Setting Up Sync between EnrolHQ and Synergetic

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:

Synergetic - set up API 1
  • Click the "Please choose an interface" dropdown at the top left and select "APIClients - API Clients"
Synergetic - set up API 2
  • In the left pane, click "APIClients API Client(s)" to show its details
Synergetic - set up API 3

  • click the + button at the top right
Synergetic - set up API 4

  • 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.
Synergetic - set up API 6

  • 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:
Synergetic API - save permissions button

Address (All GET/PUT/PATCH)

Synergetic - API address permissions

Community (All GET/POST/PUT/PATCH)

Synergetic - API Community permissions

Future Student (All GET/POST/PUT)

Synergetic - API FutureStudent permissions

Lookup Tables (GET Lookup Tables)

Synergetic - API LookupTable permissions

Relationships (All GET/POST/PUT/PATCH)

Synergetic - API Relationships permissions

MedicalConditions (All GET/POST/PUT)

Synergetic - API MedicalConditions permissions

MedicalDetails (All GET/POST/PUT)

Synergetic - API MedicalDetails permissions

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):
Synergetic Core API


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

Synergetic Core API URL

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)

Synergetic Data Requirements From the School

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

synergetic-export-lookups-1

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

Synergetic - Export lookups 2

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

Synergetic - Export lookups 3

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
Synergetic - API luDocumentClassification EnabledForClientAPI

  • luDocumentSourceCode - please ensure ActiveFlag and EnabledForClientAPI is ticked for the lookup(s) that documents will be synced to
Synergetic - API luDocumentSourceCode EnabledForClientAPI

  • 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
  • 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

Please check the following Synergetic settings for XML import:

  • Synergetic user groups such as the Enrolments team have permissions set for ProcessOnlineApplications/EnquiriesImport
Synergetic - XML settings (ProcessOnlineApplications/EnquiriesImport)

  • 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)
Synergetic - XML settings (StudentTransferMode)

  • The Config key for OnlineApplications|ImportFromXMLFileFlag has value set to "True"
Synergetic - XML settings (ImportFromXMLFileFlag)

Please let us know if the following should be set in the XML

  • 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.

Introduction and Process Overview

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.

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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

Synergetic REST API Push

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

  • Syncing Medical Conditions from EnrolHQ to Synergetic. We don't by default.
  • Syncing Medical Details from EnrolHQ to Synergetic. We don't by default.

Troubleshooting "Sync Synergetic REST API" errors

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:

  • 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

Exported Fields from EnrolHQ to Synergetic

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

Synergetic REST API Fields

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

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

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.

Importing Future Pipeline from Synergetic to EnrolHQ via Synergetic API during Onboarding

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.

Data Mapping from EnrolHQ to Synergetic XML and Synergetic REST API

EnrolHQ to Synergetic Field Mapping

This document maps fields from EnrolHQ to both the Synergetic XML API and Synergetic REST API using anonymized Australian family example data. All tables are displayed in a single scrollable view for easier reference.

Student Information

EnrolHQ Field Synergetic XML Field Synergetic REST API Field Example Value
first_name Students > Student > Given1 StudentCommunityDetails.Given1 Oliver
middle_name Students > Student > Given2 StudentCommunityDetails.Given2 James
last_name Students > Student > Surname StudentCommunityDetails.Surname Wilson
preferred_name Students > Student > Preferred StudentCommunityDetails.Preferred Ollie
dob Students > Student > BirthDate StudentCommunityDetails.BirthDate 2014-04-15
gender Students > Student > Gender StudentCommunityDetails.Gender M
entry_grade Students > Student > YearLevel YearLevel 7
entry_year Students > EntryPreferences > EntryPreference > SuppEnrolDate (year portion) EnrolDate (year portion) 2026
campus Students > Student > Campus Campus K
application_status Students > Student > Status Status IV
aboriginal_statuses Students > Student > IndigenousFlag N/A (Mapped in resolver) 1
current_school Students > Student > PreviousSchool PreviousSchool PNTH
born_country Students > Student > CountryOfBirthCode StudentCommunityDetails.CountryOfBirthCode 1101
home_language Students > Student > HomeLanguageCode StudentCommunityDetails.HomeLanguageCode 1201

Parent/Guardian Information

EnrolHQ Field Synergetic XML Field Synergetic REST API Field Example Value
first_parent.title Contacts > Contact > Title Guardian1CommunityDetails.Title Mrs
first_parent.first_name Contacts > Contact > Given1 Guardian1CommunityDetails.Given1 Jessica
first_parent.preferred_name Contacts > Contact > Preferred Guardian1CommunityDetails.Preferred Jess
first_parent.last_name Contacts > Contact > Surname Guardian1CommunityDetails.Surname Wilson
first_parent.dob Contacts > Contact > Birthdate Guardian1CommunityDetails.BirthDate 1982-08-24
first_parent.email Contacts > Contact > Email Guardian1CommunityDetails.Email jessica.wilson@example.com
first_parent.mobile_phone Contacts > Contact > MobilePhone Guardian1CommunityDetails.MobilePhoneActual 0412 345 678
first_parent.relationship_to_student Contacts > Contact > RelationshipToStudent Guardian1Relationship MR
first_parent.occupation Contacts > Contact > OccupDesc Guardian1CommunityDetails.OccupDesc Physiotherapist
first_parent.employer Contacts > Contact > OccupCompany Guardian1CommunityDetails.OccupCompany Sydney Health Network
first_parent.business_phone Contacts > Contact > OccupPhone Guardian1CommunityDetails.OccupPhone 02 8765 4321
second_parent.title Contacts > Contact > SpouseTitle Guardian2CommunityDetails.Title Mr
second_parent.first_name Contacts > Contact > SpouseGiven1 Guardian2CommunityDetails.Given1 Michael
second_parent.preferred_name Contacts > Contact > SpousePreferred Guardian2CommunityDetails.Preferred Mike
second_parent.last_name Contacts > Contact > SpouseSurname Guardian2CommunityDetails.Surname Wilson
second_parent.dob Contacts > Contact > SpouseDOB Guardian2CommunityDetails.BirthDate 1980-05-17
second_parent.email Contacts > Contact > SpouseEmail Guardian2CommunityDetails.Email mike.wilson@example.com
second_parent.mobile_phone Contacts > Contact > SpouseMobilePhone Guardian2CommunityDetails.MobilePhoneActual 0424 567 890
second_parent.relationship_to_student Contacts > Contact > SpouseRelationshipToStudent Guardian2Relationship FR
second_parent.occupation Contacts > Contact > SpouseOccupDesc Guardian2CommunityDetails.OccupDesc Electrician
second_parent.employer Contacts > Contact > SpouseOccupCompany Guardian2CommunityDetails.OccupCompany Wilson Electrical Services
parent_relationships N/A Guardian1RelationshipToGuardian2Code WE
first_parent.highest_school_year N/A Guardian1CommunityDetails.HighestSecondaryYearLevel 12
first_parent.degree N/A Guardian1CommunityDetails.HighestQualificationLevelCode 7
second_parent.highest_school_year N/A Guardian2CommunityDetails.HighestSecondaryYearLevel 12
second_parent.degree N/A Guardian2CommunityDetails.HighestQualificationLevelCode 8

Address Information

EnrolHQ Field Synergetic XML Field Synergetic REST API Field Example Value
residential_street_address Contacts > Contact > Addresses > Address > Address1 Address.AddressLine 42 Wattle Street
residential_suburb Contacts > Contact > Addresses > Address > Suburb Address.Suburb PENRITH
residential_state Contacts > Contact > Addresses > Address > State Address.State NSW
residential_postcode Contacts > Contact > Addresses > Address > PostCode Address.PostCode 2750
residential_country Contacts > Contact > Addresses > Address > CountryCode Address.CountryCode 1101
mailing_street_address Contacts > Contact > Addresses > Address (Type=P) > Address1 N/A (handled in _sync_parent_addresses_to_provider) PO Box 123
mailing_suburb Contacts > Contact > Addresses > Address (Type=P) > Suburb N/A (handled in _sync_parent_addresses_to_provider) PENRITH
mailing_state Contacts > Contact > Addresses > Address (Type=P) > State N/A (handled in _sync_parent_addresses_to_provider) NSW
mailing_postcode Contacts > Contact > Addresses > Address (Type=P) > PostCode N/A (handled in _sync_parent_addresses_to_provider) 2750
home_phone Contacts > Contact > Addresses > Address > Phone Address.PhoneActual 02 4721 5678

Medical Information

EnrolHQ Field Synergetic XML Field Synergetic REST API Field Example Value
medical_data.medical_conditions Students > Student > MedicalAlert N/A (separate REST API calls for medical conditions) Allergy Severe: False, Symptoms: Mild reactions to pollen, Medication: Antihistamine as needed
medical_data.doctor.name Students > Doctors > Doctor > DoctorName N/A (separate REST API calls for medical details) Dr. Robert Anderson - Westfield Medical Centre
medical_data.doctor.telephone Students > Doctors > Doctor > DoctorPhone N/A (separate REST API calls for medical details) 02 4733 5678
medical_data.medicare_number Students > Student > MedicalAlert N/A (separate REST API calls for medical details) 1234567890
medical_data.medicare_card_reference_number Students > Student > MedicalAlert N/A (separate REST API calls for medical details) 2
medical_data.medicare_card_expiry_year Students > Student > MedicalAlert N/A (separate REST API calls for medical details) 2028
medical_data.medicare_card_expiry_month Students > Student > MedicalAlert N/A (separate REST API calls for medical details) 6
medical_data.immunisation_status Students > Student > MedicalAlert N/A (separate REST API calls for medical details) Up to date
emergency_contacts Students > EmergencyContacts > EmergencyContact > EmergencyName N/A (separate calls) Emma Taylor
emergency_contacts.mobile_phone Students > EmergencyContacts > EmergencyContact > EmergencyPhone N/A (separate calls) 0432 109 876
emergency_contacts.relationship_to_student Students > EmergencyContacts > EmergencyContact > EmergencyRelat N/A (separate calls) AT (Aunt)

Other Information

EnrolHQ Field Synergetic XML Field Synergetic REST API Field Example Value
interview_priorities Students > PreEntryComment Priority I (mapped from "Indigenous, Academic Merit, Sibling At School")
abilities.professional_support Students > PreEntryComment N/A (resolved in mappers) reading support
abilities.sport_details Students > PreEntryComment N/A (resolved in mappers) Soccer - local and representative competition
enquiry_date Students > Student > EnquiryDate EnquiryDate 2025-02-15
application_date Students > Student > ApplicationDate ApplicationDate 2025-02-20
how_hear Students > Student > EnquirySource EnquirySource FAMILY
siblings Students > PreEntryComment N/A (resolved in mappers) Ethan Wilson

Documents

EnrolHQ Field Synergetic REST API Field (post_future_student_document) Description Example Value
document.external_id ID Student's external ID in Synergetic 12345
document.name Description Document name/description Birth Certificate
document.kind SourceCode Document source code (mapped from document kind) PARENT
document.created_at SourceDate Document creation date 2025-02-20
document.kind ClassificationCode Document classification (mapped from document kind) BIRTH_CERT
document.url file_url URL to fetch document content https://example.com/documents/birth_certificate.pdf
first_parent.first_name + last_name SourceReference Reference for who uploaded the document Uploaded by Jessica Wilson in EnrolHQ
N/A (response field) Result.DocumentSeq Document sequence ID returned by Synergetic 1701