EnrolHQ to Synergetic Integration

The EnrolHQ to Synergetic integration performs a one-way sync of enrolment data from EnrolHQ into Synergetic's Future Students module. Once a family completes the application and orientation process in EnrolHQ, their record is created in Synergetic with a single button press. Related parents and carers are inserted or updated as Synergetic Community records.

The integration creates the future-student record and its associated parent/guardian Community records, and carries across the supporting enrolment data captured in EnrolHQ: addresses, medical conditions, medical details, sibling relationships, and documents (birth certificates, immunisation statements, school reports, plus EnrolHQ-generated PDFs such as the completed Application Form). A separate Future students import (Synergetic to EnrolHQ) is available during onboarding to seed existing pipeline families.

The integration doesn't support the following. Handle these manually in Synergetic:

• Alternate entries (only the student's preferred entry syncs)
• Students already promoted to Current Students (only Future Students sync)
• The media consent / "Permission to Photograph" flag
• Records with a CANCELLED status

Under the hood, the sync calls the Synergetic CoreAPI (REST): PUT/POST against the /futurestudent endpoint, and POST /futurestudent/document for DocMan uploads. Authentication uses an OAuth2 client_credentials grant. EnrolHQ exchanges the school's client ID and shared secret at the token URL for a short-lived Bearer token, and refreshes it automatically, including a one-shot retry on a 401 mid-sync.

To connect EnrolHQ to a school's Synergetic instance, the Synergetic administrator prepares the CoreAPI and creates a dedicated API client, then provides EnrolHQ with the following credentials:

1. Client Name: a label for the API client created in SynWeb (System > Interface Settings > APIClients)
2. URL: the Synergetic CoreAPI base URL, exposed externally over HTTPS on port 443 without VPN (typically ends in /CoreAPI)
3. GUID (Client ID): generated when the API client is created
4. Shared Secret: generated alongside the GUID, provided to EnrolHQ securely (Bitwarden / OneTimeSecret)

• Upgrade to Synergetic 71.58+
• Raise the CoreAPI file-size limit from 10MB to 30MB (maxRequestLength in web.config)
• Grant the API client permissions on the Address, Community, Future Student, Lookup Tables, Relationships, MedicalConditions, MedicalDetails, Students and StudentContact services
• Export the school's lookup tables (luCampus, luYearLevel, luBoarder, luRelationship, luDocumentType, etc.) into a single Excel file for mapping

Once EnrolHQ receives these credentials, it runs a proof-of-connection test against a single test student to confirm the token exchange works and the field mappings are correct. EnrolHQ then schedules a short demonstration meeting with the school before running any bulk sync.

• Titles: matching each EnrolHQ contact title (Mr, Mrs, Dr, etc.) to its Synergetic title code
• Campuses: matching each EnrolHQ campus to its Synergetic campus by name (not required for single-campus schools)
• Year Levels: matching each EnrolHQ year level to its Synergetic year level code
• Gender Values: Male, Female and Other mapped to their Synergetic gender codes
• Application Status: matching each EnrolHQ application status to its Synergetic future-student status
• Interview Priority: mapping the EnrolHQ interview priority to its Synergetic priority code
• Houses: matching each EnrolHQ house to its Synergetic house code
• Boarding Status: day and boarding students mapped to their Synergetic boarder codes
• Previous Schools: matching each EnrolHQ prior school to its Synergetic school record
• Enquiry Source: mapping how the family heard about the school to its Synergetic enquiry-source code
• Countries: country of birth, citizenship and residential country mapped to their Synergetic country codes
• Nationalities: matching each EnrolHQ nationality to its Synergetic nationality code
• Languages: matching each home language to its Synergetic language code
• Religions: each EnrolHQ religion mapped to its Synergetic religion and parish codes
• Visa Subclasses: matching each visa subclass to its Synergetic visa code
• Residential Status: Permanent Resident, Temporary and Citizen mapped to their Synergetic residency codes
• Relationship Types: Mother, Father, Guardian and other parent-to-student relationships mapped to their Synergetic relationship codes
• Qualifications and Education Levels: each parent's highest qualification and secondary education level mapped to their Synergetic codes
• Occupations: each parent's occupation and occupation group mapped to their Synergetic codes
• Medical Conditions: each condition and its severity mapped so medical data lands in the correct Synergetic fields
• Health Funds: matching each private health fund to its Synergetic insurance fund code
• Immunisation Status: immunisation form status mapped to its Synergetic code

The recommended flow is to run the Synergetic XML export first (this creates the initial Future Student records and avoids duplicates), verify the documents, then press Sync Synergetic REST API in EnrolHQ. The sync then runs the following steps:

• Match or create the student: searches Future Students by first name, last name and date of birth. If it finds a match, it updates the record instead of duplicating it. If it finds no match, EnrolHQ creates one only when the school has post-to-Future-Students enabled, otherwise it reports that the XML export needs to run first. A previously-synced student no longer in Future Students triggers a benign "already promoted to Current Students" skip, not an error.
• Parent/Guardian sync: resolves each parent to an existing Community record (matched by name plus email or mobile) before creating a new one, sets the adult-to-student relationship, and maps occupation, education background and contact details. Where the second parent is a father/step-father and the first isn't, EnrolHQ swaps the guardians so the father maps to Guardian1, matching Synergetic's convention.
• Supporting data: attaches documents, medical conditions, medical details, addresses and sibling relationships to the student record. A per-school setting flag gates each of these (sync_documents_to_synergetic, sync_medical_conditions_to_synergetic, sync_medical_details_to_synergetic, sync_addresses_to_synergetic, create_sibling_relationships), so a school only syncs the data it has opted into.
• Delivery and result: Data is delivered via PUT/POST Future Student calls, with documents sent via POST Future Student Document to DocMan. The outcome appears as a top-right popup: green "Sync Successful", yellow "Partially sync, some errors occurred", or red "Error: Profile did not sync". Re-sync if data or documents change afterwards. The student needs an application submission date. The sync manages Synergetic external IDs automatically. Never set them manually.

For full lookup table requirements, XML/REST configuration settings, sync error troubleshooting, and the complete EnrolHQ-to-Synergetic field mapping tables, click here.