The FACTS SIS integration allows schools to roster students or parents directly from FACTS SIS into Track it Forward. You can choose which users and data to import and set up your API key to automatically sync hours data for viewing in FACTS Family Portal. After initial import, syncing will update and archive users based on their FACTS status.

Once you have created/updated your Track it Forward account with the advanced plan, there are a few set up steps that need to be completed within FACTS SIS and Track it Forward to prepare for the integration.

Create an API Key

To get started with the Track it Forward - FACTS SIS Integration, you will need to create a unique API Key in FACTS SIS.

Note: The person creating the API Key in FACTS SIS must have the Use permission for the APIConfiguration security item in FACTS Security Groups.

Start by copying the Track it Forward Subscription ID from your Track it Forward site. Locate this by going to your Organizer Dashboard > Volunteers > Add Volunteers > Import > Sync with FACTS SIS > Step 1: Provide your API Key. Unhide and copy the Subscription ID. 

Next, log into your FACTS SIS portal, click the menu button on the top left. Click System, then Configuration > API Configuration > API Keys. Next click on the Add Key button. 

In the pop up window, enter the Track it Forward Subscription ID you copied from Track it Forward.

Name the API Key “Track it Forward”

Under “Scopes” select “Read” for Academics, “None” for Gradebook, “Write” for People, and “None” for Admissions. If you do not want volunteer hours to sync and appear on FACTS SIS, turn People to “Read” instead of “Write.”

Check the "District Wide" box if you have more than one school in your FACTS SIS that you want to sync over. For example, middle school and high school, or pre-k and elementary. 

Then click Generate. Make sure to COPY the API Key that is generated and save it for your records as this key will only appear once. If you come back and regenerate the key, this original key will no longer work.

Validating your API Key

Once you have your API Key generated, you will enter it on your Track it Forward site. Go to your Volunteers page from the Organizer Dashboard > Add volunteers >  Import > Sync with FACTS SIS > Step 1. Provide your FACTS API Key. Paste your API key in the provided box and click Save API Key. You can then click out of the integration section as we will review the rest of the set up steps together. 

When your API key is entered on your site, please let our team know and we will schedule your next call to review any possible errors in your data and the user selection process. 

Common errors include:

  • Duplicate emails: Users in Track it Forward must have unique email addresses. If parents have the same email address as another parent in the same household, you can select which user you would like to sync, or change their duplicate email to a unique email in FACTS SIS
  • No emails 

Before continuing in the integration process, correct any errors that need correcting in FACTS SIS. 

Any remaining contacts in the error section will not be imported or synced. 

Disable hour writing in FACTS portal

Disable the ability for students and parents to edit their own hours. 

From FACTS SIS portal, click the menu button on the top left. Click Family Portal, then click Configurations. Switch permissions to “Hide” for “Parent Service Hours (Edit)”,  “Student Service Hours (All Edit),” and “Student Service hours (Parent Edit)” respectively if you are syncing students or parents to Track it Forward.

Current Customers: Archive appropriate users

If you have a current Track it Forward account with volunteers added, you will want to archive any appropriate users (i.e. graduated students or parents of graduated students) before you sync your current users from FACTS SIS. Reference this article for more information on how to archive users: How to Archive Volunteers 

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.