration and how it can benefit your school.