Overview

The FACTS Integration allows schools to synchronise student and parent data from FACTS into RollCall.

Before configuring the integration in RollCall, the school must first be added as a Partner School within the FACTS School Management (FSM) Portal.

Step 1 – Add the School in the FSM Portal

Access the FSM Portal

Log in to the FACTS School Management Portal.

Navigate to:

• My Schools

This page displays all schools currently authorised to use your integration.

Add a New School

1. Click Add New School

2. Enter the school's:

   • Registration Key

   • API Key

3. Click Save

Once the school has been added successfully, proceed to RollCall to configure the integration.

Step 2 – Access LMS Settings in RollCall

Navigate to:

• Integrations → Student Sync → FACTS

New Integration

If no integration currently exists:

1. Select FACTS

2. Click Continue Setup

Existing Integration

If a FACTS integration already exists:

1. Open the integration

2. Select Settings

Basic Settings

API Key

The API Key is used to authenticate requests between RollCall and FACTS.

Enter the API Key provided during the FSM Portal setup.

Enable Nightly Sync

When enabled:

• The sync will run automatically every day at 2:00 PM UTC

When disabled:

• Syncs must be run manually

Parent Filtering

Parent Filters determine which parent records are synchronised into RollCall.

Filter by Parent Types

FACTS automatically assigns Parent Types based on:

Priority 1

Parents with:

• legal_guardian = "Y"

Other Parent Types

Parents without legal responsibility use:

• caregiver_order

Priority Check Mode

Multi

Includes all parents matching the selected Parent Types.

Cascade

Checks Parent Types in order and only syncs the configured number of parents.

Parent Type Cascade Order

Only available when:

• Priority Check Mode = Cascade

Determines the order Parent Types are evaluated.

Number of Parents

Only available when:

• Priority Check Mode = Cascade

Limits the maximum number of parents synced per student.

Only Include Parents Who Live With Student

When enabled:

• Only parents with:

  • lives_with = "Y"

will be synchronised.

Only Include Correspondence Contacts

When enabled:

• Only parents with:

  • correspondance = "Y"

will be synchronised.

Important

All Parent Filters operate using AND logic.

Parents must satisfy all enabled filter conditions to be included in the sync.

Other Settings

Include Future Students

When enabled:

• Students with:

  • student_group = "Intending"

will also be included.

By default, only:

• Current

• Pseudo

students are synchronised.

Future Student Rules

Future students are only included if:

• Their start date is within 3 months of the sync date

This is determined using:

• date_arrival

Exclude Fields From Sync

Campus

When Campus is excluded:

During Student Creation

• Campus is set to null

During Student Updates

• Existing Campus values remain unchanged

• Campus data from FACTS is ignored

Best Practice Recommendations

✅ Add the school to the FSM Portal before configuring RollCall
✅ Verify the API Key before saving the integration
✅ Review Parent Filters carefully before running the first sync
✅ Use Nightly Sync for automated updates
✅ Generate a Preview before running a Manual Sync

Summary

The FACTS Integration setup process consists of:

1. Adding the school as a Partner School in the FSM Portal

2. Configuring FACTS in RollCall

3. Applying any required Parent Filters

4. Configuring additional sync settings

5. Generating a Preview and validating the results before synchronisation

Once configured, student and parent data can be synchronised directly from FACTS into RollCall.