Introduction & Supported Fields

Introduction

The OpenApply to iSAMS integration works in real time, without your IT Team's intervention and is managed by the OpenApply and iSAMS Support Teams. The OpenApply to iSAMS integration requires a subscription to the API Services Module as part of your school's iSAMS package. This is a chargeable extra from iSAMS that must be budgeted for each year.

Sync to Current Students or Applicants

We have two different modes in which the iSAMS integration can be enabled, and it is necessary for each school to choose which mode they would like to use:

1. Sync to iSAMS Student Status (At School)
2. Sync to iSAMS Applicants Status (Not Yet Arrived)

With Option 1, all Enrolled students in OpenApply sync to Current Students in iSAMS. As this is intended as a live link between all Enrolled students in both systems, with any subsequent changes to data in OpenApply also syncing to the Current Student in iSAMS, this option requires all students to be imported into OpenApply, and for the data to match in both system before it can be enabled. This integration is for Enrolled students only and their parents. Student and parent demographic information will be transferred from OpenApply to iSAMS once the student is marked as Enrolled in OpenApply. Going forward, information that is updated for the student in OpenApply will also sync across keeping information in iSAMS up to date as well. We also have advice on Getting Started with Option 1 - Sync to Current Students.

With Option 2, the students in OpenApply sync to Applicants in iSAMS. This is generally used as more of a one-time sync for each student, where the student applies through OpenApply, then once they are reach selected statuses, they get pushed to Applicants in iSAMS. Subsequently, you would enrol the student in iSAMS (move them from Applicants to Current Students), and their data would no longer sync. Therefore, this option does not require all students to be imported into OpenApply, as OpenApply is just syncing new students across to applicants in iSAMS. We also have advice on Getting Started with Option 2 - Sync to Applicants.

Students

• First Name
• Middle Name
• Last Name
• Preferred Name
• Date of Birth
• Gender
• Year Grade Number
• Status
• Mobile Telephone
• Nationality, Second Nationality, Third Nationality, Fourth Nationality (ISO Values)
• Language, Second Language, Third Language, Fourth Language (ISO Values)
• Photo (only when syncing to Current Students)
• Enrolment Year
• Enrolment Date
• Withdrawn Date
• E-mail Address
• School Code (iSAMS)/Student ID (OpenApply)
• Address Line 1
• Address Line 2
• City
• State
• Post Code
• Country

Parents

• Relationship
• Salutation/Title
• First Name
• Last Name
• Title/Profession
• E-mail Address
• Mobile Number
• Home Number
• Address Line 1
• Address Line 2
• City
• State
• Post Code
• Country

Emergency Contact

• First Name
• Last Name
• Mobile Telephone

Additional Core Fields

As well as the standard fields listed above, certain additional core fields can be synced to iSAMS, such as Boarding Status, Religion and Ethnicity, which can be mapped to fields in OpenApply, so that the data in those fields in OpenApply would sync to the corresponding fields in iSAMS. These fields can be mapped at Settings > iSAMS > Student Core Field Mappings.

Choose the OpenApply Group (such as Applicant), and then field within that group, which you would like to sync to the listed core field in iSAMS (the available additional core fields that can be synced to iSAMS are listed in bold on the right).

When mapping fields with defined values in iSAMS, such as Birthplace, please ensure that the options in the mapped field in OpenApply match those available options in iSAMS.

Custom Fields

It is also possible to sync to Custom Fields in iSAMS. Custom fields can be mapped at Settings > iSAMS > Student Custom Field Mappings. This is done by clicking to Add field mapping, choosing the OpenApply field that you want to map, setting a default value if you wish, and then entering the iSAMS Custom Field ID that you want to map it to. Please ensure to check the box for 'Export' and to Save Changes, in order for your custom field to be included in the integration.

You can find the iSAMS Custom Field ID in iSAMS at “Student Manager” → “Management Options“ → “Custom Fields“ → “Student Custom Fields“, then click to edit that custom field, and the ID is shown in the URL of the pop-up window.

Files and Photos

It is possible to automatically sync files and photos that are collected via fields from OpenApply to iSAMS as documents. OpenApply file-upload fields can be mapped to iSAMS document categories, and when a student is synced to iSAMS, their uploaded files are transferred alongside their profile data. Documents land in “Documents & Files” area of the Student profile in iSAMS.

Please navigate to Settings > Integrations > Partner > iSAMS > File Syncing. This tab displays two sections:

• File Uploads: lists all individual file-upload fields configured for the school, each with an enable toggle and a category dropdown
• Grouped File Uploads: lists file upload fields that belong to field groups, showing the group name alongside the field name

Each row shows in which forms the file-upload field is present, making it easy to identify the source.

Please map each file-upload field to an iSAMS document category. Enable or disable syncing per file-upload field by checking the box and saving changes.

Once configured, files will be synced automatically whenever a student is synced to iSAMS. Previously uploaded files for already-synced students will be transferred on their next sync. Each upload is tracked to prevent duplicate transfers.

When synced, the files land in iSAMS in the "Documents & Files" section of the student profile.

Please note:

• Only file fields that are enabled in the File Syncing settings will be synced; all fields are disabled by default.
• A file is only uploaded once per file per mapping; re-syncing a student will not create duplicates
• If a file upload is deleted in OpenApply, the corresponding document in iSAMS is not removed.
• The category dropdown options are pulled from the school's iSAMS instance; if no categories appear, please verify if the iSAMS connection is working.
• This feature requires the iSAMS integration to be fully enabled.