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Why Are Pre-Admission Students Missing from Your Data Sync?

This guide outlines the required steps to ensure pre-admission (intake/future-dated) student records pull through successfully during automated data syncs across major MIS platforms.

Essential Rules Across All MIS

  1. The student record must have a Legal Surname and Date of Birth.

  2. There must be a valid Admission Date.

  3. A Permanent UPN must be used instead of a Temporary UPN (where UPN validation is strictly required).

1. Arbor

Arbor manages pre-admission students by assigning them to an active Intake Season. If students are already enrolled in Arbor but are missing from your data sync, it usually means they have not yet been assigned to an Intake Season.

Instructions

  1. Verify Academic Year Setup: Ensure the upcoming Academic Year has been created in Arbor (go to School, then School Structure, then Academic Years).

  2. Assign or Create an Intake Season: Go to Students, select All Students, and click Applicants. If an Intake Season does not exist, click the +Add button to create one for the relevant academic year. Ensure all pre-admission students are added and assigned to this Intake Season.

  3. Check Applicant Status: Ensure the student's status within the Intake Season is set to Offered & Accepted.

  4. Assign Enrolment Date: Confirm that the student has a valid, future-dated Enrolment Date (their official first day of school).

  5. Complete Required Student Fields:

  • Full Legal Name, Date of Birth, and Sex

  • Permanent UPN (if generated/available at intake)

  1. Verify Third-Party API Permissions: Go to System, then Security, then API Logs / Applications. Open Groupcall Xporter and confirm that permissions for Applicants / Future Enrolments are explicitly allowed.

2. Bromcom

Bromcom syncs pre-admissions via its Third-Party API once students are properly placed in an active Admission Group.

Instructions

  1. Navigate to Students > Admissions.

  2. Open the Admissions Enrolment list for the upcoming academic year.

  3. Ensure the student’s Admission Status is set to Accepted.

  4. Assign the student to a designated Future Year Group and Registration Form.

  5. Check required fields:

    • Admission Date (future-dated)

    • Legal Name, DoB, Gender

    • UPN (if available)

  6. Ensure the groupcall third-party user in Bromcom (Config > Setup > Roles & Permissions) has full read-access to the Admissions / Applicant data tables.

3. SIMS

In SIMS, pre-admissions live within the Admissions module and will only export once they transition from a pending application to an accepted intake record.

Instructions

  1. Navigate to Focus > Admission > Application / Intake Data.

  2. Locate the student's application record and ensure the Application Status is updated to Accepted (records marked as Applied, Offered, or Withdrawn are automatically ignored by Xporter).

  3. Populate all compulsory fields:

    • Legal Forename and Legal Surname

    • Date of Birth and Gender

    • Permanent UPN (Temporary UPNs will fail Groupcall validation)

    • Date of Admission (must be set to the future start date)

    • Year Group & Reg Group / Form Group assignment

  4. Ensure the SIMS user account used to access the Groupcall Xporter portal belongs to Third Party Reporting, School Administrator, and Personnel Officer permission groups.

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