To maintain the accuracy and integrity of the data in your MIS, Schoolzine provides you with a report that identifies records which have duplicate data. Schoolzine will not import contacts with the same email as this is the unique identifier used throughout the Schoolzine platform. All contacts must have their own unique email address.
The maintenance of this data will help to ensure in the event of an emergency, that you have the most accurate and up to date data assigned to all students.
A duplicate can exist for one of the following reasons:
- School creates an account for student, links it to parents, then a sibling joins the school, and a new account is created for the same parents. School must remove the duplicate, update original contact and link students to the correct contact.
- Mum or dad has a name change and a new contact is created in the MIS rather than updating the existing one. School must remove the duplicate, update original contact and link students to the correct contact.
- Mum and dad share the same email. In this case remove the email from the non primary contact as they will receive communication through the primary contact having the same email.
See below for ways to resolve this data:
The same email is assigned to TWO contacts with different names and MIS ID
“email”,”id”,”mis_id”,”upi”,”title”,”forename”,”surname”
same@email.com,AXXXXXXXX,8415,XXXX,Mrs,Parent,One
same@email.com,AXXXXXXXX0,7581,XXXX,Mr,Parent,One
Explanation
- Where two Parents for the same student share the same Email
Resolution
- Delete the email address from ONE of the contacts in your school MIS. We would recommend keeping the email address in the Primary Contact.
Email and Name details are identical; however MIS ID code differs between the contacts
“email”,”id”,”mis_id”,”upi”,”title”,”forename”,”surname”
parent@email.com,AXXXXXXXX,7989,XXXX,Mrs,Parent,One
parent@email.com,AXXXXXXXX,8800,XXXX,Mrs,Parent,One
Explanation
- Account has been created for the Student and linked to the Parent Contact. Then a 2nd Student has joined the school and a new account is created for the same parents.
Resolution
- Merge contacts on MIS, and it will replicate in the Control Centre after the next Clean Sync.
Email is identical, and Name/Title/Last Name is similar in nature
“email”,”id”,”mis_id”,”upi”,”title”,”forename”,”surname”
same@email.com,AXXXXXXXX,8415,XXXX,Mrs,Patricia,Bishop
same@email.com,AXXXXXXXX0,7581,XXXX,Mrs,Patsy,Bishop
Explanation
- The Contact has had a name change and a new account was created instead of being updated.
Resolution
- Merge contacts on MIS, and it will replicate in the Control Centre after the next Clean Sync
Single SYNC an updated contact from your MIS
You can now perform a SINGLE Sync to update a contact which you have resolved in your MIS. Please note that changes in your MIS may take up to 8 hours to update through to WONDE.
In the Control Centre, select the Contact or Student you would like to update by ticking the corresponding checkbox and then select the ‘Single Sync‘ option. This will then update the latest contact information including groups, classes and linked contacts from your school MIS.