From your Organizer Dashboard, click Volunteers > Import Volunteers > Integrations > Sync with FACTS.

There are 4 steps when first syncing with FACTS SIS:

  • Step 1. Provide your FACTS API Key
  • Step 2. Confirm School and User Type
  • Step 3. Map Profile Fields
  • Step 4. User Selection and Review Potential Errors

Step 1. Provide your FACTS SIS API Key 

Please see this article for how to create your API key in FACTS SIS. 

After you enter your API key in Track it Forward, set Do you want to enable hour syncing? to Yes if you would like all hours logged to sync back to FACTS SIS. 

Important: If you have historic hours you need to import into Track it Forward that are already in FACTS SIS, do not set this to Yes yet, you can leave the field empty and come back to turn it on after importing historic hours to Track it Forward.

Click Save & Next.

Step 2. Confirm School and User Type

Select your school(s) and set your user type to Parents. 

Click Save & Next.

Step 3. Map Profile Fields

If you have profile fields set up in your Track it Forward settings, you can map FACTS SIS user fields to them. Otherwise you can create profile fields through this step by selecting <Create new text field/dropdown field/grouping text field> under each user field.

You can sync additional FACTS User defined fields under Additional FACTS SIS User Defined Fields.

Click Save & Next.

Note: Any Track it Forward profile fields you have set up in Track it Forward settings that don’t have FACTS SIS information mapped to them will still show up for new users to fill out when they first login. 

Step 4. User Selection and Review Potential Errors 

User Selection

Make your initial selections of parents/family members to sync. You will see two sets of numbers on this page:

  • families w/ new users selected - meaning total number of family IDs in your data
  • new users selected - meaning total number of contacts/users in your data

Click the Save button at any time in your selection to see these numbers update. 

You can click the select all option under Sync? to quickly select all users. 

Otherwise, you can use filters such as Family Order or Relationship to filter your users and select all in the subsets you filter for. 

Click Save & Next to move on to Resolve Duplicates

Resolve Duplicates

Each Track it Forward account requires a unique email address. If you have any family members who share an email address in your FACTS SIS data, you will review them here and make selections about which account you would like to sync.

You can use filters such as Family Order or Relationship to filter your users and help with your decisions. You can also click the plus sign next to each user to see their details, such as if other family members are selected. This is also where you can see the specific reason, such as “Email address is used for two different family members” or “Email is part of 2 different families.”

Click the Save button at any time in your selection to see the number of unresolved and resolved duplicates update. You can use the Status: Unresolved duplicates to filter for remaining duplicates you haven’t resolved after clicking Save.

If you make changes in your FACTS SIS database during the review process, make sure to click Click to refresh, for the most up to date data. If you add email addresses, make sure to revisit User Selection to select the new emails. 

Click Save & Next to move on to Exclude Families

Excluded Families

If you have any families that are being excluded from the sync, you can review their profiles here. 

  • Common reasons for exclusion are
  • No/missing email address 
  • Other duplicate email address selected for import
  • Did not match the filters you used for user selection earlier. For example, you filtered and selected all mothers and fathers, but a family that only has grandparents would show up on this list. 

Review this list and make any additional selections as needed. 

Click Save & Next to move on to User Review

User Review

Review all of your user selections here before your sync. 

You will see three main numbers:

  • Families to sync - total number of families selected for sync
  • Families to skip - total number of families you have purposefully left unselected and will be skipped during the sync
  • Families to exclude - total number of families that are being excluded due to errors

Under the Users section, you will see the breakdown of these numbers in terms of user accounts instead of families:

  • Users to sync - total number of users selected to sync 
  • Users unselect - total number of users that have been left unselected and will not be synced
  • Users with errors - total number of users impacted with errors and will not be synced

You can make final selections or unselect users from this page. When you are done, click Save & Next to move on to the sync step. 

Sync and Invite

You will be taken to a pending sync task page with the following numbers:

  • To add
  • To update
  • To archive
  • To skip

Click the orange Sync button to sync your users to Track it Forward. When the sync is complete, it will bring you to your Volunteers page. 

Here, you can invite volunteers to set their Track it Forward password. Select the names of the volunteers you want to invite, you can use the top check box to automatically select all users. From the operations drop down, select Send invitation > click on Run and follow the remaining instructions.

Please note: For existing Track it Forward accounts with volunteers already imported, users that are being synced will automatically be merged together if they have the same email address for their Track it Forward account and their FACTS SIS account. If they have different email addresses, their accounts will need to be merged manually. Reference this article to find duplicate accounts and merge them: FACT SIS FAQ