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How do I set up student cards with a user sync?

The User Sync process synchronises user information (student or staff ID,  name, etc) between your current staff/student source database and  Flexischools.

We use an SQL database provided by you which holds info including

  • Student Name
  • Student ID
  • Card Serial Number

Commonly we use a school’s Papercut/Synergetic/similar database. Importantly, the Student ID/Number just needs to be any sort of unique identifier where the parents will know what it is when they need to enter it.

Our UserSync software is installed to one of your servers with access to this database . If you wish to only expose the relevant data, you can set up a custom view).

We use Task Scheduler to run a sync in the background on a regular basis, which provides these details to Flexischools and creates cards in a “pre-linked” state. They aren’t yet usable in this state and stay like this until parents set up real accounts for the students.

The Student ID acts as an identifier linked to the actual card number, like 
a Key/Value pair.

When the Parent sets up a real student account, they are prompted to 
enter the Student ID. This Student ID is used to locate the “pre-linked” card created previously, and moves it to the real student without the parent needing to know this 
hidden number. 

After this, the card can then be used with our POS integrations and have transactions logged against the user.

The sync would continue to run periodically (usually every 15 minutes), so any new or updated cards get synced too. If a card is replaced, our UserSync would automatically find the existing account on our end that holds the Student ID, and update the card number there without any action needed from the parent.

What is needed to set up a student card sync with Flexischools

There are a few steps involved in setting up a user sync for your student cards, we recommend engaging with your IT team. 

1. Ensure you are set up with the minimum system requirements

User Sync application system requirements

2. Provide some details to our technical team

To set up your student card sync, we'll need a couple of details:

  • Server IP Address
  • Server Login Credentials
  • Remote access solution for installation E.g. Teamviewer, VPN/RDP, etc.

We'll also need you to provide the following information for the source database for your existing card system:

  • Source Software: For example, Synergetic, Papercut, etc
  • Source Database IP Address
  • Database Name
  • Source Database Credentials: This can be either a direct SQL Login, or the Windows Service Account can be provided with permissions to the Database
  • Table Names (or create a view) containing:
    • First Name
    • Last Name
    • ID (staff or student ID)
    • Card Number
    • Last Modified Date

Once you have submitted these details, our team will take a couple of days to provision the access correctly, and will reach out to you if they see any issues.