EnrolHQ to Synergetic Integration

Introduction and Process Overview

EnrolHQ provides a Synergetic XML Export functionality. This enables records from EnrolHQ to be exported as an XML file and uploaded to Synergetic as a Future Student or an Enquiry via the ‘Future Students Import’ functionality.

Once this integration is set-up for a school, the user can choose 1 or multiple records, go to the Bulk Actions dropdown menu and choose ‘Export Synergetic XML’. The main benefit of this record transfer by XML is to save data entry for the school admin staff.

To import it into Synergetic, you will need to go to the ‘Futures’ module and choose ‘Process Online Applications/Enquiries Import’

If the Student has only gone through Enquiry or Event Booking on EnrolHQ, then they will be marked as an ‘ENQ’ inside Synergetic ‘ApplicationTypeCode’ field

If the family has completed an Application for Enrolment Form for the Student, then they will be marked as ‘FUT’ inside Synergetic ‘ApplicationTypeCode’ field

Synergetic will pre-process the XML to make sure it is free of errors before allowing the user to proceed with ‘Transfer’ by clicking on ‘Transfer to Future’ button. Each import record in Synergetic shows Student + 2 Contacts (if parents divorced), if parents are not divorced, both parents will be stored as a single contact.

Exported Fields

The XML format that EnrolHQ exports to is defined by Synergetic as per their Supported Fields on their Wiki https://wiki.synergetic.net.au/display/PUB/Online+Application+via+XML+Import

Our approach is to map as many fields as available from EnrolHQ to Synergetic XML format. Please note that all data shown in screenshots below has been fictionalised.

Application Data

1) Date the Application Form was submitted and paid online

2) Enquiry Date - this is the date that the family first creed a profile in EnrolHQ, whether by making an online enquiry or booking an event

3) Billing Email Address - this is Parent 1’s email address

4) Application Amount - the amount that was paid online to submit the application form

5) Application Type Code - either ‘FUT’ for a future student or ‘ENQ’ for a student in enquiry stage only

6) Application Status - school defined from luOnlineApplicationStatus, default is ‘APP’

7) Application ID is a EnrolHQ generated ID for the XML record to allow Synergetic to check whether this record has been imported or not before.

Parent Data

Parent Data is stored in the ‘Contact’ Node of the Synergetic XML. It is recommended that the school does not sync until both parents’ have been recorded in the system. In the case of parents who are living together, the ‘Father’ is entered in as the main contact with ‘Mother’ attached as the spouse. If parents are living apart, then 2 contact nodes will be used, one for each carer/parent.

Here is a sample of anonymised data where you can see Home and Postal Addresses, Email/Phone numbers, Occupation Description, Occupation Company all collected and recorded.

Student Data

Synergetic provides XML nodes to transfer students’ personal details including:

1) First Name, Middle Name, Preferred Name and Last Name

2) Date of Birth

3) Gender

4) Country of Birth

5) Year Level of Entry

6) Whether they are a Day Student, Boarder

7) Previous School (the current school they are attending if they are a future student) - this lookup school data needs to be provided by MLC

8) A series of demographic/pastoral/religion flags to indicate whether or not student has languages other than English, Medical Alert/Special Needs, Religion where collected, Priority of Entry and expected Entry Year, Nationality and Home Language

Doctors and Emergency Contacts (if/when collected)

Schools may choose to collect data about Doctors and Emergency Contacts in the Application for Enrolment form OR at a later date, say after an Offer has been accepted. If the student is in the ‘Orientation’ status they are usually less than a year to a year out from attending school and the school may use EnrolHQs ‘Onboarding Forms’ feature to ask parents to update Medical and Learning Needs via the future parent portal. This data can be pushed via XML to Synergetic using:

1) Doctor Node - which includes Doctor’s name, address and phone number

2) Emergency Contact nodes including Name, Phone, Relationship to Family

What Happens If The Field I Want To Sync Is Not Available?

In this case, EnrolHQ will need the assistance of the school's Synergetic Database Administrator. On a case-by-case basis, we are able to generate CSVs with particular data for the school to directly upload into Synergetic for example collected Medicare Numbers, Expiry Dates, Reference Numbers. These are keyed to the Synergetic Future Student ID that needs to be recorded by the staff member into EnrolHQ when they do the initial XML import into Synergetic.

This is usually done for ‘Onboarding Data’ at a set time each year. EnrolHQ will export all the ‘Media Consent Flags’ with the EnrolHQ ID and Synergetic ID and the Synergetic Database Admin can mass import these.

Synergetic Data Requirements From the School

To set up the integration for EnrolHQ and Synergetic, the schools will need to provide data from a number of Synergetic lookup tables in Excel Format or CSV. These will be imported into EnrolHQ and mapped accordingly to the EnrolHQ options that parents are able to choose on the frontend form.

The list includes:

• luTitle
• luCountry
• luFutureStatus
• luFuturePriority
• luYearLevel
• luHouse
• luBoarder
• luEnquirySource
• luVisa
• luCountry
• luRelationship
• luEnquiryStudentStatus
• luReligion
• luNationality
• luLanguage
• luContact
• luState
• luOnlineApplicationStatus

Importing Data from Synergetic into EnrolHQ

As at the time of writing this document, there is no API from Synergetic to read the future student data directly from Synergetic into EnrolHQ.

However, there are 2 options to transfer a set of future students and contacts into EnrolHQ. This is useful as future families can be at any stage of the funnel from initial enquiry to orientation and EnrolHQs Parent Portal enhances the parent experience at any one of these stages.

Importing via CSV files

The schools Synergetic Database admin, could export data from Synergetic into a CSV format (defined by EnrolHQ) for import into EnrolHQ This approach is used by most schools for the initial ‘seeding’ of data into EnrolHQ and is at no charge to the school as long as the data meets the correct format. The fields for the CSV are (but not limited to):

• SYNERGETIC_STATUS
• SYNERGETIC_STUDENT_CONTACT_ID
• FIRST_NAME
• SECOND_NAME
• LAST_NAME
• PREF_NAME
• DOB
• AC_YR_ENTRYCAL_YR_ENTRY
• APP_REC_DATE
• BOARDING
• SCHOOL_CODE
• SCHOOL_NAME
• CURRENT_YR_LEVEL
• ST_NATION
• ST_NATIONALITY
• RES_STATUS
• VISA_SUB_CLASS
• VISA_DESCRIPTION
• ARRIVAL
• VISA_EXPIRY
• BIRTH_COUNTRY
• COUNTRY_OF_BIRTH
• ABORIGINAL
• ABORIGINAL_BACKGROUND
• TSI_BACKGROUND
• LANG
• LANG_SPOKEN_AT_HOME
• REL_KEY
• REL_NAME
• HOUSE
• HOUSE_NAME
• ADDRESS_ONE
• ADDRESS_TWO
• ADDRESS_THREE
• POSTCODE
• STATE
• COUNTRY
• HOME_PHONE
• STUDENT_LIVES_WITH
• LIVING_WITH
• PARENTS_RELATIONSHIP
• MAIL_ADDRESS_ONE
• MAIL_ADDRESS_TWO
• MAIL_ADDRESS_THREE
• MAIL_POSTCODE
• MAIL_STATE
• MAIL_COUNTRY
• CORRESPONDENCE_SENT_TO
• CARER1_CONTACT_ID
• CARER1_TITLE
• CARER1_NAME
• CARER1_SURNAME
• CARER1_ST_RELATIONSHIP
• CARER1_ADDRESS_ONE
• CARER1_ADDRESS_TWO
• CARER1_ADDRESS_THREE
• CARER1_POSTCODE
• CARE1_STATE
• CARER1_COUNTRY
• CARER1_EMAIL
• CARER1_MOBILE
• CARER1_NATION
• CARER1_NATIONALITY
• CARER1_OCCUPATION
• CARER1_OCCUP_TITLE
• CARER1_EMPLOYER
• CARER1_OCCUP_GROUP
• CARER1_OCCUP_GROUP_TYPE
• CARER1_SCHOOL_EDUCATION
• CARER1_EDUCATION_STATUS
• CARER1_HIGHEST_QUALIFICATION
• CARER1_QUALIFICATION
• CARER1_EX_STUDENT
• CARER1_MAIDEN_NAME
• CARER1_HOUSE
• CARER1_HOUSE_NAME
• CARER1_YR_OF_ENTRY
• CARER1_GRAD_YEAR
• CARER1_DOB
• CARER2_CONTACT_ID
• CARER2_TITLE
• CARER2_NAME
• CARER2_SURNAME
• CARER2_ST_RELATIONSHIP
• CARER2_ADDRESS_ONE
• CARER2_ADDRESS_TWO
• CARER2_ADDRESS_THREE
• CARER2_POSTCODE
• CARER2_STATE
• CARER2_COUNTRY
• CARER2_EMAIL
• CARER2_MOBILE
• CARER2_NATION
• CARER2_NATIONALITY
• CARER2_OCCUPATION
• CARER2_OCCUP_TITLE
• CARER2_EMPLOYER
• CARER2_OCCUP_GROUP
• CARER2_OCCUP_GROUP_TYPE
• CARER2_SCHOOL_EDUCATION
• CARER2_EDUCATION_STATUS
• CARER2_HIGHEST_QUALIFICATION
• CARER2_QUALIFICATION
• CARER2_EX_STUDENT
• CARER2_MAIDEN_NAME
• CARER2_HOUSE
• CARER2_HOUSE_NAME
• CARER2_YR_OF_ENTRY
• CARER2_GRAD_YEAR
• CARER2_DOB
• BAPTISM_DATE
• BAPTISM_PLACE
• BAPTISM_PLACE_TITLE
• CURRENT_PARISH
• MASS_ATTENDANCE
• SIBLINGS_EXIST
• SIBLING_1_CONTACT_ID
• SIBLING1_FIRST_NAME
• SIBLING1_LEGAL_SURNAME
• SIBLING1_GENDER
• SIBLING1_BIRTHDATE
• SIBLING1_CURRENT_SCHOOL
• SIBLING1_STATUS
• SIBLING1_CAL_YR_ENTRY
• SIBLING1_AC_YR_ENTRY
• SIBLING_2_CONTACT_ID
• SIBLING2_FIRST_NAME
• SIBLING2_LEGAL_SURNAME
• SIBLING2_GENDER
• SIBLING2_BIRTHDATE
• SIBLING2_CURRENT_SCHOOL
• SIBLING2_STATUS
• SIBLING2_CAL_YR_ENTRY
• SIBLING2_AC_YR_ENTRY

Importing to EnrolHQ via Direct Database Access to Synergetic (Extra Cost)

This is an option available after the school has experience in both Synergetic and EnrolHQ - which is to provide EnrolHQ with a read-only Database User with access to Synergetic via a VPN connection. This would provide EnrolHQ with the ability to read the latest updates to Synergetic and sync these across to EnrolHQ. This type of integration is extra cost and needs to be specified between the school and EnrolHQ to determine the aims and level of data access.

Next Steps

To commence the process of implementing an EnrolHQ - Synergetic integration, we encourage you to set up a time with our integration team. For the initial meeting, most schools invite their Synergetic / Database Administrator, Enrolments Registrar and IT staff to attend so that the process and timing schedule can be explained and any questions answered.