Background
There are several ways of getting staff into Consent2Go:
- Staff can be manually created
- Staff can be imported in bulk (via request to Customer Support)
- For Synergetic Connector schools, staff can be imported on a scheduled basis from Synergetic Staff Maintenance.
This article describes the steps for setting up this third process
If you would like this set up at your school, please review this article, and get in touch with us to arrange us to turn on staff syncing with Synergetic.
Prerequisites
This feature is available to schools that store their staff details in Synergetic. Your school must also have the Synergetic Connector set up between Synergetic and Consent2Go. Please contact us if you would like to arrange this.
Before we set up the syncing process, there are a number of steps you'll need to take first. The rest of this article goes into more detail on these:
- Decide which staff should be brought across to Consent2Go
- Decide which staff details should be brought across to Consent2Go
- Review the default user role for your school
- Review the existing staff in Consent2Go, and apply Synergetic IDs where appropriate
Staff Syncing Process
On a scheduled basis, Consent2Go will pull staff details from Synergetic, and do the following:
- Add any new staff to Consent2Go
- Remove any staff who are no longer active in Synergetic
Currently, no staff details are written back to Synergetic.
Technical Details
When we set up schools with the Synergetic / Consent2Go connector tool, we create a database view on your Synergetic database, called "uvC2GStaffDetail". This view defines which staff, and which details will be brought from Synergetic to Consent2Go. Depending on your desired setup, we can help you customise this view.
Which staff are imported to Consent2Go?
Generally, all staff in Synergetic with the "Active" flag are imported. We will also add a check that the staff member has their Occupation Email Address set to the standard staff email address format for your school. For example, we would set up the connector to only import staff where the Occupation Email is like "...@yourschool.com.au".
We can help you customise this view if you have different requirements at your school.
Which staff details are imported to Consent2Go?
The following columns are brought from Synergetic to Consent2Go by default (you can look at "uvC2GStudentDetail" to see how these are defined). If you would like to prevent any information from being copied to Consent2Go, then those columns can be set to NULL (unless they are marked as "Mandatory"):
| Column Name (in uvC2GStaffDetail) | Data Type | Mandatory? Note: If a column is not mandatory, it can be set to NULL | Comment |
| ID | varchar(15) | Yes | This is the Synergetic ID. In Consent2Go, it will be stored as the "Unique Identifier" |
| CampusID | int | This is a Consent2Go identifier. If your school is set to Mult-Campus within Consent2Go, then we will work with you to fill this in. For most schools, this can be left as NULL. | |
| HomeRoom | nvarchar(150) | ||
| House | varchar(50) | ||
| WWCNumber | varchar(50) | ||
| WWCExpiry | date | ||
| ModifiedDate | datetime | Most recent modified date for this staff member's Synergetic record (from the Community table, or from the Addresses table) | |
| FamilyDoctorName | nvarchar(150) | ||
| FamilyDoctorAddress | nvarchar(250) | ||
| FamilyDoctorNumber | nvarchar(15) | ||
| EmergencyContactName | varchar(100) | ||
| EmergencyContactNumber | nvarchar(50) | ||
| EmergencyRelationship | smallint | This value comes from Consent2Go mapping table in Synergetic, for example: "SELECT RelationshipId FROM uC2GSynergeticRelationship WHERE SynergeticCode = vStaff.Emergency2Relat" | |
| Emergency2ContactName | varchar(100) | ||
| Emergency2ContactNumber | nvarchar(50) | ||
| Emergency2Relationship | smallint | See comment for "EmergencyRelationship" | |
| Title | varchar(7) | ||
| FirstName | nvarchar(50) | Yes | |
| LastName | nvarchar(50) | Yes | |
| DateofBirth | date | This column is set to NULL by default, so it won't be brought across | |
| MobileNumber | nvarchar(50) | This column is set to NULL by default, so it won't be brought across | |
| nvarchar(256) | Yes | ||
| Address | nvarchar(300) | This column is set to NULL by default, so it won't be brought across | |
| Suburb | nvarchar(100) | This column is set to NULL by default, so it won't be brought across | |
| State | nvarchar(100) | This column is set to NULL by default, so it won't be brought across | |
| Postcode | nvarchar(50) | This column is set to NULL by default, so it won't be brought across | |
| PhoneNumber | nvarchar(50) | This column is set to NULL by default, so it won't be brought across | |
| Gender | int | Yes | 1=Male, 2=Female (Currently these are the only options) |
| Medic_IsAmbulance | bit | Has Ambulance Cover | |
| Medic_Ambulance | varchar(50) | Ambulance Member Number | |
| Medic_BloodType | smallint | ||
| MedicareExpiryDate | char(5) | E.g. If the Medicare card expires in June 2024, then it would be in the format "06/24" | |
| MedicareLine | smallint | ||
| MedicareNumber | nvarchar(50) | ||
| Medic_IsPrivateHealth | bit | ||
| Medic_PrivateHealthInsurer | varchar(50) | ||
| Medic_PrivateHealthPolicy | varchar(20) | ||
| Medic_PrivateHealthCover | varchar(50) | ||
| isPhotoUseAuthorisedWeb | bit | Permission to use image in web content | |
| isPhotoUseAuthorisedProm | bit | Permission to use image in school promotional material | |
| isPhotoUseAuthorisedPrint | bit | Permission to use image in print material | |
| SwimmingComments | varchar(500) | ||
| SwimmingLevel | smallint | ||
| Medic_IsParacetamol | bit | ||
| Medic_IsAntihistamine | bit | ||
| Medic_IsAntiinflammatory | bit | ||
| Medic_IsPrescription | bit | ||
| Medic_IsTranfusions | bit | ||
| IsEmergencyMedicalAuthorised | bit | Emergency medical treatment is authorised | |
| RoleId | int | This can be used to allocate schools to specific roles (when the staff member is first created). If this is left as NULL, then new staff will be allocated to the Default User Role for the school. The Default User Role can be found under the "System Settings" menu. Please confirm with Consent2Go before using this column, so that we can check that the correct RoleId numbers have been used for your school. | |
| IsFirstaider | bit | ||
| FirstAidDateAttained | date | ||
| FirstAidExpiryDate | date | ||
| LicenseNumber | varchar(20) | ||
| IsPoliceChecked | bit | ||
| PoliceCheckEndDate | date |
If your school would prefer to bring over less staff information from Synergetic to Consent2Go, that can be arranged by customising the Synergetic database view "uvC2GStaffDetail" (we can do this, or assist you in doing this). The columns that are not required would be assigned to "NULL". The mandatory columns would be:
- First Name
- Last Name
- Gender (at this stage, "Male" or "Female")
- Unique ID
Reviewing the Default Role for Users
When new staff records are created in Consent2Go by the syncing process (or even by manual process), those staff will automatically be assigned to the Consent2Go staff security role that is default for your school.
It is important to review this role's security level, to ensure that new staff aren't given inappropriate access to sensitive or private staff or student data. This is especially important if your school is using Single Sign On for your users. In this case, staff will be able to log on to Consent2Go as soon as the account is created in Synergetic. (If your school is not using Single Sign On, then staff won't get access until a System Administrator explicitly creates an account and issues a login).
To see the default role for your school:
- Press the small cog wheel in the top-right corner of the Consent2Go website:
- Choose "System Settings" from the menu:
- You can see the Default Role for your school in the "System Roles" tab:
You can edit this role, or choose a different role to be the default role.
For more information on System Roles, please see: Helpdesk : Consent2Go (freshdesk.com)
Existing Staff in Consent2Go
If you have existing staff in your system, please review these staff before we turn on Staff Syncing. If the staff still require access to Consent2Go, please ensure that the "Unique ID" field is filled in with the matching Staff ID from Synergetic staff maintenance.
If you already have a large number of staff in Consent2Go, and you need to update their Unique IDs, we can do a bulk upload for you.
Filling in the Unique ID will ensure that, when the syncing starts, it will update that staff record with the latest details from Synergetic. (If you do not fill in the "Unique ID", then a duplicate staff record will be created for the same person):
Staff records that do not have the "Unique ID" filled in will be unaffected by the syncing process. If the "Unique ID" is filled in, but doesn't match an Active staff member in Synergetic, then that staff record will be removed from Consenet2Go.
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