The OpenApply to PowerSchool integration is an additional module you buy separately; ask your School Experience Manager for pricing. It syncs to the PowerSchool student and contacts modules. Before you sync, create the upcoming school year in PowerSchool for each school level.
For admins who use, or are thinking about, the OpenApply to PowerSchool integration.
Create the upcoming school year in PowerSchool first. Before syncing student data from OpenApply, make sure the upcoming school year exists in PowerSchool for each school level (elementary, middle and high school). If it does not, the sync will not succeed. Once the correct school year is set up, the sync should work as expected.
Buying and setup
Is the integration included in my OpenApply subscription?
No. The OpenApply to PowerSchool integration is an additional module you can buy for OpenApply. Ask your School Experience Manager for pricing and details of what it does.
Which PowerSchool modules does OpenApply sync to?
OpenApply syncs to the student and contacts modules in PowerSchool. Parent and guardian information goes to the contacts module. Emergency contact information also syncs to the contacts module, as long as your school uses it in PowerSchool.
Which fields are included automatically?
Some fields are included in the sync automatically and are sent to PowerSchool during the first sync. See Standard Supported Fields in PowerSchool Integration for the full list.
Are there fields that do not sync to PowerSchool?
Yes. A few fields in PowerSchool's default student table cannot be mapped manually, including National ID and Ethnicity. We hope to expand the integration to sync these fields soon.
Existing students and siblings
How do I link a student in OpenApply to an existing student in PowerSchool?
In PowerSchool, find the student's PowerSchool Number. It is also called the Student_Number field and appears at the top of the student's profile, next to their grade.
In OpenApply, enter that number in the PowerSchool field at the top right of the applicant profile.
Sync the student. The student and their parents are linked to their existing PowerSchool record.
You must enter the PowerSchool Number before you sync an existing student. The PowerSchool ID is the number shown at the top right of the student profile in OpenApply.
How do I sync a sibling of an existing student?
Link the existing student in OpenApply to their PowerSchool record, as described above. This lets OpenApply recognise the existing student and parents and sync them correctly.
Sync the new sibling to PowerSchool as normal. The new student connects to the contacts already in PowerSchool.
If I delete a student in OpenApply, is the student deleted in PowerSchool?
No. OpenApply can update existing student records in PowerSchool, but it cannot delete them.
Sync status and errors
How can I sync students to PowerSchool before they start school?
In the PowerSchool integration settings, go to School Enrollment Default > Enroll Status and choose whether new students sync as Active or Pre-Registered.
This status is only set for new student records. Syncing updates to an existing record does not change the student's status in PowerSchool. For example, if a student returns after being archived in PowerSchool and their OpenApply status is Admitted, their PowerSchool status stays the same, but the synced field details are updated.
What does the error INVALID_LOCAL_ID mean?
The full error reads: "error_code":"INVALID_LOCAL_ID","error_description":"Local ID already exists in the database and can not be used in an insert."
It means the PowerSchool Number is already used by a student in PowerSchool, which usually means the student already exists. Link the student in OpenApply to the existing PowerSchool student, as described in How do I link a student in OpenApply to an existing student in PowerSchool? above.