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 Students. 

Check all of the grade levels you wish to sync to Track it Forward.

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> 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

Select your students to sync. You can click the select all option under Sync? to quickly select all users. You can use filters such as grade level if you need to review students in more detail. Click Save to see your select users number update.

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 students 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. 

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 Students

Excluded Students

If you have any students 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 

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:

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

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 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 students to set their Track it Forward password. Select the names of the students 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