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Schools mapping usage scenarios

Understand when to map schools during setup, data source changes, and organizational updates

Schools mapping connects schools from your Student Information System (SIS) to schools in SchoolDay. You'll need to map schools in several scenarios: during initial setup, when your district adds or removes schools, when switching SIS platforms, or when consolidating data from multiple sources.

Requirements

  • Primary District Admin permissions
  • An Import application already configured in SchoolDay
  • Schools must exist in your SIS

Scenario 1: First-time schools mapping setup

Map schools when you first activate your SIS integration.

When this happens: - During initial SIS app configuration - You're setting up SchoolDay for the first time

What to do:

  1. During the activation process, go to the Schools Mapping step.
  2. Review the list of schools from your SIS.
  3. Map schools using one of these methods:
  4. Click Auto Mapping to map all schools at once
  5. Turn on Create New SchoolDay School for individual schools
  6. Click Save and continue the setup.

Important: If no schools are mapped, you cannot run the import, and school data will not sync.

What happens: SchoolDay creates new schools and syncs all related data (students, classes, etc.) during the first import.

If you skipped school mapping during setup:

A warning appears on the app page.

To map missing schools:

  1. Go to Settings > Schools Mapping > Missing tab.
  2. Create mappings for the listed schools.
  3. Click Save.
 

Scenario 2: New schools added to your SIS

Map schools when your district opens new schools or adds temporary schools like summer programs.

When this happens:

  • You open a new school building
  • You add summer school programs
  • You create temporary learning centers

What to do:

  1. Go to Home > select your SIS app > * Settings > Schools Mapping.
  2. Click the Missing filter at the top.
  3. Review the list of unmapped schools.
  4. Turn on Create New SchoolDay School for each new school.
  5. Click Save.
  6. Return to the app page and click Run Import.

What happens: New schools appear in SchoolDay and their data begins syncing.


Scenario 3: School information updated in your SIS

When a school is mapped and saved, all school attributes import during the initial sync. If you change school attributes in the SIS afterward (such as School Name or School Number), those changes do not appear in SchoolDay automatically.

To update school data:

  1. Delete the school from the Administration page in SchoolDay. See Manage organizations
  2. Run import to pull the school data again.
  3. Map the school with updated information.

Important: Some school attributes (School Name, School Number, SIS ID, location, contact information) can be updated directly from the SchoolDay Administration page.

Note: Contact SchoolDay Support at support@gg4l.com before updating school data in your SIS to prevent missing data.

Scenario 4: Schools deactivated in the SIS (Schools with missing data)

When a school is deactivated or archived in the SIS, the system cannot pull complete data. This causes a school mapping issue and displays a warning message on the application page.

To review schools with missing data, click Settings > Schools Mapping > Schools with missing data.

To resolve the issue:

  • Delete school mapping (recommended): Click the link in the warning message or go to Schools with missing data. Find the mapping and click Delete. The issue will not appear during the next sync.
  • Mark as resolved: Click "mark" in the warning message. The warning closes but the issue remains unresolved. The warning will appear again during the next sync.

Scenario 5: Remove schools from sync

To stop importing data from specific schools, delete their school mappings. The system will not pull data for these schools during the next sync.

Note: Deleting school mapping only stops data import from the SIS. To completely remove a school and its data, go to Administration > Organizations and delete the school.

Scenario 6: Change data source

When moving school data to a new SIS, remap schools to update school data without creating duplicate records.

For example, when switching from Skyward to PowerSchool:

  1. Add the PowerSchool application to SchoolDay.
  2. Map PowerSchool schools to existing SchoolDay schools.
  3. If school names match in both systems, click Auto Mapping.
  4. If names differ, select the correct school from the dropdown list or create a new school.

Note: Contact SchoolDay Support at support@gg4l.com before changing your SIS. The support team will clear school data while preserving school entities to prevent duplicates.

Scenario 7: Use multiple data sources

When using two data sources that each store different data, activate both Import applications and map data from both sources to the same schools in SchoolDay.

Note: Contact SchoolDay Support at support@gg4l.com before using multiple data sources to prevent duplicates.

Scenario 8: Merge multiple schools

To combine data from multiple SIS schools into one SchoolDay school:

  1. On the Schools Mapping tab, select the same SchoolDay school name for all SIS schools you want to merge.
  2. Click Save.
  3. Run import.

After import, data from all selected SIS schools appears in one SchoolDay school.

To merge into a new SchoolDay school:

  1. Create a mapping for one SIS school.
  2. Enter a name for the new SchoolDay school.
  3. Map remaining SIS schools to the newly created SchoolDay school.
  4. Click Save.

Next steps