Veracross Integration - What Schools Need to Know

1. Overview

RollCall integrates directly with your Veracross Student Information System (SIS) via the Veracross API.

The integration automatically synchronises:

• Student records

• Parent/contact records

• Student–parent relationships

The integration runs nightly to keep RollCall aligned with your Veracross data.

Your Veracross SIS is the source of truth. Changes made only in RollCall will not persist unless they also exist in Veracross.

2. What Data Syncs

Students

All students returned by Veracross as active are synchronised. Students cannot be selectively excluded.

The following student information is synchronised:

• Active / Inactive status

• Student Number (unique identifier from Veracross)

• First Name

• Last Name

• Date of Birth

• Year Level

• Campus (must match a RollCall campus value)

If a student is no longer returned as active via Veracross, they will be made inactive in RollCall at the next nightly sync.

Parents / Contacts

Parent/contact records are:

• Created using the email address provided via Veracross

• Added as Unengaged

• Marked as Engaged once activated

• Marked as Past Parent if no longer eligible

The integration synchronises:

• First and Last Name

• Email address

• Mobile number (where available)

Duplicate email addresses are not permitted.

If a parent/contact no longer meets eligibility requirements, the student relationship is removed and the record will be marked as Past Parent at the next nightly sync.

3. How Parent Eligibility Is Determined

Parent eligibility via Veracross is based on relationship information stored in your SIS.

This may include:

• Relationship priority

• Whether the contact lives with the student

• A valid email address

Only contacts meeting these requirements will be synchronised to RollCall.

4. Important Rules

When the integration is active:

• Primary parents/contacts must originate from your SIS (Veracross)

• Any primary contact added directly in RollCall will be marked as Past Parent at the next overnight sync

• Duplicate email addresses are not permitted

• Your SIS remains the source of truth

Secondary carers may be added via the RollCall Parent App.

5. What to Expect When Going Live

There is no downtime for RollCall users.

The integration does not interrupt daily operations.

During the first live sync:

• Parent/contact relationships may update to reflect SIS rules

• Some contacts may be marked as Past Parent if they do not meet eligibility requirements

• Student statuses may update based on enrolment data

To minimise unexpected changes, we recommend reviewing in Veracross:

• Parent email addresses

• Relationship priorities

• “Lives With” status (if applicable)

• Student enrolment dates

• Campus allocation (if multi-campus)

If you prefer activation during a term break, this can be scheduled.

6. Setup Instructions

For setup instructions, refer to: Veracross Integration – Setup & Activation Guide

7. Troubleshooting

If changes do not appear after the overnight sync, check:

• A valid email address exists for the contact

• The email field contains only one email address

• Relationship configuration in your SIS

• “Lives With” status (if used)

• Duplicate email conflicts

• The nightly sync has run

For further assistance, contact RollCall Support.