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How can I sync ClassTag with my SIS?
How can I sync ClassTag with my SIS?

Sync ClassTag data with Clever and ClassLink, or with PowerSchool, Skyward, Infinite Campus, Synergy and other SIS via SFTP and OneRoster

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Written by Jason Olim
Updated over a week ago

There are a few ways that a ClassTag Connect school or district can upload classrooms, student, staff and guardian data into ClassTag. They include automating ClassTag data sync via:

  • Clever

  • ClassLink

  • SFTP and OneRoster CSV files

This article describes options available for automating roster updates. It doesn't cover manual ways to upload SIS or custom rosters data.

If you don't want to set up daily roster synchronization, you may still use any of the methods above to sync data once and then manage it manually. Or, you may look into ways to manually upload SIS data in OneRoster format or ClassTag format.

How to choose the sync method?

If you use Clever or ClassLink, and you're happy with the data quality there, we recommend syncing with one of these services. An alternative would be to set up automated data export from your Student Information System (SIS) in OneRoster format and share it with ClassTag via SFTP.

Please find information below that you need to keep in mind while considering the type of sync to choose.

Clever

You may choose to sync with Clever if the rosters you have there look good to you because what you'll get on ClassTag will be as close to your Clever data as possible.

The most common issues that ClassTag sees with Clever data include:

  • The way the classrooms are scheduled - sometimes it is different from how schools and districts want to organize classrooms on ClassTag

  • Oversharing classrooms - for example, in some cases it makes sense to only share homeroom classrooms instead of every subject

  • Missing contact information - please see the section below on how to resolve this case

  • Lack of separation between different types of contacts - e.g. when parents and emergency contacts have the same type on Clever and cannot be differentiated, but only parents need to be brought to ClassTag

  • Schools on Clever are organized differently from how they should be organized on ClassTag - while it is possible for the sync to merge two schools from Clever into one school on ClassTag, making two separate ClassTag schools that sync their rosters daily from one school on Clever is not currently supported (we can help to do a one-time data upload for these separate schools, but only one of them can sync daily)

  • No IDs for student contacts

Clever->ClassTag sync:

  • is pretty easy and fast to set up on both sides

  • allows you to set data pipeline filters on Clever to only sync what's necessary

  • allows your staff members and students to use Clever SSO

  • allows adding classrooms, staff and guardians manually - see F.A.Q.

  • allows syncing district-level staff members

If you decide to set up the sync with Clever, please follow the Clever sync setup guide.

ClassLink

You may choose to sync with ClassLink if the rosters you have there look good to you because what you'll get on ClassTag will be as close to your ClassLink data as possible.

The most common issues that ClassTag sees with ClassLink data include:

  • The way the classrooms are scheduled - sometimes it is different from how schools and districts want to organize classrooms on ClassTag

  • Oversharing classrooms - for example, in some cases it makes sense to only share homeroom classrooms instead of every subject

  • Missing contact information - please see the section below on how to resolve this case

  • Guardians are not associated with their students (neither guardians, nor students have any agentSourcedIds) - may be resolved by ClassLink

  • Guardians belong to a district and not to their schools (when guardian orgSourcedIds includes district sourcedId) - currently, this case cannot be resolved by ClassLink->ClassTag sync. We recommend reaching out to ClassLink support to find a way to associate guardians with their school

ClassLink ->ClassTag sync:

  • is pretty easy and fast to set up on both sides

  • allows you to set custom data sharing permissions on ClassLink to only sync what's necessary

  • allows your staff members and students to use ClassLink SSO

  • allows adding classrooms, staff and guardians manually

If you decide to set up the sync with ClassLink, please follow the ClassLink sync setup guide.

OneRoster and SFTP

You may choose to sync ClassTag with your SIS by using OneRoster CSV files shared via SFTP. It may be a good option for you if either:

  • your SIS allows to export data in OneRoster format and share it via SFTP, or

  • your team has enough knowledge and experience in building roster data files

If neither of the items above is true, it may be challenging to set up an automated roster synchronization between ClassTag and your SIS. But you may always look into alternative options, such as:

  • using Clever/ClassLink sync

  • syncing part of the data and managing the rest manually (e.g. sync students and staff, and add/update guardians manually)

  • using the tools available on ClassTag for manual roster management

There's a variety of possible issues with CSV files. The most common one is that they don't follow the OneRoster format. Also, it is often challenging to create a file with the proper student-guardian relationships in a single users.csv file, which pushes schools and districts toward using the separate guardian file to associate guardians with their students.

SIS->ClassTag sync via OneRoster files and SFTP:

  • is easy to set up, but requires additional coordination and data files review

  • may give you maximum control over what to sync with ClassTag

  • may require technical resources to prepare the proper data files

  • allows adding classrooms, staff and guardians manually - see F.A.Q.

If you decide to set up OneRoster SFTP sync, please follow the OneRoster SFTP sync setup guide.

What do I do if my Clever/ClassLink doesn't include guardians?

When you set up ClassTag roster synchronization with Clever or ClassLink, it is important to keep in mind that this service may not have all the data you need. The most common case is the missing guardians/contacts.

If this is your case, there are a few possible options to add guardian information to ClassTag. They include:

  • Fixing SIS->Clever/ClassLink sync. Clever/ClassLink is capable of syncing guardian information from most of the existing Student Information Systems. It is possible that your SIS->Clever/ClassLink sync is misconfigured and requires a minor adjustment that will allow it to transfer parent data. Please reach out to Clever/ClassLink support to see if they can help you with this.

    • Clever. If you sync data with Clever by sharing CSV files via SFTP, we recommend checking the students.csv file you're sending to make sure it includes guardian information in the correct format.

  • Using Clever/ClassLink sync + automated guardian file sync. If your team has enough knowledge and resources to automate data export with guardian information from your SIS and send this information to ClassTag via SFTP, you may still use Clever/ClassLink sync for everything except guardians, and enable guardian data sync via SFTP. Please read this article for more information.

  • Using Clever/ClassLink sync + guardian file manual upload. If automated guardian data export and sharing is not feasible, you may prepare the same guardian file that is mentioned above and just upload it manually.

  • Using Clever/ClassLink sync, but adding guardians manually. You can always manually add guardians to students who were brought in by the sync. You may allow all or none of your school staff members to manage guardians this way.

  • Switching to SFTP sync instead of Clever/ClassLink. If your team is OK with preparing automated data export and sharing via SFTP, you may look into this option. It includes creating three OneRoster-formatted files: user.csv, classes.csv, enrollments.csv. Or, you may also create the fourth file - guardians.csv - if your users.csv file does not include guardians. If you go with this approach, you will lose the ability to use Clever/ClassLink SSO to log into ClassTag.

F.A.Q.

What data is managed by the sync, and what data is not?

  • Please refer to this article to learn more about what is and what is not synced during an automated roster synchronization.

What is an SIS Synced School or District?

  • Any ClassTag school or district that is automating the update of their ClassTag data from their Student Information System - either through Clever, ClassLink, or via SFTP export of their data in OneRoster format is called an SIS synced School or District.

Can we set up the sync mid-year if we already have roster data entered manually?

  • Yes, it is possible to set up the sync mid-year and make sure that the existing data is not lost. The setup process may include steps like archiving existing students and then merging them with SIS-created students, turning manually created classrooms into sync-managed classrooms by adding SIS IDs to them, and a few others. These steps are described in sync setup guides.

CLEVER

If a student is associated with more than one school, which schools he will be added to on ClassTag?

  • Currently, ClassTag only pulls student's primary school from Clever, not all associated schools.

CLASSES

Can we manually create classrooms outside of the sync?

  • Yes, staff members with certain permissions can manually create additional classrooms, assign students and teachers to them.

Can we edit synced classrooms?

  • The following edits are allowed:

    • Editing Classroom Name

    • Adding Co-Teachers

Assigning students manually to synced classrooms is not currently supported.

GUARDIANS

Can we manually add guardians outside of the sync?

  • Yes. School or District Leaders can manually add guardians that are not included in your SIS data sync directly in ClassTag. This takes place within the School, District or Class Directory when selecting a specific student.

Guardians can also be added to ClassTag through the student JOIN CODES.

Who can edit synced guardians?

  • If the "Allow the sync to update contact details of active users" setting is turned off, then Guardians themselves and staff members with the USERS_MANAGER permission can update guardian contact details. Guardians can do it from their Account Settings once they log into ClassTag and become an active user. Staff members can do it from the guardian profile. However, if the mentioned sync setting is turned ON, then only the sync is allowed to update guardian contact details and the manual changes performed by a USERS_MANAGER will not persist.

*The rules above also apply to editing staff members.

*Reach out to your Customer Success Manager to ask for the USERS_MANAGER permission to be granted.

STUDENTS

Can we manually add students outside of the sync?

While the sync is enabled, it is not allowed to enroll new students in schools.

Can we edit synced students?

The following edits can be made to a synced student while the sync is enabled:

  • Assigning a student to a non-synced classroom

  • Enabling a student's account. Learn more

STAFF MEMBERS

Can we manually add staff members outside of the sync?

  • Yes, additional staff members can be manually added to a school and its classrooms.

Can we edit synced staff members?

  • The following edits are allowed:

    • Assigning a teacher to a classroom

    • Updating Name, Email and Phone in a special case mentioned here

OTHER

What if we do not want to sync anymore?

  • You can choose to disable your sync at any time if you'd like to move forward fully manual. Just reach out to your Customer Success Manager for assistance.

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