Go to Settings > Integrations > iSAMS > Re-enrollment Reconciliation, switch it on and select Run reconciliation now. Review the students iSAMS says have left, tick the ones you agree with and apply them. Each is withdrawn on the iSAMS leaving date.
For admissions admins whose school runs re-enrolment in iSAMS: bring OpenApply's roll into line with iSAMS.
Why it helps
- An accurate Enrolled count. See which students iSAMS says have left, before you plan next year's intake.
- Nothing changes without you. You review every difference and accept only the departures you agree with.
- The right leaving date. Each accepted withdrawal uses the date from iSAMS, not today.
Before you start
Set up the iSAMS integration on Settings > Integrations > iSAMS.
In iSAMS, give the OpenApply REST API client Read access to Student Manager and Other Schools (Control Panel > API Services Manager > Manage REST API Clients).
Publish one re-enrolment form for next year in OpenApply. Accepting a departure records a declined re-enrolment against it.
Switch it on
Go to Settings > Integrations > iSAMS and open Re-enrollment Reconciliation from the menu at the end of the tab bar.
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Tick Enable re-enrollment reconciliation. OpenApply checks the iSAMS permissions and the re-enrolment form first, and names anything missing.
The Re-enrollment Reconciliation settings. Optionally set Only consider students enrolled on or after. Leave it blank to use the same date as the iSAMS sync. Select Save.
Switching this on turns off OpenApply's own re-enrolment for your school, so parents are not asked for a decision already being made in iSAMS. You can switch it back on in the re-enrolment settings.
Run it and accept departures
Select Run reconciliation now. It runs in the background; reload the page after a short while.
Review the Differences found groups.
Tick the departures you agree with, or use Select all, then select Apply selected corrections and confirm.
Read the result: how many were applied, and each student that could not be applied, with the reason.
The six kinds of difference
| Group | What it means | Can be accepted |
|---|---|---|
| Students iSAMS says have left | A departure with a readable date | Yes |
| Students iSAMS says have left, with a date OpenApply cannot read | The raw value is shown; correct it in iSAMS and run again | No |
| Year-group disagreements | OpenApply and iSAMS show different year groups | No |
| Students missing from iSAMS | Not in iSAMS; never treated as a departure | No |
| Students whose grade has no iSAMS mapping | Check the year group mapping | No |
| iSAMS records with no matching OpenApply student | Shown up to 50, with the full count | No |
Why a correction was not applied
| Reason shown | What to do |
|---|---|
| no usable date | Add a readable leaving date in iSAMS and run again |
| already has a scheduled status change | Undo it on the student record and run again |
| leaving date is earlier than the student's last status change | A later change is already recorded; check the student record |
| no re-enrollment form published for the year | Publish one and run again |
| could not be saved | Try again, or contact Support |
Things to know
- There is no scheduled or automatic run. An admin runs it and accepts each departure.
- A past leaving date applies straight away. A future date is scheduled: the student stays Enrolled, with the same grade, until then.
- Transition Academic Year shows "Withdrawal scheduled for" the date and does not overwrite it. Choosing Graduated instead uses the iSAMS leaving date.
- The student's status history shows "From the iSAMS reconciliation, accepted by" the person and date.
- The results reflect iSAMS at the last completed run. If a run fails, nothing changes and the previous results stay.
- Reconciliation does not create students, move grades or change contact, medical or academic data. A move to a sibling campus is shown for information and recorded as an ordinary withdrawal.
- OpenApply cannot show a re-enrolment funnel for these campuses, because iSAMS shares the outcome but not the process.