Note: This guide is suitable for users of Sign In App's Portal 2.0
If you are using Sign In App's Classic Portal, please see here for the relevant help guide collection.
Understanding the Integration
Before completing the setup steps below, it's helpful to understand what this integration does and doesn't do.
What Syncs
Group members in Sign In App sync with profile members in Sign In Central Record.
Compliance status from SICR (EG: Inspector Ready / School Ready) feeds back into Sign In App's Safety Check feature.
Data updates such as name changes and email address updates pass one way, from Sign In App to Sign In Central Record.
What Does Not Sync
Admin users and portal users are not included in the integration. These must be added manually in each system.
Archiving or deleting a profile in one system does not automatically archive or delete it in the other, as it may still be needed. You will need to manage this in both systems separately.
The integration works at the group level, not the individual profile level. All members of a linked group will sync, you cannot selectively exclude individual profiles from syncing while keeping them in the group.
Please Note: Sign In App and Sign In Central Record are currently separate portals with separate logins. The integration connects them, but they remain distinct, each with their own user accounts and databases.
Get Started with your Integration
To get started with your account integration, we first need to set this up on your account. To do this, please follow the steps below:
Send an email to us at [email protected] requesting the integration. The email would need to come from a Central Record user with 'Administrator' access.
Open your Central Record portal for support access, see how to do this here.
Lastly, we need confirmation from the 'Primary User' on your Sign In App portal, that they are happy for us to access the portal to set up the integration for you.
Completing your Integration
Once we have integrated your accounts, you can finish setting up the integration by following the steps below.
Please Note: The integration between Sign In App and Sign In Central Record will only pass data updates (IE - name change, email address updates) one way, from Sign In App to Sign In Central Record.
Step 1: Link Groups to an Organisation
From your Sign In App account head to Manage > Visitor groups > Select Staff group > Advanced in & out and scroll down to Sign In Central Record. You can link any repeat visitor group with your SICR account from here. If you’re a school trust you may see multiple organisations here, select the one relevant to the group in Sign In App.
Please Note: You will not be able to link any ‘Standard’ SIA groups, the integration will work for ‘Repeat’ SIA groups only. For further information on groups, please see the following guide: Manage Groups
This is also where you can configure exactly which rating systems you'd like Sign In App to check as part of your Safety Check in Step 5.
Step 2: Enable Profile Type Mapping
Your Staff in Sign In App will automatically pull across to your Teaching Staff in SICR, but for other profile types, you will need to map a Profile type in SICR to a group in SIA.
To do this, head to SICR and then go to Settings > Sign In App > Configuration > Profile Type Map. In this example we’ll set up the Contractors profile type, to do this click the Edit button next to the Contractors profile type.
This will pop up a panel on the right side of the screen, we want to select Sign In App - Group ID from the first dropdown and then set the second to is equal to and finally select the group in Sign In App you’d like to map across to, in this case Contractors. This will then map across all members of the Contractors group in Sign In App to the Contractors profile type in SICR.
Please Note: If you don’t see the group you’re looking for under Sign In App - Group ID it’s likely that you haven’t set up the integration in SIA for that group. From SIA head to Manage > Visitor groups > Select Staff group > Advanced in & out and scroll down to Sign In Central Record and select your organisation. Then go back to SICR and refresh the page, you should now see the group you’re looking for.
You can also set this by role if, for example, you have your Teaching and Support Staff in one group on Sign In App.
In the below example, for my Support Staff profile type within SICR, I have asked that profiles be mapped through if the SIA Group ID is equal to Staff and their role does not contain the word ‘teacher’:
Step 3: Field Mapping and Wonde Connection
If you would like to integrate using Wonde, firstly please ensure all additional permissions have been approved in the Wonde portal. Next, from your SICR portal, go to Settings > Sign In App > Configuration > Connection and toggle on ‘Use SIA Wonde Connection (if available)’, and then click ‘Save’.
Next, click the Field Mapping tab and set up the fields you’d like to map across. For further information on field mapping, please see here.
Step 4: Sync Across Profiles
There are then two options to integrate your profiles, depending on whether or not your currently have profiles populated in your Sign In App portal.
Tip: If you do not currently have profiles in either portal, we recommend setting up your Sign In App portal first.
Option 1 - Populate Central Record with your Sign In App profiles
This option should be used if you currently have profiles in your Sign In App portal, regardless of whether or not you also have profiles in your Central Record portal.
From your SICR portal go to Settings > Sign In App > Configuration and click the Import button. This will pull through the profiles from SIA based on the new Profile type mapping and will create the new profiles as duplicates in SICR.
Once the integration is complete, you may find that you have duplicate profiles appear on Sign In Central Record.
Important: Do not delete the duplicate profiles!
To maintain the integration link, these profiles will need to be merged in bulk with your existing SCR profiles. Please see Merging Profiles for a step by step.
Tip: If you have not set up profile type mapping (see Step 2 above), you may notice that not all of your SIA-integrated profiles come over to the incorrect profile type.
If this happens, when you merge the duplicates with your existing SICR profiles, ensure to select 'Preserve these values' on the correct profile type as below:
Option 2 - Populate Sign In App with your Central Record profiles
This option should be used if you currently do not have profiles in your Sign In App portal, and you would like to use your SCR profiles to populate your SIA groups.
To populate SIA with your SICR profiles, from your SICR portal head to Settings > Sign In App Upload and start by selecting an SIA group in the top right-hand corner.
Once selected, you can then filter by Profile Type(s) in SICR using the ‘all profile types’ drop-down option, then click ‘Apply’. Once set, click the red ‘Push All’ button to push the profiles through to your selected SIA group.
Please see the below example using ‘Teaching Staff’:
Step 5: Manage your Safety Check
Now your accounts have been integrated, you can choose to include a person's compliance on Sign In Central Record as part of your safety checks on your Sign In App account. When enabled, this would stop someone from signing in if they had any missing information on their SCR profile.
To set this up go to your Sign In App portal and head to Manage > Safety Check and tick the option to Include Sign In Central Record's entry criteria in the safety check:
Now you can pick which groups you want to be included in the Central Record Safety Check. Go to Manage > Visitor groups > Select group > Advanced in & out > Entry eligibility.
Firstly, you can choose whether or not to select Run the safety check for this group. When selected, during a sign in the system will check for matches against the Watchlist and Central Record.
You then have two options:
Reject sign in if criteria is not met
This option allows you to reject anyone from signing in who does not meet the CR criteria. A message will be displayed on-screen so the person signing in is aware they have not met the criteria for entry to the site. You can read more about rejected sign ins here.
Allow sign in if criteria is not met
This option allows the person signing in to complete their sign in, no message is presented on screen, the person signing in will not be aware they haven’t met the criteria for entry to the site.
You can also set exactly which checks you would like to be included in the entry criteria. From Manage > Visitor groups > Select group > Advanced in & out scroll down to Sign In Central Record and tick the required checks for that group:
If you de-select 'School Ready' as an example, then the School ready criteria on Central Record will not be included in the safety check for this group.
Troubleshooting
Please see our guide on Integration troubleshooting for further help and assistance with your integration.