Initial set-up of the OpenApply to iSAMS integration typically takes 2 to 4 weeks. Option 1 (Sync to Current Students) usually takes longer because it includes a data check. Always add new students through OpenApply, never delete synced students in iSAMS, and check the Students Roster for an orange triangle if something does not sync.
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iSAMS FAQs
For admins setting up or using the OpenApply to iSAMS integration. Select a question to see the answer.
| I want to know about | Go to |
|---|---|
| Set-up time, statuses and overwriting data | General |
| Using iSAMS alongside ManageBac+ | OpenApply, iSAMS and ManageBac+ |
| Day-to-day syncing, withdrawals, IDs and rollover | Integration workflows |
| Sync errors and students or fields not syncing | Common errors |
General
How long does it take to set up the integration?
It depends on whether you choose Option 1: Sync to Current Students or Option 2: Sync to Applicants. Initial set-up typically takes 2 to 4 weeks.
Option 1 usually takes longer, because it includes a data check completed by OpenApply and data corrections completed by the school. Timelines vary for each school depending on size and the current state of the data.
Which statuses are included in the integration?
Option 1, Sync to Current Students: only Enrolled students in OpenApply sync to iSAMS. All of them sync to the Current Students section of iSAMS, regardless of their Enrolment Year or Enrolment Date in OpenApply.
Option 2, Sync to Applicants: you choose which OpenApply statuses sync in Settings > iSAMS. You also choose which Admissions Status (ADM Status) they sync with in Settings > iSAMS > Student Core Field Mappings.
When I first enable the integration, will OpenApply data overwrite iSAMS data?
You choose. Update mode overwrites iSAMS data from OpenApply when you first integrate. Link Only mode does not.
Schools that are new to iSAMS usually want iSAMS data overwritten. Longer-term iSAMS users with existing data usually do not. See also "What is the difference between Link Only mode and Update mode?" below.
OpenApply, iSAMS and ManageBac+
Can I enable all three integrations at once?
No. Currently you can only use either:
OpenApply > iSAMS and iSAMS > ManageBac+, or
OpenApply > iSAMS and OpenApply > ManageBac+.
Each integration must be enabled individually. The recommended order depends on whether you are a new or existing customer for one or all three systems, and on your school's preference. If you are unsure how to get started, contact us via Submit a request.
How should we organise parent information in iSAMS?
iSAMS handles parent contacts differently from OpenApply and ManageBac+. When using the integration, list parents in iSAMS as individual contacts rather than combined Parents contacts.
When a new student syncs from OpenApply to iSAMS, the parents are created in iSAMS as individual contacts. If you have existing combined Parents contacts, OpenApply information can sync to them, but the integration cannot create new Parents type contacts.
How is the student home address set in iSAMS so it syncs to ManageBac+?
The student home address syncs to iSAMS as a Self contact with the Student Home Address Flag enabled. For it to sync to ManageBac+, make sure no other contact's address has the Student Home Address Flag enabled.
Integration workflows
How long does it take for OpenApply changes to reach iSAMS?
Information usually updates in iSAMS within 10 seconds of being saved in OpenApply.
When is a new student created in iSAMS?
When you change the student's status in OpenApply to one of the statuses selected to sync, as long as the student does not already exist in iSAMS. Students are matched by their Student ID in OpenApply, which corresponds to their School Code in iSAMS.
Can I sync students with future enrolment years or dates?
Yes. If you enrol a student in OpenApply with a future enrolment year or date, they appear in iSAMS under Pupil Manager and Teaching Manager. They do not appear on the register for taking attendance.
How do student addresses and emails sync?
The student address syncs to iSAMS as a Self contact with the Student Home Address flag enabled. The student email is included in that Self contact if one was created from the student address. The student email also syncs under Pupil Contacts and Networks.
How do parent addresses sync?
Parent home addresses sync to iSAMS along with the other parent information. Work addresses do not sync, because iSAMS stores work addresses in a separate contact. This avoids creating duplicate parents.
How do I withdraw a student?
Withdrawn students are not included in the integration. When you change a status to Withdrawn in OpenApply, the student's information stops syncing to iSAMS.
Withdraw the student in OpenApply.
Withdraw the student in iSAMS.
The withdrawn date only syncs from OpenApply to iSAMS if the student is currently Enrolled and had previously withdrawn from the school.
Should I assign Student IDs in iSAMS or OpenApply?
Either, depending on your preference.
OpenApply: create the ID before you change the student's status to one that syncs.
iSAMS: make sure iSAMS School Code Settings are configured to Enable Automatic School Code.
Can I add new students directly in iSAMS?
No. With the OpenApply > iSAMS integration enabled, add new students through OpenApply. They are created in iSAMS once you give them one of your selected statuses that syncs.
Can I delete synced students in iSAMS?
No. With the OpenApply > iSAMS integration enabled, do not delete synced students in iSAMS. Deleted students cannot be re-synced.
If you think you need to delete a student, or you already have, contact us via Submit a request for advice.
How do I Transition Years in OpenApply and Rollover in iSAMS?
Process Rollover in iSAMS first.
Once the iSAMS rollover is complete, Transition Years in OpenApply.
If you have the iSAMS > ManageBac+ > OpenApply integration enabled, wait 24 hours after processing Rollover in iSAMS before you Transition Years in OpenApply.
Can Enrolled students in OpenApply sync to Applicants in iSAMS?
Yes, with Option 2: Sync to Applicants. If you are not using the integration yet and want this set-up, follow that guide. If you already use Option 1, Sync to Current Students, contact us via Submit a request and we can advise.
Updates made in OpenApply only sync while the student is still in Current Students or Applicants in iSAMS (whichever you sync to). For example, if you sync to Current Students and move a student to Applicants, they no longer sync.
What is the difference between Link Only mode and Update mode?
Link Only is recommended for the vast majority of schools. Data only syncs from OpenApply to iSAMS when that data is updated in OpenApply. For example, if you edit the father's mobile phone in OpenApply, only that field updates in iSAMS and other fields stay as they are. This avoids accidentally overwriting data that may have been edited in iSAMS in the meantime.
Update mode re-syncs all fields whenever a student syncs from OpenApply to iSAMS. It is usually only used by schools with existing OpenApply data and a brand new iSAMS account, where OpenApply is the main source of data.
Common errors
What does the orange triangle with "iSAMS sync error" on the Students Roster mean?
Some data did not sync from OpenApply to iSAMS.
The error says a field is mandatory: you may have deleted the information in OpenApply, but it cannot be deleted in iSAMS. Re-enter the data in OpenApply.
The error says the student does not exist: the student was likely moved out of Current Pupils in iSAMS. Switch the student back to a Current Pupil in iSAMS, or update OpenApply to the correct status.
If I delete information in OpenApply, is it deleted in iSAMS?
For most fields, yes. Some fields are required in iSAMS but not in OpenApply. If you delete one of those in OpenApply, an orange triangle appears next to the student on the Students Roster with the message "iSAMS sync error: {field} is mandatory". Re-enter the data in OpenApply.
If I delete a student in OpenApply, are they deleted in iSAMS?
No. iSAMS does not support syncing deleted students.
Enrolled students who have left the school: move them to Withdrawn or Graduated in OpenApply, and mark them as a leaver or former pupil in iSAMS.
True duplicates: merge the student in OpenApply and delete the duplicate in iSAMS.
A new student is not syncing. What went wrong?
Check the student's status is Enrolled in OpenApply.
Check the student is not already in iSAMS with a status other than Current Pupil.
Check the OpenApply Students Roster for an error message next to the student's name.
A specific field is not syncing for a parent or student. What went wrong?
If the field is blank in OpenApply, iSAMS may not allow it to be blank. Check the OpenApply Students Roster for an error message next to the student's name.
Still need help?
Submit a request