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. This article will discuss the details of how a Veracross integration works with the Finalsite platform.

In this Article

• Data Mapping
• Constituent Data
  • Can we get admissions data from Veracross?
• Household Data
• Relationships
• Class and Roster Data
  • Dropped Students in Veracross 
  • Publishing Enrollments
• Athletics Data
  • Teams
  • Events
  • Rosters
• Authentication

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.
• Some data from Veracross does not correlate exactly with data in Athletics Manager, requiring independent edits in Finalsite.
• Once a team’s information is created in the initial setup in Finalsite, any changes made there will stay and won’t be overwritten by future syncs.
• Admins should ensure default seasons, levels, and sports are set appropriately for all teams to ensure smooth team creation.
• The teams synchronization can optionally populate coaches in Finalsite if coaches are populated via a constituent feed.
• The Description field is used to “match” teams, so it should remain consistent year-to-year.
  If the Description value changes, contact Finalsite support to update the corresponding ImportID.

Events

• By default, the sync will pull 6 months forward and 2 months back for athletics events. This can be adjusted to fit specific needs.
• Events will be created and updated in Finalsite every hour to ensure prompt updates for cancellations and other status changes.
• Events in Finalsite must be associated with a specific team. Events in Veracross not tied to a team will not be imported.
• The sync will not delete events. To delete an event in Veracross that has synced to Finalsite, it must also be deleted in Finalsite. Marking the event as “Cancelled” is recommended to reflect the status change in Finalsite. Ensure events are only published in Veracross after confirmation and finalization to minimize corrections.
  Veracross allows creation of single events spanning multiple days, but these are presented as unique events in the data. They will be created as individual instances in Finalsite. It is recommended to create multi-day events as unique individual events in Veracross for better results 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

We offer an option that will allow your users to log into Finalsite via Veracross. This is a redirect authentication that will send users in roles set to use Veracross Authentication to Veracross to log in, and then redirect back to Finalsite.

To use this option, you will need to configure an OAuth application in Veracross (detailed steps can be provided at time of deployment). We will also need to enable staggered login in Finalsite. “Staggered,” meaning that the username and password fields are on separate screens rather than having both fields displayed together and submitted with a single “log in” button.