Automatic Sync with SIS using SFTP

You use Capti SFTP server to import students, teaching assistants, teachers, classes, and locations from your Student Information System (SIS). If you need to remove or add users with Administrator role please use do it manually.

Step 1 Contact us

Start by setting up a meeting with Capti product manager. We will enable SFTP sync for your organization account and make sure you know and have everything you need to proceed.

Step 2 Prepare first export

Configure your system to share your rostering information using our SFTP server.

Files

Here are SFTP file templates to get you started (note, if you ask for a custom server configuration those templates may need to be slightly edited).

The following files must be placed on the server, even if empty. Please refer to our Roster Format for file format specifications.

  • Students: students.csv
  • Assistants: assistants.csv
  • Teachers: teachers.csv
  • Classes: classes.csv
  • Locations: locations.csv
  • Map from users to classes: classes_roster.csv
  • Map from users to locations: locations_roster.csv

SFTP Server

  • URL: sftp.captivoice.com
  • Port: 2222
  • Username and password: to find (and change) your username and password go to Admin Organization SIS Integration.

Step 3 Check for errors

Go to Admin Organization SIS Integration and click Import Now to manually trigger the import of the data into Capti. Error report will appear on the screen 5-30 seconds later. Full error logs will be backed up in the ‘log’ folder on the SFTP server (deleted after 1 year). If there are errors then correct them and repeat until you are confident that everything has been configured correctly. You can also check if the import completed correctly by checking if list or organization members, classes and locations reflects what you expect. If you need help please contact us and we will be happy to help.

Step 4 Automate and monitor

Now that you made sure your files are configured correctly set up your SIS to automatically export your data to the Capti SFTP folder every day. Capti will automatically sync every night 4AM EST.

Error notifications will be sent as an email to the point of contact. You can specify the email address in Admin Organization SIS Integration screen.

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 "location_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.

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