Automatic Rostering

You can set up Capti to automatically import students, faculty, and classes from your Student Information System (SIS). Once set up, Capti will always be in sync with your SIS: when new students, faculty, or classes are added they will appear in Capti, and when they are removed they will also be removed from your Capti organization account. While in this automatic rostering mode you will not be able to manually modify the membership of members except for members with an Administrator role.

The first step in setting up automatic rostering is to contact us at admin@captivoice.com or 888-533-7884. A Capti representative will pre-configure your account and walk you through the steps to complete SIS integration. You can expect to follow approximately the sequence of steps below:

  1. Export your data from the Student Information System. Follow the Capti Roster Format configured for you by a Capti representative. Please contact us if you need to make changes to the format.
  2. Copy the exported data to Capti SFTP server. SFTP Address: sftp.captivoice.com Port: 2222. To view or make changes to the SFTP username or password go to Admin Organization SIS Integration and click on the username or password.
  3. Merge data on the SFTP server with your account. Go to Admin Members and click Enroll Synchronize with Student Information System to manually trigger the import of the data into Capti. Note that you have to add and remove Administrators manually.
  4. Review the results.The changes will appear in the list of members, classes and locations once the sync is complete. The files you uploaded and the error report (if any) will be backed up in the ‘log’ folder on the SFTP server (deleted after 1 year). Error notifications will also be sent as an email to the point of contact (specified in Admin Organization SIS Integration). If there are errors then correct them and repeat the previous two steps until you are confident that everything has been configured correctly.
  5. Configure your SIS to automatically export your data to the Capti SFTP folder.
  6. Distribute sign-in information to your students and faculty. You can also export Capti IDs into a file by going to Admin Members and clicking Bulk Actions Export.

Importing Students and Faculty

The following table describes how the properties of a new student or faculty account are generated. Import students in a file students.csv and faculty in files teachers.csv and assistants.csv.

Property

Value

Format

Example

Description

Capti ID Value of "email" column in file A valid email address my.email@school.edu User will use their Capti ID to log into Capti
Value of "username" column in file followed by ‘@domain’, where 'domain' is specified separately ‘username' and 'domain' should contain only letters and numbers If their ‘username’ is “john” and @domain is "@capti.school.edu" then their Capti ID is ‘john@capti.school.edu'
Password Same as Capti ID User will use a password to log into Capti. User will be able to change their password after they log in
Value of "password" column in file
First Name Value of 'first_name' column in file String, at most 120 characters John Student first name
Last Name Value of 'last_name' column in file String, at most 120 characters Smith Student last name
Person Number Value of 'person_number' column in file String, at most 120 characters 10212010 Organization-specific user identification code or number (optional)
Unique ID Value of 'unique_id' column in file String, at most 120 characters 3231 The identifier for a specific user, unique for the host organization should match the unique identifier in your SIS

Importing Classes

The following table describes how the properties of a new class are generated. Classes will be imported from classes.csv.

Property

Value

Format

Example

Description

Class Name Value of "class_name" column in file At most 120 symbols English for beginners Name of the class or the course. The combination of the name and class code must be unique.
Class Code Value of "class_code" column in file At most 120 symbols ENG101 Code of the class or the course. Together with class name must be unique.
Class Grade Value of "grade" column in file Value can be empty or one of the following options: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, PreKindergarten, Kindergarten, PostGraduate, Other 5 Class grade
Class Subject Value of "subject" column in file At most 120 symbols. Optional. English literature of 8000 B.C. The subject associated with the class.
Location ID Value of "location_id" column in file Must match unique_id of a specific location in locations.csv file. 323023897423 Unique ID of the class location.
Unique ID Value of "unique_id" column in file Must be unique for the host organization and match the unique identifier of this class or section in your SIS. 323023897423 Unique ID of a specific class.

Class’ membership will be updated from file 'classes_roster.csv' according to the following rules.

Property

Value

Format

Example

Description

Class ID Value of "class_id" column in file Must match one of values from "unique_id" column in classes.csv file 323023897423 Value of Unique ID of a specific class
User ID Value of "user_id" column in file Must match one of values from "unique_id" column in students.csv or faculty.csv files 323023897423 Value of Unique ID of a specific organization member. The member must be in the same location as the class (see below).

Importing Locations

Location can be a school in a district, a building in a school, etc. The following table describes how properties of a new location are generated. Locations will be imported from locations.csv.

Property

Value

Format

Example

Description

Location Name Value of "location_name" column in file At most 200 symbols Jaguars School of Suffolk County Name of a specific location.
Unique ID Value of "unique_id" column in file Must be unique for the host organization and match the unique identifier of school or location in your SIS. 323023897423 Unique ID of a specific location.

Location’s membership will be updated from the file 'locations_roster.csv' according to the following rules.

Property

Value

Format

Example

Description

Location ID Value of "class_id" column in file Must match one of values from the "unique_id" column in locations.csv file 323023897423 Value of Unique ID of a specific location
User ID Value of "user_id" column in file Must match one of values from "unique_id" column in students.csv or faculty.csv files 323023897423 Value of Unique ID of a specific organization member. The member must be in the same location.