Veracross integration details

Finalsite's integration with Veracross utilizes Veracross's REST API. An hourly sync updates data in Finalsite based on changes in Veracross data.

The integration is one-way, from Veracross to Finalsite. Changes made to data in Finalsite do not update Veracross.

For access to Veracross's API documentation, please contact your Veracross account manager.

Data Mapping

This document details the default mapping of the data from Veracross when it’s brought into Finalsite.  Please note that this is very flexible, so specific modifications can usually be handled during your deployment process.

Constituent Data

Finalsite can target the Veracross constituent endpoints to facilitate feeds for:

• Faculty
• Students
• Parents
• Alumni
• Trustees, and other Veracross roles via the “People” endpoint.

Can we get admissions data from Veracross?

Yes, though its utility depends on your goals for this data. Via the Student endpoint we can target future students (and future parents through the future parent endpoint). This includes a few specific datapoints like grade_applying_for and enrollment_status. Via the "People" endpoint we are also able to target the Prospect, Prospect - Cold, Applicant, Parent of Applicants, Parent of Prospect, Admissions Lead, and Parent of Admissions Lead roles from Veracross. However, we are not able to source admissions-specific datapoints or relationships for these roles via the Veracross API, or to (as of yet) dynamically update these users roles, so their utility may be limited. If you are interested in pulling these roles, we recommend discussing it with your Client Success Manager to ensure it suits your needs and is implemented properly.

Household Data

Households can be created in Finalsite based on data sourced in Veracross. This will create a unique household - with its own household phone number and address - in Constituent Manager that includes all of the users associated with each household established in Veracross.

Relationships

The integration will also set relationships between users. You can specify which relationship types you would like it to set, but it is typically Parent, Child, Spouse, and Sibling relationship types that are set by default. Also by default, we will respect the parent_portal_access flag in Veracross and use that value to determine if the relationship should enable "Portal Access" in Finalsite. This means that a parent would be able to see information about the relative when logged into Finalsite. This can be customized per your request if you choose not to respect that flag in Finalsite for some reason.

Class and Roster Data

Classes and Rosters can be created based on Veracross data. Schools using Finalsite Learn can populate academic class data automatically via integration with Veracross. Veracross groups can also be used to target bulk emails.

Dropped Students in Veracross

In Veracross, the "normal" student drop process lets us see class enrollments, allowing Finalsite to automatically edit class memberships and remove students who are dropped from them. In rare cases, student enrollment data in Veracross can also be manipulated in ways that aren't apparent on the feed, however; when this happens, Finalsite has no way to see that students have been removed from classes, and therefore cannot automatically edit the affected group memberships.

In these cases, group memberships can be edited manually in Finalsite. Or, Support can clear your group rosters and re-populate them with the current Veracross data, which should populate classes only with currently-enrolled students (leaving off those who were manually removed).

Publishing Enrollments

It is common for schools to set enrollments as hidden in Veracross and then expose them in bulk. However, this does not update a "refresh date" on those records and we use that date to filter our requests for data for performance reasons. This can mean that, when the records are published in Veracross, they are not immediately "picked up" by the integration but have to wait for a full refresh, which is scheduled nightly. If waiting for an overnight run is acceptable, you don't have to act on this. However, if you are coordinating the publishing of the enrollments closely between Finalsite and Veracross, you may want to reach out to our Support team so we can handle the full refresh promptly for you.

Athletics Data

Finalsite offers an Athletics integration with Veracross, which pulls data into Finalsite’s Athletics Manager module.  The specific datapoints and default mappings are detailed in this document.

Teams

Teams created in Veracross will be pulled into Finalsite as teams in Athletics Manager. After the initial creation of the team in Finalsite, the team's properties will not update. The reasoning for this is that some pieces of data coming in from Veracross do not correlate exactly with the pieces of data stored in Athletics Manager. Because all of the data cannot be authoritatively sorted, the integration makes some logical assumptions that may require the team's properties to be edited in Finalsite independently. By not updating the team's information after the initial creation, we can ensure that changes made to the team in Finalsite will persist, and not be overwritten by subsequent synchronizations with Veracross. In order to ensure the smoothest and most complete creation of teams in Finalsite, Finalsite admins should check that the default seasons, levels, and sports, in Finalsite, are set to the appropriate value for all teams. The teams synchronization will also optionally populate coaches for the team in Finalsite, as long as your coaches are being populated in Finalsite via a constituent feed.

In order to “match” teams, we use the “description” field for the team, so it is to be expected that this should remain consistent from year-to-year.  If that value is to change, please reach out to Finalsite support so we can update the corresponding ImportID for the team in Finalsite.

Events

By default, we will set the sync to pull 6 months forward and 2 months back for athletics events. This can be adjusted to fit your specific needs if needed.

Events will be created and updated in Finalsite every 15 minutes to ensure that cancellations and other status changes are made promptly, as they are typically time sensitive.

Events in Finalsite are required to be associated with a specific team. If an event is present in Veracross but not tied to a team, it will not be imported.

The sync will not delete events. If you need to delete an event in Veracross that has already synced to Finalsite, you will also need to delete that event in Finalsite. The best practice here is to mark the event as "Cancelled," which will be reflected in the event’s status in Finalsite. Also, it's a good idea to ensure that events are only published in Veracross after they've been confirmed and finalized, to minimize the number of corrections needed.

Veracross allows you to create a single event that spans more than one day. However, these are presented as unique events in the data from them, though they share an ID. We're not able to correctly parse these as a single event spanning more than one day, so they will be created specifically to one instance of the event that we see. We recommend creating multi-day events as unique individual events in Veracross for a better result when synced to Finalsite.

Rosters

Rosters will be populated based on data from Veracross. In order for this feature to work, you MUST be using the Finalsite-Veracross constituent integration.

Authentication + Single Sign-On

Also supported (and recommended) is a Veracross Authentication option. This allows your users to sign into into your Finalsite website using their existing Veracross username and password. This means there’s no need to keep track of a second set of login credentials for every user for the website. Veracross Authentication also enables “deep linking,” which allows users who login to the website to click a link to access specific areas of the Veracross portals without having to login again.  These areas include:

• Class Pages
• Class Gradebooks
• Class Websites
• Class Directory
• Faculty Directory
• Parent Directory
• Student Directory
• Faculty Calendar
• Parent Calendar
• Student Calendar

(Please note that these areas must be available in your Veracross configuration for this SSO to function as expected.)