Implementation Guide for Schools integrating RollCall with their Compass Student Management System

1. Overview

RollCall integrates with Compass through a secure API connection.

The integration automatically synchronises:

• Student records

• Parent/contact records

• Student–parent relationships

The integration can be configured to run nightly to keep RollCall aligned with your Compass data, or schools can perform manual synchronisations when required.

Compass is the source of truth. Changes made directly in RollCall may be overwritten during the next synchronisation unless the same changes also exist in Compass.

2. What Data Syncs

Students

Active students returned by Compass are synchronised into RollCall.

The following student information is synchronised:

• Active / Inactive status

• Student Identifier

• First Name

• Last Name

• Date of Birth

• Year Level

• Campus (if enabled)

Schools can also choose to include future students who are due to commence within the next three months.

Parents / Contacts

Parent records are created using the email address stored in Compass.

The integration synchronises:

• First Name

• Last Name

• Email Address

• Phone Number (where available)

• Parent Priority

• Correspondence Status

• Lives With Student status

Duplicate email addresses are not supported.

Parents without an email address cannot be synchronised, as the email address is used to:

• Create the RollCall Parent account

• Link the parent to their LMS record

• Allow parent login to RollCall

3. How Parent Eligibility Is Determined

RollCall provides several options to determine which parents are synchronised from Compass.

Schools can configure:

• Parent Types to include

• Priority Check Mode

• Number of parents per student

• Only include parents who live with the student

• Only include correspondence contacts

Parent filters operate using AND logic, meaning parents must satisfy all enabled conditions before they are synchronised.

During implementation, RollCall can assist with selecting the most appropriate filtering configuration for your school.

4. Important Rules

When the Compass integration is active:

• Compass remains the source of truth.

• Parent updates should be made within Compass.

• Students without valid email addresses for their parents cannot synchronise those parent records.

• Duplicate parent email addresses are not permitted.

• Parent eligibility is determined by the configured sync filters.

Schools can choose whether Campus information is synchronised. If Campus synchronisation is disabled:

• New students will not receive a Campus allocation in RollCall.

• Existing Campus values will remain unchanged.

5. What to Expect When Going Live

There is no downtime for RollCall users during activation.

During the first synchronisation you may notice:

• New students being created

• Existing students being updated

• Parent relationships being created or removed

• Parent records becoming Past Parents if they no longer meet the configured eligibility rules

• Future students appearing (if enabled)

Before activation, we recommend reviewing your Compass data, including:

• Parent email addresses

• Parent priorities

• Correspondence settings

• Lives With settings

• Student enrolment information

• Campus information (if synchronising campuses)

6. Additional Configuration Options

The Compass integration also supports:

• Manual or Nightly Synchronisation

• Future Student synchronisation

• Parent filtering

• Campus synchronisation

• Preview before synchronisation

A Preview is recommended before completing the first synchronisation to review all proposed student, parent, and relationship changes.

7. Troubleshooting

If data does not synchronise as expected, check:

• API Key is valid

• Base URL is correct

• Nightly Sync is enabled (if required)

• Parent email addresses exist

• Parent filtering configuration

• Lives With settings

• Correspondence settings

• Campus configuration (if enabled)

Generating a Preview before synchronising can help identify why particular students or parents are being excluded.

Need Assistance?

If you're unsure which synchronisation settings are best suited to your school, or you need assistance reviewing your Preview before going live, please contact the RollCall Support Team.

We recommend completing a Preview and reviewing the proposed changes before activating the Compass integration to ensure the synchronisation behaves as expected.