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Question
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Answer
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Do I need to wait until I have received all eForm responses before I can start this process?
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No, you can start to prepare and verify your eForm responses as soon as you have responses submitted.
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When preparing a contact, I need to search for possible matches, why does Operoo not show possible matches to me?
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The feature has not been built this way, schools need to search for each contact match. Operoo cannot give a list of possible matches as this might have negative impacts. For example, if a parent is an existing contact in SIMS as Sue White, but on the eForm has given their name as Sue Brown. The school might search for ‘brown’, the existing contact won’t show which means the school might create a new contact which would give you a duplicate record in SIMS.
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When data matching contacts, how can I search?
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You can search using the name, postcode, address, email address and/or phone number, either searching with full or partial data. For example, you could search ‘Sue White 07900 000 0000’ or ‘white 079’.
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I have clicked ‘Set Sync Contacts procedure’, how do I know when my contacts have synced from SIMS?
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You can view the progress via the Sync Logs, or hover of the ‘Set Sync Contacts procedure button’ to this see information.
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I have clicked ‘Set Sync Contacts procedure’ but none of my contacts have synced from SIMS, why?
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Please check the following settings:
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Is your sync working (Settings>Integration Settings>Sync Logs)
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Has he setting 'Sync Pre-Admissions' been set to 'Yes' under the section 'Students to sync by SIMS pre-admission status' (Settings>Integration Settings>Edit)
- If yes to the point above, are the correct status(es) selected under 'Pre-Admission Status' (Settings>Integration Settings>Edit)
- Are you using the correct SyncAgent version (SyncAgent installed must be version 2.1.1.46 or later)
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Are you using an old version of SIMS (the SIMS version at the school must be version 7.204 (current SIMS version as of May 2022) or the 2 previous versions which are 7.200 or 7.198.
- Has Operoo been blocked by the schools firewall/security setting
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I have synced an eForm response to SIMS, following this the parent has changed their phone number. Can I re-sync the data?
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Yes, you can re-sync contact data, however, best practice and our recommendation is that in a scenario like this, schools manually update SIMS with the minor change required.
If a school is to re-sync, they need to remove the verification, edit the parents response before verifying again, and click re-sync. It will be quicker for the school to open SIMS and make the change directly into SIMS.
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How often do I have to click ‘Set Sync Contacts procedure’?
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Whenever there is a new student and student contacts added to SIMS. For example, this will definitely need to be clicked yearly as there will be new pre-admission students added to SIMS.
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I archived my eForm and now I can’t see any eForm responses in the Pre-Enrolment eForms screen. How do I get the responses back?
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As soon as an eForm is archived, the eForm responses are not shown in the Pre-Enrolment eForms screen. Unarchiving the eForm will show the responses.
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The house icon in SIMS has been removed when the data synced from Operoo to SIMS, why, and how do I get it back?
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As part of the syncing process, any linked addresses will be removed from students and student contacts. Schools can complete this linking via the Housekeeping Tool in SIMS following the sync taking place.
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When the data has synced from Operoo to SIMS, the contact addresses have not been linked, why?
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This data is not linked as part of the syncing due to the complexity of the sync. Schools can complete this linking via the Housekeeping Tool in SIMS.
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How can I help my parents from completing the wrong fields for the address? This is causing me work to tidy up their response before verifying the eForm responses.
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Unfortunately we cannot help with some things, our commendation is to clearly outline the question requirement. For example, adding text is capitals of 'PLEASE ONLY ENTER YOUR STREET ADDRESS, DO NOT ENTER ANY HOUSE NUMBERS OR NAMES’.
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