Overview

SchoolAdmin can store and, optionally, generate IDs for the multiple systems you may transfer data between.

ID Usage

Imports
When importing data into SchoolAdmin, IDs are used to update existing records. Records imported without IDs create new records. 

Exports & Integrations
When exporting data from SchoolAdmin, shared IDs are used to reference existing records in the target system. Each system handles updates and ID creation differently, however, most systems update if there is a shared reference ID and create a new record if there is none.  

Shared IDs between multiple systems.

All records within SchoolAdmin can store or create multiple IDs. This is useful because not all systems can store multiple IDs or can store IDs in the same format. 

Using SchoolAdmin to create a shared ID

There are many cases where using SchoolAdmin as your ID generation source of truth makes sense as data is passed downstream.

The SchoolAdmin ID generation tool can create IDs based on rules that range from incrementing numbers to a combination of data pulled from the student record, for example, LAST NAME + FIRST NAME + DATE OF BIRTH. We can also match unique requirements such as leading zeros.

Storing a shared ID from another system

During the initial implementation process, we will import your existing students including any shared IDs from your third party system to facilitate future data transfer.

Using another system, like an SIS, to create a new shared ID 

Some systems do let you create an ID upon importing new records from another system.  In this case, the 3rd party system will need to create the ID and that ID will have to be returned to SchoolAdmin.

For API level integrations (Blackbaud ON, Powerschool, FACTS), when a new record is passed to the SIS, it generates an ID and sends that back to SchoolAdmin.

For other systems, the ID must either be manually entered or updated via import in SchoolAdmin.

Household ID Generation

Since IDs are assigned specifically to contacts using the SchoolAdmin ID generation system, additional entities linked to the contact, such as Households, can also have unique Identifiers set for them on export.  This value will be based on the ID of the contact they belong to. A simple example would be a contact with an ID of “250” might have a household ID of “250H1” for their primary household or “250H2” for their secondary household. This ensures that the contacts easily stay in sync with their additional entities.

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