This article helps you troubleshoot why a student is not appearing in the portal when using the iSAMS API. It explains the minimum information required for students to sync, how different system statuses are handled, and what to do if the student still doesn’t appear.
Information Required For Any Student To Sync
All students must have the following fields populated in iSAMS to sync into the portal:
Salutation.
First Name.
Last Name.
Email Address (required for student login).
If any of these fields are missing, the student will not sync into the portal.
Preferred vs Legal First Name
You can choose whether the portal displays preferred or legal first names:
By default, the portal uses the Preferred Name from iSAMS.
If the Preferred Name is not populated, the portal uses the First Name instead.
If you want to change the default configuration (e.g. always show legal first names):
Raise a new case online.
Reference the title of this article: “iSAMS API – Sync students in the portal”.
Request that your preferred name/first name display configuration be changed.
Student Address Handling
The student address is not available in the iSAMS API feed.
If the option StudentHome is marked on a guardian record in iSAMS, the portal will sync the guardian’s address as the student’s address.
Check that the appropriate guardian has StudentHome ticked if you are relying on address information.
Requirements For Current Students
To sync a current student into the portal:
The student must have System Status = 1 in iSAMS.
Only students with this system status appear in the current student API feed used by the portal.
If a student isn’t syncing:
Check the System Status in iSAMS.
Confirm it is set to 1 (current student).
Ensure all mandatory fields (salutation, first name, last name, email) are populated.
Wait for or trigger a sync, depending on your setup.
Requirements For Prospective Students
To sync a prospective student into the portal, three sets of information are required:
Enrollment year
Must be greater than or equal to the current academic year.
Admission status
The student must have an admission status that has been configured in the portal.
If the admission status is not added to the portal, that prospective student will not sync.
To confirm which admission statuses have been added:
Contact support and ask which admission statuses are configured for your portal.
System status
The student must have a system status that has been configured for prospective students in the portal.
By default, the portal only pulls through System Status = 0 for prospective students.
If you use a different system status for prospective students:
Raise a new case online.
Reference the title of this article: “iSAMS API – Sync students in the portal”.
Ask support to amend the portal configuration to include your chosen system status.
Email Addresses For Prospective Students
📌Note:
The iSAMS API feed for prospective students does not provide email addresses.
This means the portal is unable to sync email addresses for prospective students.
Requirements For Left Students
To sync a left student into the portal:
The student must have System Status = -1 in iSAMS.
The portal only syncs students who have left in the last academic year.
If a student’s leaving academic year is before the previous academic year, they will not sync into the portal.
If a left student isn’t syncing:
Check their system status is -1.
Check their leaving year falls within the last academic year (the one immediately before the current academic year).
If A Student Still Isn’t Pulling Through
If the student meets all of the relevant criteria above and still does not appear in the portal:
Double-check that:
Salutation, First Name, Last Name, and (for current students) Email Address are populated.
The system status matches the expected value (1 for current, 0 or configured value for prospective, -1 for left).
For prospective students, the admission status and system status used are configured in the portal.
For left students, the leaving year is within the last academic year.
If everything appears correct:
Raise a new case online.
Reference the title of this article: “iSAMS API – Sync students in the portal”.
Provide details of at least one affected student (including their IDs and statuses) so support can investigate the issue further.