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:
  
  Note: Please check that you've clicked the Save button to keep your changes.
  

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)

MedicalConditions (All GET/POST/PUT)

MedicalDetails (All GET/POST/PUT)

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 using the standard HTTPS port 443

• 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 similar to this sample.

The list of lookup tables includes:

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

• luDocumentSourceCode - please ensure ActiveFlag and EnabledForClientAPI is ticked for the lookup that documents will be synced to, e.g. we suggest having a lookup with:
  
  Code = "ENROLHQ"
  Description = "EnrolHQ"
  ActiveFlag = True
  EnabledForClientAPI = True
  

• luDocumentType - we suggest having lookups (doc, docx, odt, pdf, rtf, txt, xls, xlsx, png, jpeg, jpg, bmp, webp) with ActiveFlag ticked and 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 - please check that the lookups to map have Campus matching those in luYearLevel, e.g. if luYearLevel has Campus set to "J" (Junior) or "S" (Senior) then the luHouse lookups should also have Campus set to "J" and/or "S"
• luImmunisationFormStatus
• 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

• The Config key for OnlineApplications|StudentTransferMode has value set to either 1 (Allow transfer to Future Students) or 3 (Allow transfer to both Future Students and Enquiry Students)

• The Config key for OnlineApplications|ImportFromXMLFileFlag has value set to "True"

• Synergetic user groups such as the Enrolments team have permissions set for ProcessOnlineApplications/EnquiriesImport

• E.g. When Enrolments team clicks Future, they should see an option click Process Online Applications/Enquiries Import per the below screenshot. If they can't see it but the IT team can, it's likely the Enrolments team are missing permissions.

• The main contact in the XML to be either the:
  • User Parent (aka Primary Point of Contact) which is the default.
  • Father.
  • Mother.
  • Parent 1 who may or may not be the User Parent.
• Synergetic Debtor flags for Allow Auto Tuition (future_student.allowautotuitionflag) and Allow Auto Charges (future_student.allowautochargesflag) to be set to “1” in the XML for Futurestudents. This is turned off by default, i.e. set to “0”.
• Synergetic flags for ApplicationAmount and PaymentTransactionCode to be set in the XML. This is turned off by default. For more details, please see the XML guide.

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.

While this new sync can bypass the XML export/import functionality, we still recommend using the XML export first to create the Synergetic Future Student + Community etc. records, e.g. split family, parents are alumni.

Please see this article for instructions on how to use the XML export.

Note: We suggest XML exporting when students are at Orientation stage where parents have submitted an application (which is required for the Sync Synergetic REST API) and documents.

Once a record has been XML exported (if they don't exist in Synergetic), you can click the Sync Synergetic REST API button to sync data and documents from EnrolHQ to Synergetic per the below

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

Please see the above regarding setting up and providing lookup extracts for luDocumentClassification, luDocumentSourceCode and luDocumentType.

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.

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.

Please let us know if the following should be set for the Synergetic REST API sync:

• Syncing Medical Conditions from EnrolHQ to Synergetic. We don't by default.
  • If so, please check in EnrolHQ Settings > School Details under the Medical Conditions tab that the options match the ones in your Synergetic luMedicalConditionType, e.g. the top 10 most common conditions.
• Syncing Medical Details from EnrolHQ to Synergetic. We don't by default.

When you click the Sync Synergetic REST API button, it will usually return a green "Sync Successful" popup at the top right.

However, it may return a red popup with errors:

• Synergetic API Error: Procedure or function spiFutureStudentAPI has too many arguments specified.
  
  Please check that you have XML exported the student first before clicking the "Sync Synergetic REST API" button.
  
• Validation Error: OrderedDict([('field_name', 'ID'), ('reason', 'The ID already exist in the FutureStudents table.')])
  
  Please check the student's Synergetic Community record (matching their EnrolHQ external ID) details match EnrolHQ and update it as needed, i.e. the first name + last name + date of birth.
  
  It's usually the:
  • date of birth that's different and needs to be updated in order to sync
  • Synergetic first name also contains their middle name unlike EnrolHQ
    
• Validation Error: House - The combination value of House and Campus does not exist or it is marked as inactive
  
  Please compare your Synergetic luYearLevel and luHouse lookups, i.e. if your luYearLevel lookups have Campus then your luHouse lookups should also have Campus

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.

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.

Please note the Synergetic API:

• excludes future students with a status that has synergymeaning = 'CANCELLED' so those cannot be imported.
• we can only import records with the mandatory fields filled including a:
  • Synergetic year level that we’ve mapped to an EnrolHQ entry grade
  • Synergetic future status that we’ve mapped to an EnrolHQ status