TASS, officially The Alpha School System, is a school management system used across the Australian education sector.
Integration Overview
The EnrolHQ to TASS integration creates the online enrolment application record and its associated parent records in TASS. Supporting enrolment data captured in EnrolHQ carries across too:
- Addresses
- Medical conditions
- Medical details
- Sibling and living arrangement details
- Receipts and payments
- Notes
- User-defined fields
- Documents, including
– Birth certificates
– Immunisation history statements
– School reports
– NAPLAN and assessment reports
– Copies of passports and visas
– Court orders
– Supporting medical documents
– EnrolHQ-generated PDFs such as the Enrolment PDF
Documents deliver to a TASS UD Area's Attachment Fields. A separate CSV import (TASS to EnrolHQ) is available during onboarding to seed existing pipeline families.
The following aren't supported and need manual handling in TASS:
- Only students created through an online enrolment can be updated via the API, so a student entered into TASS from a paper form can't be reprocessed. The workaround is for schools to raise a ticket with TASS asking them to populate the D3_enrolments table for these manually entered applications so they can updated via TASS API.
- MCEETYA and school-survey fields can't change once the TASS record is created.
- SMS lock flags stay unset, so parent mobile numbers don't lock.
- A student that's been moved to Current Students in TASS can't have data or documents pushed against the online enrolment record.
setEnrolment endpoint to create the application, setEnrolledStudents and setEnrolments to update addresses, documents and medical data, setEnrolmentReceipts for payments, and setStudentEUDGrid for user-defined grids. Each request authenticates with the school's static API credentials (Application Code, Licence Code, Token Key and Company Code) sent in the payload, rather than an OAuth token exchange. Once the application is created, a polling task retrieves the TASS Student Code back into EnrolHQ so the record can be matched on future syncs.
How to Set Up
To connect EnrolHQ to a TASS instance, the school's TASS administrator installs the Online Enrolments API licence, creates a dedicated API security role, and provides EnrolHQ with the following credentials:
- URL: the TASS.web base URL, exposed externally over HTTPS (the API endpoint under the school's TASS.web instance).
- Application Code and Application Description: the identifier and label for the API application registered in TASS.
- Licence Code: the TASS Online Enrolments API licence code.
- Token Key: the API token generated for the application, provided to EnrolHQ securely (Bitwarden or OneTimeSecret).
- Company Code: the TASS company code sent in every API payload.
Pre-requisites on the TASS Side
- Install the TASS Online Enrolments API licence. The integration can't connect without it.
- Run a TASS version that supports the v3 endpoints. Avoid the known-buggy 01.058.01.201 build, update to at least 01.058.02.xx.
- Have School IT create a Security Role for EnrolHQ and assign it the following API permissions. If even one is missing, a lookup table may return no data:
| TASS Permission to Enable |
|---|
| Enrolments > Enrolments Setup > Parent UD tab - View. |
| Enrolments > Enrolments/Enrolled Parent - View. |
| Enrolments > Enrolments Setup - Student UD tab - View. |
| Enrolments > Enrolments/Enrolled Student > User Defined tab - View. |
| Enrolments > Enrolments Setup > Previous Connection tab - View. |
| Enrolments > Enrolments/Enrolled Student - View. |
| Enrolments > Enrolments/Enrolled Student - Edit. |
| Enrolments > Online Enrolment Applications - View. |
| Community Plus > Genders Setup - View. |
| Student Records > Student Records Setup > Countries/Languages/ResStatus > Language tab - View. |
| Student Records > Student Records Setup > Religions Tab - View. |
| Student Records > Student Records Setup > Countries/Languages/ResStatus > Residency tab - View. |
| Student Records > Student Records Setup > UD Areas tab - View. |
| Employee/HR > Employee/HR Setup > Titles - View. |
| Parent Records > Parent Records Setup - View. |
| Parent Records > Parent Records Setup > Addresses tab - View. |
Note that the permissions above cover the core integration. Additional features need additional permissions, which can include:
| Additional Permissions to Enable |
|---|
| Enrolments > Enrolments Setup > Occupations tab - View. |
| Enrolments > Enrolments Setup - View. |
| Enrolments > Enrolments Setup > Student Note Categories tab - View. |
| Enrolments > Enrolments Setup > Parent Note Categories tab - View. |
| Enrolments > Enrolments/Enrolled Student > Notes - Add. |
| Student Records > Student Records Setup > Campuses tab - View. |
| Medical Records > Medical Setup - View. |
| Medical Records > Medical Setup > Conditions tab - View. |
| Medical Records > Medical Setup > Immunisations tab - View. |
| Medical Records > Medical Setup > Immunisation Status tab - View. |
| Medical Records > Medical Setup > Note Categories tab - View. |
| Medical Records > Medical Setup > Supplementary tab - View. |
| Medical Records > Medical Setup > Swimming Levels tab - View. |
| Medical Records > Student Medical - Edit. |
| Medical Records > Student Medical > Practitioners tab - Edit. |
| Medical Records > Student Medical > Student Immunisations tab - Edit. |
| Medical Records > Student Medical > Medical Conditions tab - Edit. |
- Create a UD Area with attachment fields for the documents to sync (Student Records > Student Records Setup > UD Areas), and add the API user role to that UD Area.
- Confirm the school's lookup tables and user-defined field setup so the values can map.
Once EnrolHQ receives these credentials, it runs a proof-of-connection test against a single test student to confirm the credentials work and the field mappings are correct, then schedules a short demonstration meeting with the school before any bulk sync runs.
Mappings
- Titles: matches each EnrolHQ contact title (Mr, Mrs, Dr, and so on) to its TASS title code.
- Campuses: matches each EnrolHQ campus to its TASS campus/school code (not required for single-campus schools).
- Year Levels: matches each EnrolHQ year level to its TASS year group code.
- Gender Values: Male, Female and Other map to their TASS gender codes, for both students and parents.
- Application Status: matches each EnrolHQ application status and stage date to its TASS enrolment stage.
- Feeder/Previous Schools: matches each EnrolHQ prior school to its TASS feeder school record (manual mapping, since TASS doesn't expose suburb or state for reliable auto-matching).
- Enquiry Source: maps how the family heard about the school to its TASS "previous connection" code.
- Languages: matches each home language to its TASS language code, auto-mapped, with bracketed entries checked manually.
- Religions: maps each EnrolHQ religion to its TASS religion code.
- Residential Status: Permanent Resident, Temporary and Citizen map to their TASS residency codes.
- Relationship Types: Mother, Father, Guardian and other parent-to-student relationships map to their TASS relationship codes, including the "Parents Married" relationship so both parents appear in the parent name.
- Occupations: maps each parent's occupation to its TASS occupation code.
- Medical Conditions: maps each condition so medical data lands in the correct TASS medical fields.
- Document Categories: maps each EnrolHQ document category to a TASS UD Area attachment field, or the Student Notes tab.
- User-Defined Fields: maps student, parent and student-medical user-defined fields to their TASS UD fields, including any dropdown lookup values.
- Addresses: maps correspondence, residential, mother/guardian, father/guardian and alternate emergency addresses to their TASS address types.
Syncing from EnrolHQ
Confirm the lookup tables and document mappings are in place, then press Sync TASS on EnrolHQ. The sync runs the following:
- Match or Create the Student: for a new student, EnrolHQ creates an online enrolment application, which appears in TASS under Student Admin > Enrolments > Online Enrolment Applications for staff to review. For a student already imported into EnrolHQ by CSV, the sync matches the record on its External ID and updates it rather than duplicating it. A student already promoted to Current Students in TASS is treated as a benign skip, not an error.
- Parent/Guardian Sync: resolves each parent to an existing TASS parent record before creating a new one. During the review step, TASS auto-searches for matching parents, and staff confirm the match using the arrows beside each existing-parent result. Which parent maps to Carer 1 (Mother, Father, or EnrolHQ order) is configurable per school. Split-family living arrangements carry across too, so only the resident carer is used as the mailing address.
- Supporting Data: attaches documents, medical conditions, medical details, addresses, receipts and notes to the student record. A per-school setting gates each of these, so a school only syncs the data it opts into, for example parent addresses, document sync, receipts and notes each switch on individually.
- Delivery and Result: delivers data via the
setEnrolmentandsetEnrolledStudentsAPI calls, documents via the UD Area attachment fields, and receipts viasetEnrolmentReceipts. After the application is created, a polling task retrieves the TASS Student Code back into EnrolHQ, and new verified documents auto-sync on the hour. Re-syncing is required if data or documents change afterwards. Staff never set TASS External IDs manually, the sync manages them.
Last reviewed:
Technical Set Up and References
For setup requirements and commonly asked questions, please click here.