Overview

Our current integration with SAO is a two-part integration. When a student submits the initial SSATB application and pays the fee online, the integration imports the contact with an applicant status, and also creates a small database application file in SchoolAdmin, which is a stripped-down version of our normal application. It contains the following information: 

  • Student Name

  • Grade Applying

  • Year Applying

  • Father Name, Home Phone, Work Phone, Cell Phone, and Email

  • Mother Name, Home Phone, Work Phone, Cell Phone, and Email

  • Primary Address

  • Parent 3 Name, Home Phone, Work Phone, Cell Phone, and Email (if applicable)

  • Parent 4 Name, Home Phone, Work Phone, Cell Phone, and Email (if applicable)

  • Household 2 address (if applicable)

This allows admins to use the system to email the student or their parents, as well as print letters and labels for them. Each student is imported into the system with an applicant status.

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How-To: Map Additional Student Fields from SSATB

It is possible to map additional fields from the SSATB application to feed into specified SchoolAdmin fields. IMPORTANT: Before you set up the field mapping, please confirm that your field values in SAO match those in SchoolAdmin.

To set up your field mapping, navigate to Settings -> Fields & Data -> SAO Integration. Near the bottom of this page, you'll see an option for SSAT Field Mapping. Click on the Edit Field Mapping button to open the SSATB Field Mapping window.

In the SSATB Field Mapping window, you will see a list of student fields from the SSATB application that can be mapped to associated fields in SchoolAdmin. Simply use the drop-down menus provided to find the appropriate associated SchoolAdmin field by either scrolling through the list or typing the name of the field. See the section below for recommended field mappings. Once you've mapped your desired fields, click the green Submit button to save your changes.

After the fields have been mapped, information will be automatically pulled from each applicant's SSATB application into their existing SchoolAdmin record at the scheduled daily automatic update time. In the case where information already exists in SchoolAdmin for a mapped field, that data will be preserved and not overwritten by data from SSATB.


Recommended Field Mappings

We recommend mapping the following SAO Fields to SchoolAdmin Fields:

SAO Field Name

SchoolAdmin Field - Display Name

SchoolAdmin Field - Canonical Name

Field Type in SchoolAdmin

Ethnicity

Ethnicity

ethnicity

SingleSelectField

Current School Enrollment Type

School Status

current_school_status

SingleSelectField

Visa Required

Requires F1 Visa

intl_visa_yn

BooleanField

Parent Marital Status

Primary Household Marital Status

marital_status

SingleSelectField

Apply Fin Aid

Financial Aid Requested

financial_aid_requested

BooleanField

Student Email Address

Email

email

EmailField

Current School

Current School Name (other)

current_school

TextField

Current School Street 1

Current School Address

current_school_address_address_1

AddressField

Current School Street 2

Current School Address

current_school_address_address_2

AddressField

Current School City

Current School Address

current_school_address_address_city

AddressField

Current School Country

Current School Address

current_school_address_address_country

AddressField

Current School State

Current School Address

current_school_address_address_state

AddressField

Current School Zip

Current School Address

current_school_address_address_zip

AddressField

If you find that your site does not have a field listed above, contact our Support Team to get it added. If you find that you are currently using a different field that houses the same information, verify that the field type of the field in your system matches the field type listed above. You also want to verify that the values match if the field type is 'SingleSelectField'.

The few remaining fields may need to be created within your SchoolAdmin site and must be mapped to specific types of fields:

SAO Field

Field Type Required in SchoolAdmin

Country of Birth

TextField

Native Language

TextField

Country of Citizenship

TextField

Interest Category (1-5)

SingleSelectField

Interest Activity (1-5)

TextField

Interest Future Involvement (1-5)

SingleSelectField

Interest Residential Status*

SingleSelectField

Apply Status**

*In SAO, the InterestResidentialStatus field specifies whether the student is interested in Boarding Schools, Day Schools, or Both. In other words, it represents what they are interested in, and not specifically the type of program to which they are applying.

**By contrast, the ApplyStatus field specifies whether the student is applying for the boarding or day program.


How-To: Process & Manage Files from SAO Integration

All of the remaining data is pulled into one PDF on the checklist called the 'SSATB Application PDF'. This PDF is attached to a checklist item and can be downloaded or viewed like any uploaded item.

Mapping can be set up so that certain components from the SSATB application flow into different checklist items in SchoolAdmin. For example, you can have the recommendation forms from a student's SSATB application flow into and complete their teacher recommendation checklist items in SchoolAdmin. This allows for more individualized tracking of an applicant's progress on the checklist. To set up component mapping, navigate to Settings -> Fields & Data -> SAO Integration. Near the bottom of this page, you'll see an option for SSAT Component Mapping. Click on the Edit Component Mapping button to open the SSATB Component Mapping window.

In the SSATB Component Mapping window, you will see a list of application components from the SSATB application that can be mapped to associated checklist items in SchoolAdmin. Simply use the drop-down menus provided to find the appropriate associated SchoolAdmin checklist item by scrolling through the list. IMPORTANT: Make sure you have selected the correct school year (term) from the picker at the top of the window to see the most up-to-date checklist items. Once you've mapped your desired components, click the green Submit button to save your changes.

As the student submits additional documents (such as essays, test scores, etc.), the PDF will update, pulling information from the SSATB system into the PDF as additional pages. The system checks for new documents every night at 4:30 am Central Time.


How-To: View Application Source for Students

If you would like to see if an application came through the SAO integration or directly through your SchoolAdmin application, you can use the field Application Sources. Applications that come through the SAO integration will have the application source of 'SSATB'.

From Search & Reports

To search on the application source directly, select the 'Contact Record Data (everything else)' criteria in search and find the Application Sources field. From there, you can specify which type(s) of applications you want to pull in the search.

You can also pull in the Application Sources field as a column on any search. Click on the 'Change Display / Columns' button and you can find this field under 'Contact' -> 'Application' -> 'Application Sources.' Click here to learn more about searches in SchoolAdmin.

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From Contact Record

You can also view a student's application source from their contact record by adding this merge field to the contact widget:

{{contact.application_sources}}

The contact widget is located in 'Settings' -> 'Portal' -> 'Admin Portal Content'.


How-To: Set Up Communications for SAO Applicants

If you accept applicants through multiple sources, you can setup an automated communication plan to email your SSATB Applicants once they get into the SchoolAdmin system using the criteria below:

  • Trigger: Applicant

  • Additional Criteria: Application Sources -> contains -> SSATB

  • Perform Action: Send Email

  • At this time: Immediately (or other timeframe as desired)

  • Send to: All parents (or other contacts as desired)

You can also use this same setup to set a reminder for someone on your internal team, instead of sending an email. Simply change the value in the 'Perform Action' box to 'Create Reminder'.


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