---
title: About filter rules
description: Learn how SchoolDay filter rules work — including entity types, filter fields, templates, Include linked, and how conditions and rules interact.
---

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July 12, 2026

# About filter rules

## Understand how filter rules work in SchoolDay before configuring them for an import or export app

By default, SchoolDay syncs every record it finds — all students, all teachers, all classes. Filter rules let you narrow that down to just the records you actually need synced.

For example, you might want to share data only for students at specific schools, or pull in only active teachers. Instead of syncing everything and cleaning it up later, you set a filter rule and SchoolDay handles the rest automatically.

### Entity types

A filter rule always targets one entity type. The entity type determines which records the rule applies to.

- student
- contact
- teacher
- course
- class
- calendar
- admin

### Filter fields

Every filter rule is built from four fields:

![](https://help.schoolday.com/hs-fs/hubfs/undefined-Jul-12-2026-02-25-58-6993-PM.png?width=670&height=448&name=undefined-Jul-12-2026-02-25-58-6993-PM.png)

| **Field** | **What it does** |
| --- | --- |
| **Attribute** | The data field that you want to filter on, such as grade, status, or school |
| **Condition** | The comparison operator, such as equals, contains, or is not |
| **Value** | The specific value to match, such as active, 9, or Lincoln High. Values are case-sensitive; Active and active are treated as different values. |
| **Include linked** | Which related entity types to carry over when the rule matches. See [Include linked](https://help.schoolday.com/knowledge/about-filter-rules#include-linked) below. |

### Include linked

When a filter rule matches a record, **Include linked** determines whether SchoolDay also syncs the records connected to it.

For example:

- You filter **students** by grade = 9. Enabling **Include linked** for class means SchoolDay also syncs only the classes those grade 9 students are enrolled in — not all classes in the district.
- You filter **classes** by subject = Math. Enabling **Include linked** for student means SchoolDay also syncs only the students enrolled in those math classes.

If you do not enable **Include linked** for a related entity, those records sync independently without being limited by this rule.

**Note:** Available linked entity types depend on the entity type you selected for the rule.

### Templates and custom filters

When creating a rule, you first choose how to define the attribute:

- **Templates**: Pre-built attribute combinations for the most common filtering needs for that entity type. Use a template when your use case is standard (for example, filtering students by enrollment status or grade level).
- **Custom Filter by**: Lets you enter any attribute manually. Use this when the attribute you need is not available in the templates.

### Narrowing down vs. adding more records

How you build your filter rules determines whether you're narrowing records down or adding more records in. Understanding the difference helps you get the result you expect.

**Adding conditions to one rule — narrows records down**

When you add more than one condition to a single rule using **Add filter**, SchoolDay only includes records that meet all of those conditions at once.

Example**:** You want only active grade 9 students. Rule 1: `grade = 9`. Rule 2: `status = active`. Result: only students who are both in grade 9 *and* active are included. A grade 9 student on leave is excluded.

Use this when you want to be more specific about who gets included.

**Creating a second rule — adds more records in**

When you create a second rule using **Add Filter Rule**, SchoolDay includes records that match *either* rule. Each new rule expands the result.

Example: You want grade 9 students and grade 10 students. Rule 1: `grade = 9`. Rule 2: `grade = 10`. Result: all grade 9 students plus all grade 10 students are included.

Use this when you need to include two or more separate groups that can't be captured in a single rule.

### Next steps

- [Configure a filter rule for a SIS (import) app](https://help.schoolday.com/knowledge/how-can-i-set-up-a-filter-rule-for-sis-import-app?hsLang=en)
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