To commence the process of implementing an EnrolHQ - Synergetic integration, you will need to provide EnrolHQ with credentials to access your Synergetic API.

Prerequisite - Upgrade to Synergetic 71.58+

Create a Synergetic API client by:

• following the “Getting started” section from https://developer.synergetic.net.au/index.html, i.e.
  
  In SynWeb, go to System > Interface Settings from the menu

• Click the "Please choose an interface" dropdown at the top left and select "APIClients - API Clients"

• In the left pane, click "APIClients API Client(s)" to show its details

• click the + button at the top right

• Enter the Client Name, make sure Client is enabled is set to "Yes" and then select Create.
• Select Continue. The new client is created and a GUID and Shared Secret is generated.
• On the new client, select > (next to the Client is Enabled switch) to access and define permissions and add permissions to Services/Types. This allows you to control in detail which data and actions the users with access permissions will be able to perform. For security reasons, we recommend you give as few permissions as possible.

• Please ensure the Synergetic API client has permissions to the API endpoints for the following services by setting Access to "Yes" then clicking the Save button at the top right:

Address (All GET/PUT/PATCH)

Community (All GET/POST/PUT/PATCH)

Future Student (All GET/POST/PUT)

Lookup Tables (GET Lookup Tables)

Relationships (All GET/POST/PUT/PATCH)

Students (GET Student and GET Student Record)

StudentContact (GET Student Contact and GET Student Contact Student)

• find your base URL which usually starts with "synergeticcore" according to the following from the Synergetic FAQ:
  
  You can find your Core API URL in your IIS Admin Manager. Navigate to the 'CoreAPI' page under 'Sites' (see below):

From there, your Core API URL will be visible on the Actions panel at the right:

Please expose the site with your Core API URL externally so we can access it without VPN

• Finally share the credentials with EnrolHQ by forwarding a Bitwarden or OneTimeSecret link containing the following to support@enrolhq.com.au
  
  Example credentials
  Client Name: EnrolHQ
  URL: https://synergeticcore.myschool.nsw.edu.au/CoreAPI
  GUID: 11111111-1111-1111-1111-111111111111
  Shared Secret: (long series of random numbers, letters and full stops)

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

To export lookup tables from Synergetic, go to System > Lookup Tables Maintenance

In the Lookup Table Maintenance window, select the desired lookup table, e.g. luBoarder

In the Transfer Data into Excel popup, click OK. This will download an Excel file, e.g. luBoarder.xlsx

Please combine the lookup extracts into a single Excel file.

The list of lookup tables includes:

• luBoarder
• luCampus
• luCountry
• luDocumentClassification - please ensure EnabledForClientAPI is ticked for the lookup(s) that documents will be synced to

• luDocumentSourceCode - please ensure EnabledForClientAPI is ticked for the lookup(s) that documents will be synced to
• luDocumentType - we suggest having lookups (doc, docx, odt, pdf, rtf, txt, xls, xlsx, png, jpeg, jpg, bmp, webp) with MaxFileSizeKB set to at least 30000KB (~30MB) instead of blank.
• luEnquirySource
• luFutureApplicationCategory - if there aren't any active lookups, please add this one:
  
  Code = "GENERAL"
  Description = "GENERAL"
  ActiveFlag = True
  Default = True
  
  
• luFuturePriority
• luFutureStatus
• luHouse
• luLanguage
• luMedicalConditionType
• luMedicalConditionSeverity
• luNationality
• luOccupation
• luOccupationPosition
• luOnlineApplicationStatus
• luParish
• luQualification
• luQualificationLevel - please check these lookups with the following descriptions exist and are active:
  
  Year 9 or equivalent or below
  Year 10 or equivalent
  Year 11 or equivalent
  Year 12 or equivalent
  Certificate I to IV (including trade certificate)
  Advanced diploma/Diploma
  Bachelor degree or above
  No non-school qualification
  
  
• luRelationship
• luReligion
• luSchool - please check if you have a lookup with a description like "Unknown" (or "Not Provided" or "Other" or "N/A") and add it if needed.
• luState
• luStudentStatus
• luTitle
• luVisa
• luVISASubclasses
• luYearLevel

EnrolHQ provides a "Push to Synergetic REST API" Export functionality. This enables records from EnrolHQ to be exported directly into the Future Students module of Synergetic along with related Carers who are inserted/updated as Community records.

This new sync bypasses the old XML export/import function that was available

Existing Record Detection inside Synergetic

• The EnrolHQ sync will search Synergetic for existing Future Students with the same first name, last name and DOB. If it finds a match inside the Synergetic Future Student table, it will use the existing Future Student ID and update the same record without creating a duplicate inside Synergetic.
• When creating a brand new Future Student in Synergetic, the sync will search for existing Carer records in the Synergetic Community table first before creating these. In a scenario where a Carer is enrolling a younger sibling at the school (or a returning student) the Carer's record would already exist in the Community table. EnrolHQ will search by using Carer first name, Carer last name and a match in either Carer mobile or Carer email address.

Synergetic API Calls Used

Once we figure out whether we are updating an existing record or inserting a brand new record, we will use the PUT/POST Future Student API calls available here: https://developer.synergetic.net.au/api.html#post__future_student

This will post the data directly into the Future Students table and update/insert related Community Records. Please note that there is no import of data from EnrolHQ into Synergetic as ENQ types in Synergetic. All EnrolHQ statuses will be imported at FUT type in Synergetic.

DocMan File Upload

After the Future Student record is created/updated successfully inside Synergetic, the sync will use the POST Future Student Document https://developer.synergetic.net.au/api.html#post__future_student_document to move all documents from EnrolHQ to Synergetic DocMan for that student. The DocumentClassifications for those files should be provided to EnrolHQ during onboarding.

Documents will consist of parent/staff uploaded documents including Birth Certificates, Immunisation History Statements, School Reports, NAPLAN and other medical/diverse learning reports.

All generated documents for example Application to Enrol PDF, Offer Acceptance PDF, Custom Form Submission PDF are also pushed into DocMan so the school has a complete record of all EnrolHQ documents.

The REST API JSON format that EnrolHQ exports to is defined by Synergetic as per their Request Fields on their Developer Portal: https://developer.synergetic.net.au/api.html#post__future_student

Our approach is to map as many fields as available from EnrolHQ to Synergetic JSON format.

In this case, please notify us and EnrolHQ will work with Synergetic Product Management to get these fields added if they are a widely used field and an easy add for Synergetic. Some fields are easier to add to the Synergetic API than others so we would need to assess this on a case-by-case basis.

In the near future (Q2 2025) EnrolHQ is planning to add Medical Conditions https://developer.synergetic.net.au/api.html#post__medical_condition and Medical Details https://developer.synergetic.net.au/api.html#post__medical_detail to the sync.

If the field is not available and difficult for both EnrolHQ and Synergetic to map, we suggest the school have a 'Checklist' for post-sync to amend the synced record manually with the data required from EnrolHQ.

When setting up a new EnrolHQ school - the "Future Pipeline" is already inside the Future Students table in Synergetic. This could contain anywhere from a few hundred to a few thousand records. Please put in a request to your EnrolHQ Onboarding specialist with the cohorts you want to pull (Kindergarten 2026, Year 5 2027) and the statuses you want to import and we will setup a job to pull these records from Synergetic to EnrolHQ so those parents can continue their enrolment journey inside EnrolHQ.