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

1. Overview

RollCall integrates with FACTS 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 FACTS data, or schools can perform manual synchronisations when required.

FACTS is the source of truth. Changes to synchronised information should be made within FACTS to ensure they continue to flow through to RollCall.

2. What Data Syncs

Students

Student information returned by FACTS is synchronised into RollCall.

The integration can synchronise information including:

• Active / Inactive status
• Student Identifier
• First Name
• Last Name
• Date of Birth
• Year Level / Grade
• Admission information
• Campus

Schools can also choose to include future students.

For FACTS, future students are identified as Intending students and can be synchronised when their arrival date is within the next three months.

Parents / Contacts

Parent/contact records associated with students are synchronised from FACTS into RollCall.

Parent information and relationships are assessed using the information held against the contact in FACTS, including:

• Parent/contact details
• Legal Guardian status
• Caregiver Order
• Lives With status
• Correspondence status

These settings can then be used to determine which contacts should be synchronised into RollCall as parents.

3. How Parent Eligibility Is Determined

RollCall provides several options for determining which FACTS contacts should be synchronised as parents.

Parent Priority

FACTS contact information is used to determine parent priority.

• Contacts marked as a Legal Guardian are treated as Priority 1.
• For other contacts, Caregiver Order can be used to determine their priority.

Schools can then configure how RollCall uses these priorities.

Available options include:

• Multi Priority
• Cascade Priority
• Priority/Caregiver Order
• Number of Parents to include

This allows schools to control how many contacts are synchronised and which contacts take priority.

Lives With Student

Schools can choose to only synchronise contacts recorded in FACTS as living with the student.

When enabled, contacts must meet the Lives With requirement as well as any other parent filters that have been configured.

Correspondence

Schools can also choose to only include contacts marked for Correspondence within FACTS.

This can help ensure the parents synchronised to RollCall reflect the contacts the school considers appropriate for receiving student-related communication.

How Multiple Filters Work

Parent filters operate using AND logic.

This means that when multiple filters are enabled, a parent/contact must satisfy all enabled conditions to be eligible for synchronisation.

For example, if the school requires a contact to:

• Meet the selected parent priority, and
• Live with the student, and
• Be marked for correspondence

the contact must meet all three requirements to be included.

Because each school's FACTS configuration can differ, we recommend reviewing a Preview before activating the integration.

4. Important Rules

When the FACTS integration is active:

• FACTS remains the source of truth for synchronised student and parent information.
• Parent eligibility is determined by the filters configured within the RollCall integration.
• Multiple parent filters work together using AND logic.
• Changes made in FACTS will flow through during the next synchronisation.
• Future students can be included when configured and will only be considered within the supported future enrolment period.

Schools can also choose whether Campus information is synchronised.

If Campus synchronisation is excluded:

• New students will not automatically receive a Campus value from FACTS.
• Existing students will retain their current RollCall Campus allocation.

5. What to Expect When Going Live

There is no downtime for RollCall users while the FACTS integration is being activated.

Before completing the first live synchronisation, RollCall provides a Preview so the proposed changes can be reviewed without updating live records.

The Preview can show students, parents and relationships that will be:

• Added
• Updated
• Made inactive

During the first live synchronisation, you may notice:

• New students being created
• Existing student information being updated
• Student statuses changing
• New parent/contact records being synchronised
• Student–parent relationships being created or updated
• Future students appearing, if enabled
• Campus information being updated, if enabled

Before activation, we recommend reviewing your FACTS data, particularly:

• Student enrolment status
• Student grade/year level
• Parent/contact information
• Legal Guardian status
• Caregiver Order
• Lives With status
• Correspondence settings
• Future student arrival dates
• Campus information

6. Additional Configuration Options

The FACTS integration supports:

• Manual or Nightly Synchronisation
• Future Student Synchronisation
• Parent Filtering
• Lives With Filtering
• Correspondence Filtering
• Campus Synchronisation
• Preview before Synchronisation

Preview

A Preview is recommended before the initial synchronisation and whenever significant configuration changes are made.

Two Preview options are available:

Standard Sync

Reviews the standard synchronised student information, including:

• Name
• Address
• Date of Birth

Full Re-sync

Includes additional information such as:

• Admission Year
• Grade

A Full Re-sync can be particularly useful when investigating student Grade information.

Important: Generating a Preview does not immediately update your live RollCall data. It allows you to review the proposed changes before proceeding.

7. Initial FACTS Connection

Before FACTS can be configured within RollCall, the school must first be added as a Partner School through the FACTS FSM Portal.

Within the FSM Portal:

1. Navigate to My Schools.
2. Select Add New School.
3. Enter the school's Registration Key.
4. Enter the required API Key.
5. Complete the connection process.

Once the school has been successfully connected, the FACTS integration can be configured within RollCall.

For the complete setup process, refer to the FACTS Integration – Setup & Activation Guide.

8. Troubleshooting

If FACTS data does not synchronise as expected, check:

• The school has been correctly added through the FACTS FSM Portal.
• The API Key is valid.
• Nightly Sync is enabled, if automatic synchronisation is required.
• The student has the expected enrolment status in FACTS.
• Parent Legal Guardian and Caregiver Order information is correct.
• Parent filtering settings are not excluding the required contact.
• Lives With status is correct, if this filter is enabled.
• Correspondence status is correct, if this filter is enabled.
• Future student arrival dates are correct, if Future Students are enabled.
• Campus information is configured correctly, if Campus synchronisation is enabled.

If you're unsure why particular records are being included, excluded or changed, generate a Preview and review the proposed student, parent and relationship changes before completing the synchronisation.

Need Assistance?

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

We recommend completing a Preview before activating the integration to ensure the student, parent and relationship information being synchronised reflects your school's requirements.