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PowerSchool

You can sync Appazur to PowerSchool™:

• Sync Student Contacts
• Sync Staff Accounts/Contacts
• Sync Classes
• Sync Class Roster
• Student Absence Notifications

Sync Student Contacts

Your student contact data is required for the optional Mass Notification capability.

You will need to configure a Remote Connection and AutoSend in PowerSchool. Please let Support know when these steps are completed.

Creating a Remote Connection in PowerSchool

First, you need to let PowerSchool how to communicate with Appazur. You only have to do this once, so continue to the next section if it is already done. This process can only be completed by a PowerSchool admin.

Steps:

1. Under “System Management” in the menu, click “Server”, then “Plugin Configuration.”
2. Scroll Down, Select Remote Connection Manager, then Remote Connection Manager.

   If prompted, choose “Yes” on the Enable Plugin pop up screen.

3. You should now be on the “Remote Connection Manager Setup” page. Scroll past the “General Information” list and click “Remote Connection Manager” at the bottom of the screen.
4. Click the “Create Connection” button.

5. Fill out the fields as follows:

   • Name: Appazur SFTP
   • Protocol: SFTP
   • Host: [Appazur Support will supply this information]
   • Port: 2022
   • Username: [Appazur Support will supply this information]
   • Password: [Appazur Support will supply this information]

6. Click “Test Connection.” (If you receive an error message, click “Yes, Accept Host Key.”)

7. Fill out the rest of the fields as follows:

   • Remote Path: [Leave blank]
   • Enable “Allow Download”
   • Enable “Allow Upload”

8. Click “Submit.”

Now, continue to the next step.

Configuring AutoSend in PowerSchool

AutoSend allows you to schedule PowerSchool to securely send selected data to Appazur. Log in to the district office location to create a new district-wide AutoSend record.

Steps:

1. Under “System Management” in the menu, click Data, then “AutoSend Records”.
2. In the list of navigation options, choose “AutoSend Setup”.
3. On the “AutoSend” page, click the “New” button.

4. Fill out the fields as follows:

   • Name: Appazur Student Contacts
   • Data to Send: Students
   • When to Execute: Choose some time in the middle of the night.
   • Days to Execute: MTWHF
   • Turn Execution Off: Leave this option unchecked.
   • Send output to: Select “Managed Connection” in the first drop-down box. In the second select "Appazur SFTP".
   • Path: sunnycrest/users/students.txt
   • Field Delimiter: Tab
   • Record Delimiter: LF
   • Sort Order: Leave blank.
   • First record of file: Check this option.
   • Include upload type: Leave this option unchecked.

   

5. In the “Fields to Export” section, select “Students” from the dropdown menu. Include the following fields in the same order as shown below. Note that it is possible some fields have different names in your system.

   • Student_Number (PowerSchool student ID)
   • First_Name (Student's first name)
   • Last_Name (Student's last name)
   • Schoolid (PowerSchool school ID)
   • Grade_Level (Student's grade designation)
   • Parent/Guardian 1 First Name
   • Parent/Guardian 1 Last Name
   • Parent/Guardian 1 Home Phone (for voice calls)
   • Parent/Guardian 1 Cell Phone (for SMS text messages)
   • Parent/Guardian 1 Email
   • Parent/Guardian 2 First Name
   • Parent/Guardian 2 Last Name
   • Parent/Guardian 2 Home Phone (for voice calls)
   • Parent/Guardian 2 Cell Phone (for SMS text messages)
   • Parent/Guardian 2 Email

6. Click “Submit”

7. You will be brought to the “AutoSend Setup” page. Click “Run Now” next to the file you wish to configure and ensure that no error message appears. If you run into an error, return to the configuration page and make sure that all fields are filled out correctly.
8. Once this is complete, please notify Support so we can check things on our end.

Sync Staff Accounts/Contacts

Appazur staff accounts/contacts could be synced to your website OR to PowerSchool. Please contact Support for assistance.

Learn more: Staff

Classes

You can import the list of all classes for the current year from your Student Information System (SIS). Appazur Support can customize how classes are listed, to ensure that a student or parent can find the correct section of a course to subscribe to. For example, we can configure your app to append the period, section, and/or teacher's name to the course name provided by your SIS.

Please contact Support for assistance.

See also: Dashboard Guide: Classes.

Class Roster

If you wish to upload your class roster to Appazur so that families are subscribed to all of their classes automatically then follow this procedure. (This will add all the classes to Appazur, and also subscribe the families to the classes.)

Export class roster from PowerSchool

1. Under “Setup” in the left-hand menu on the start screen, click “System”.
2. On the “System Administrator” screen, in the “Data Management” section, select “Direct Database Export (DDE)”.
3. On the “Direct Database Export (DDE) screen, from the “Current Table” dropdown, select the “CC (4)” table.
4. On the “Direct Database Export (DDE)” screen, use “Search CC” to select all course section enrollment records for the current school year. This query depends on your school district. For example, one school district used "TermID >= 3200" for the 22-23 school year.
5. Click on the “Search all ... records in this table” blue button in the lower right.
6. Select the blue “Export Records” button to configure the data fields to export for these course section enrollment records.
7. On the “Export Records” screen, choose the following fields to export:

Fields to export
[1]SchoolID
[1]student_number
[2]Course_Name
Course_Number
Section_Number
TermID
[5]email_Addr

Also on the “Export Records” screen, make the following choices:

Information	Choice	Note
Field Delimiter	Comma	"Comma" is used by Appazur for class roster
Record Delimiter	LF	Must be CRLF (or LF), not CR
Surround Fields	Yes	Required when using Comma as field delimiter
Column titles on 1st row	Yes	Required when using Comma as field delimiter

Now select the blue “Submit” button to export these records.

Import class roster into Appazur

1. From the Appazur Dashboard Home page, click Classes/Groups, and then the Import button (in the upper right corner).
2. Next click Add Import Data, choose your CSV file, then click Save to start a dry-run of your import.
3. When the dry-run import completes, review any WARNINGs in the report, and if there are no ERRORs or obvious concerns, click Import.

If you get an ERROR, you cannot proceed. Review the error message, and double check your PowerSchool export, especially your choices on the "Export Records" screen.

Typically there will be some minor WARNINGs, which do not prevent you from proceeding, such as:

• A student with no contact information in Powerschool (as of the last nightly automatic contacts sync).
• A teacher assigned to a class but not in the last nightly automatic staff sync.
• A typo in an email address.

You can do this procedure any time, as often as you like, to keep the system up to date so that the correct families receive notifications. (If there are no changes then there will be no effect on Appazur.)

Student Absence Notifications

Learn more: Student Absence Notifications

Steps:

1. Under “System Management” in the menu, click Data, then “AutoSend Records”.
2. In the list of navigation options, choose “AutoSend Setup”.
3. On the “AutoSend” page, click the “New” button.

4. Fill out the fields as follows:

   • Name: Appazur Student Absence
   • Data to Send:
   • When to Execute: Choose the time that you'd like the calls to be made.
   • Days to Execute: MTWHF
   • Turn Execution Off: Leave this option unchecked.
   • Send output to: Select “Managed Connection” in the first drop-down box. In the second select "Appazur SFTP".
   • Path: sunnycrest/absence/absence.txt
   • Field Delimiter: Tab
   • Record Delimiter: LF
   • Sort Order: Leave blank.
   • First record of file: Check this option.
   • Include upload type: Leave this option unchecked.

5. In the “Fields to Export” section, select Absence from the dropdown menu. Include the following fields in the same order as shown below. Note that it is possible some fields have different names in your system.

   • Student_Number
   • [Students]First_Name (Student's first name)
   • [Students]Last_Name (Student's last name)
   • SchoolID (PowerSchool school ID)
   • Att_Date (Date of absence)
   • TimeRecorded (Not currently used)
   • Att_Code (Let us know which attendance code(s) should trigger notifications.)
   • Period
     

6. Click “Submit”

7. You will be brought to the “AutoSend Setup” page. Click “Run Now” next to the file you wish to configure and ensure that no error message appears. If you run into an error, return to the configuration page and make sure that all fields are filled out correctly.
8. Once this is complete, please notify Support so we can check things on our end.

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