GG4L is our integration partner used to sync the data from your SIS. GG4L have integration via API-based sync with the following SISs:
Your step by step guide to get your SIS school data into SchoolsBuddy
You will receive an email from us, to introduce you to GG4L onboarding team. For information regarding GG4L and GDPR please see further down this article.
GG4L Initial Contact
Shortly after this email the GG4L onboarding team will contact you to begin the process of integrating your SIS data into SchoolsBuddy.
GG4L Process (inc Field Identification for PowerSchool)
GG4L will work with you and us to ensure your data is correctly synced with SchoolsBuddy.
If you are using PowerSchool as your SIS it is very important to inform GG4L carefully of the following field names:
- Field name of Parent Email Address
- Field name used for Homeroom/ Registration Class / Form
A number of schools skip setting up their homerooms in SchoolsBuddy, but we encourage you to provide this field as a student attribute if you can. In Schoolsbuddy, homeroom classes can be shown on registers for easy identification of students attending activities or Parent-Teacher Conferences. We also have a useful safeguarding feature, "What's Next?", for homeroom teachers to see their students' schedules for the day or upcoming week at a glance.
- Let SchoolsBuddy know if you only want to sync particular contact types
- If you want to sync medical data we can do so if you can concatenate your medical data into one field.
Common GG4L attributes required for PowerSchool to GG4L integrations:-
|Data Attributes for SchoolsBuddy||Attributes required:|
|Students:||First Name, Last Name, Grade, DOB, Gender, Homeroom (Homeroom Advisor), Address (optional)|
|Contacts:||First Name, Last Name, Telephone number, Email address, Address (optional)|
|Other:||Subject Classes, Medical Information, Attendance|
|Staff:||First Name, Last Name, Telephone Number, Email address, Classes associated with|
You will receive notification from GG4L that data is ready and will need to approve the request for data access. In order to approve the request, you will be required to select an expiration date for the data access. The expiration time is set, based on the duration of time you would like to share your data with the SchoolsBuddy app. The duration can be extended at any time in your GG4L account. Some districts/schools set it to the end of the school year, while others - to the end of the contract with the vendor.
Once the process is complete you and SchoolsBuddy will receive an email to say that Data has been imported successfully and is now available to SchoolsBuddy. We will complete the final integration and advise you when it is completed.
Managing Data in GG4L & New Academic Year Rollover
GG4L will provide you with access to their portal for you to check the data they are providing to SchoolsBuddy. In this portal your administrator can run an extra sync between your SIS and GG4L if you would like to refresh data quickly rather than wait for the usual daily updates. The SchoolsBuddy Support team can then run a sync from GG4L. We import and check the data from the GG4L portal so it is important to ensure your data is correct in your SIS.
GG4L has a setting defaulted on to prevent data deletion during rollover. This allows you to keep leaving students active in SchoolsBuddy for a period of time. This is on by default between 15 June to 15 August every year. After 15th August, student records that are not in the data feed will be deleted in GG4L and SchoolsBuddy. The feature does not affect your ability to admit new students. If you would like to turn it off so that leavers will be deleted, the setting is under Tools > Data Rollover > Disable Data Deletion feature. SchoolsBuddy still retains an archived record of the deleted student for the purposes of historical reporting on past attendance, financial reconciliation etc.
GG4L & GDPR
Q: What if we need to update any student /parent/ staff details?
A: Update the details in your MIS system as usual. These will sync to SchoolsBuddy within 24-48 hours. If you need to make urgent changes you can also edit details directly within the Reception > Users section of SchoolsBuddy.
Q: Will students automatically be removed when they leave?
A: Yes, as long as they are marked as a leaver/ alumni in your MIS system, they will be removed from the GG4L data feed and SchoolsBuddy will delete the student record after 24 hours have passed without a record in the data feed.
Q: Will parents automatically be removed when their student leaves?
A: Parents' accounts will be deactivated unless the student has a sibling at the school who still has a SchoolsBuddy account.
Q: Why aren't all staff imported to SchoolsBuddy?
A: Currently GG4L only support 'teaching staff' records so other staff will need to be added directly to SchoolsBuddy, see this guide for help.
Q: Will Staff automatically be removed when they leave?
A: All internal and external staff, will still have a SchoolsBuddy account until they are deleted. An Organisation Super Admin user will need to delete their account manually in SchoolsBuddy.
Q: Can SchoolsBuddy import Medical information?
A: Yes, Medical information is synced on a nightly basis. The GG4L team will need to be given the relevant field names in your MIS in order to set this up. If you store information in more than one field we will concatenate it into one. Please contact us for more information.
Q: Can SchoolsBuddy import Dietary Needs?
A: Dietary Information can be imported in the Medical Information section. The GG4L team will need to be given the relevant field names in your MIS in order to set this up. If you store information in more than one field we will concatenate it into one. Please contact us for more information.
Q: Will teachers' classes be imported directly to SchoolsBuddy?
A: Teachers' classes will be imported for the purpose of creating Parent-Teacher Conferences and communications.
Q: Why aren't the Admins in GG4L automatically made Admins in SchoolsBuddy?
A: SchoolsBuddy doesn't assume that administrators of your technical integration will be the same Administrators as those coordinating your Activities in SchoolsBuddy. You will be asked to confirm who you would like to have Super Admin privileges during your onboarding. Subsequent requests to create further Super Admins should be made via email to firstname.lastname@example.org.
Q: Can SchoolsBuddy import attendance information and photos from Powerschool?
A: Yes, SchoolsBuddy supports this via methods outside of the GG4L platform. Contact the Support team for more information.