SIS Integration – PowerSchool2018-08-23T15:33:30+00:00

Enabling SIS Integration with PowerSchool

Enabling SIS (Syncing PowerSchool and Vidigami User Data)

This integration is currently being tested. For schools who wish to integrate with PowerSchool, please inform your CSS, who will notify you as soon as you are ready to onboard your users.

Because PowerSchool has 3 different databases, in order to perform a sync, user lists will need to be pulled separately. In order to onboard anyone (even a single person) from PowerSchool, IDs for different member types (students, teachers, and parents) must be pulled as follows:

  • For students: IDs should be “student_number” pulled from the “Students” database
  • For teachers: IDs should be the “users_dcid pulled from the “Users” database
  • For parents: IDs should be “id” pulled from the “Persons” database

Note: You need to be a DDE or Data Export Manager to be able to export these fields from PowerSchool.

For new Vidigami schools, please proceed to After Sync.

If you are a returning school (meaning that you have already onboarded users to your Vidigami system) the first and most important step to complete before the sync is to ensure that the Host IDs in Vidigami match the IDs assigned to users in PowerSchool. 

This is critical in order to perform the initial handshake between both systems, avoid mismatched or duplicate accounts for users , and on the whole, ensure a timely and successful sync of all your data.

What to Watch Out For

Since IDs are pulled from 3 different databases, there may be overlaps where a parent, staff or student may have the same ID. To avoid this:

  1. Acquire the original PowerSchool ID from each database
  2. Modify those PowerSchool IDs based on the member type. Typically, we add the first letter for the member type to each ID to make them unique, so for students, it would look something like: S2038788 for a student, P7879870 for a parent, and T6786987 for a staff member or teacher
  3. Use this modified ID as the Host ID in Vidigami

If you are unsure if all User IDs are properly matched to their Vidigami Host IDs, please provide a list of all your users with their old IDs (which your school would have provided as part the previous year’s onboarding process) matched to their corresponding updated ID (based on member type) in Powerschool We will make sure to update the IDs on Vidigami before we proceed with the sync.

What Happens After Syncing?

1 – Import Summary

Once your CSS has completed the sync, they will first provide you with a report that includes the number of:

  1. Users who have been successfully imported to Vidigami from Veracross
  2. Any users who might have been blocked from being imported. This may be due to the following user error:

Vidigami currently requires a unique email per account. That means if there are parents in your Veracross system sharing a single email address, they will not be imported through the sync as they will be regarded as duplicates. Vidigami cannot determine which parent the email will need to be assigned to, therefore, neither one of the parents will be imported. While we are currently working to develop a better solution for this, we encourage you to ask families with shared email addresses to update their information accordingly on your school’s portal before we proceed with the sync.

2 – Group Memberships

Following a successful sync, certain users will be automatically organized into specific groups in Vidigami. These groups serve as placeholders for users each time we sync your Blackbaud data with Vidigami, therefore, they should never be deleted.

  • Based on the graduation year indicated in their record, students will be placed in Grad Year Groups or Grade Groups under the Academics category of your school’s Group Directory in Vidigami.
  • Based on each students’ connection to one or more parent or guardian, parents will be added to their child’s Grade Group.
  • Faculty is added to a Faculty Group under the Internal category.

If another sync is made afterwards, the same groups will be recreated. If you would like to change your group structure to a custom one that works best for your organization (e.g. using classes or divisions), simply provide us with a Group Membership list that includes where each user belongs. We can then use this list to manually update user memberships. Contact your CSS to learn more.