Powerschool to Kickboard Sync Setup

Student Information System Sync - PowerSchool Instructions

 

In order to sync your SIS rosters to Kickboard, you will need to configure a Remote Connection and AutoSend(s) in PowerSchool. This guide includes detailed instructions about how to complete this process by following these steps:

 

  1. Creating a Remote Connection in PowerSchool
  2. Configuring AutoSend(s) to Kickboard from PowerSchool
    • Student Roster
    • Student Group Roster (optional)
    • Staff Group Roster (optional)
  3. Configuring SIS Sync Settings in Kickboard

 

1. Creating a Remote Connection in PowerSchool

 

NOTE

This process can only be completed by a PowerSchool admin. Make sure that the person completing these steps is your school’s or district’s PowerSchool admin.

 

First, you will need to tell PowerSchool how to securely connect to your Kickboard site. To do this, you will set up a Remote Connection within PowerSchool, which tells PowerSchool where to send your SIS files.

 

Setting Up A Remote Connection in PowerSchool

  1. Under “Setup” in the left-hand menu, click “System.

  1. You will be brought to a list of navigation options. Scroll down and click “System Settings” toward the bottom of the list.

  1. On the “System Settings” page, click “Plugin Management Configuration.”

  1. This will take you to the Plugin Management Dashboard. There will be a line item in the list called “Remote Connection Manager”

    1. To access the “Remote Connection Manager,” you must enable the check box to the right. Click the check box.

    2. After you have enabled the check box, click “Remote Connection Manager.”

CAUTION

The check box next to “Remote Connection Manager” must be enabled before you click “Remote Connection Manager.” Otherwise, the rest of the sync will not be possible.

 

  1. You are now on the “Remote Connection Manager Setup” page. Scroll past the “General Information” list and click “Remote Connection Manager.”

  1. Click the “Create Connection” button.

  1. Fill out the fields as follows:

Name: Kickboard SFTP

Protocol: SFTP

Host: sftp.kickboardforschools.com

Port: 22

Username: As provided by Kickboard (see note below)

Password: As provided by Kickboard (see note below)

 

NOTE

To find your SFTP username and password, you will need to log in to your Kickboard site as a Kickboard Administrator.  

Go to Settings > Students and Staff > SIS Sync, then scroll down the the FTP/SFTP Credentials section at the bottom of the page.  Your SFTP username and password will be listed there.

 

  1. Click “Test Connection.” (If you receive an error message, click “Yes, Accept Host Key.”)

  1. Fill out the rest of the fields as follows:

 

Remote Path: [leave blank]

Enable “Allow Download”

Enable “Allow Upload”

 

  1. Click “Submit.”

 

After you click “Submit” the remote connection is set up and you can continue onto setting up AutoSend(s).

 

2. Configuring AutoSend to Kickboard from PowerSchool

 

Now that you have created a remote connection to Kickboard, you will need to set up AutoSend(s). AutoSend allows you to schedule PowerSchool to securely send files with data from certain student fields to Kickboard.

 

Setting up AutoSend for Student Roster

 

  1. Under “Setup” in the left-hand menu, click “System.”

  1. You will be brought to a list of navigation options. Scroll to and click “AutoSend Setup” toward the top of the list.

  1. You will be brought to a page titled “AutoSend Setup.” Click the “New” button.

 

NOTE

You will be creating an entirely new AutoSend record. Please ignore any AutoSend records that are already in your system.

 

  1. Fill out the fields as follows

Name: Kickboard Student Roster

Data to Send: Students

When to Execute: one hour before the time 
you want Kickboard to process the file. Kickboard can process the upload on the top of any hour of the day; just ensure that you configure Kickboard to process the file one hour after your PowerSchool AutoSend is scheduled to run. (Most schools choose some time in the middle of the night.)

Days to Execute: MTWHF

Send output to: Managed Connection →Select “Kickboard SFTP” from dropdown

Path: students.txt

Field Delimiter: Tab

Record Delimiter: CRLF

 

  1. In the “Fields to Export” section, select “Attendance Field List” from the dropdown menu. Below are descriptions of the fields you need to include and the order in which they should be listed.  These fileds may be called something different in your PowerSchool system. For example, the PowerSchool Student ID field is usually called "Student_Number" in PowerSchool and the Date of Birth field is usually called "DOB".  Please include the following fields in the following order:
      • PowerSchool Student ID
      • Date of Birth  
      • Student First Name  
      • Student Gender  
      • Grade Number  
      • Primary phone number  
      • Last Name  
      • PowerSchool School ID (school external_id in Kickboard)  
      • Student Default Group Name (optional, but many schools use the "homeroom" field here)   

 

  1. Click “Submit”

  1. You will be brought to the “AutoSend Setup” page. Click “Run Now” next to the file you wish to configure and ensure that no error message appears. If you run into an error, return to the configuration page and make sure that all fields are filled out correctly.

 

NOTE

If the file is processed without error, you will not receive a confirmation message on the screen.

 

Additional AutoSend for Student Group Assignments (optional)

Following the instructions above, you can also set up an AutoSend for Student Group assignments.  Below are the specific fields required for building this optional additional AutoSend.

 

PowerSchool Student-Group Roster Layout - Tab separated TXT file, usually named “student-group.txt”

  • PowerSchool student ID number (this represents student external_id in Kickboard)

  • PowerSchool Course ID

  • PowerSchool Section Number (optional)

    • NOTE: The second and third columns together are joined with a hyphen to represent a group’s external ID in Kickboard. So Course ID 8883 and Section Number 2 would match to a group in Kickboard with an external_id of “8883-2”

  • Start Date (value optional)(date YYYY-MM-DD student is to be added to group)

  • End Date (value optional)(date YYYY-MM-DD student is no longer to be in group)

  • Course Name (value optional)(currently not used by Kickboard)

  • PowerSchool School ID (school external_id in Kickboard)

CAUTION

These student groups must be created in Kickboard BEFORE the sync is run. This sync only populates students in existing groups within Kickboard that have external IDs. For instructions on setting up groups in Kickboard, see the Uploading Students via Roster Upload guide.

  

3. Configuring SIS Sync Settings in Kickboard

 

NOTE

This process can only be completed by a Kickboard Admin. Make sure that the right person is completing these steps at your school or district.

 

  1. In Kickboard, go to Settings > Students and Staff > SIS Sync

  1. Ensure PowerSchool is selected in the Student Information System dropdown and the SIS Status is active.
  2. Under Student Roster, select the time for the roster sync from the drop down menu. Remember, this should be one hour after the time you set for the file to be sent from PowerSchool.
  1. In the text field next to “Student Roster File Name” type “students.txt” (The file name is case-sensitive and must match exactly what you have as the Path on the AutoSend setup in PowerSchool.)

  1. If you are also syncing group rosters, select the time for the group rosters to sync from the drop down menu. Remember, this should be one hour after the time you set for the file to be sent from PowerSchool.

  2. Enter the Student Group and Staff Group file names (The file name is case-sensitive and must match exactly what you have as the Path on the AutoSend setup in PowerSchool.)

  3. If checked, the box “Remove students NOT found in file from Kickboard groups, for all groups in file” will do exactly as described and drop students from particular groups when they are no longer shown assigned to that group in the file.  This will also remove a student from ALL groups if they are not listed anywhere in the file.
  1. Enter each school’s PowerSchool School ID in the text fields of the “External School ID” section for all schools that you are syncing.

  1. Once you have filled out all of the fields, click “Save”.

  1. Finally, email support@kickboardforteachers.com and we will make sure that everything is running properly on our end. You will be contacted with a confirmation from Kickboard Support when you are all set!

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