Below is an explanation of how the Google Apps Integration Page works when a single school is selected on the Maintenance Functions Tab under Account Maintenance.
How the Push All Students to GAFE Works:
- Choosing Schools to Sync:
- If a specific school is selected, the process only syncs students from that school.
- If no school is specified (or "All Schools" is selected), the process will look at all schools marked as eligible for synchronization and process them one by one.
- Steps in the Process:
- Retrieve Student Records: The system gathers student records for the selected school(s).
- Sync Students to Google: Each student's information is added or updated in Google Workspace.
- Suspend Old Accounts: The process also checks for student accounts in Google that no longer have a corresponding record in our system. If an account is found to be inactive, it is suspended to ensure everything stays up to date. This is based on the option that is enabled on the Google Apps Integration page).
- Handling Errors:
- If there's an issue -- like no schools are marked for synchronization -- the process will log the error, notify administrators, and stop. This prevents unnecessary work or incomplete synchronization.
Key Points
- Selecting a single school allows you to focus on just that school's students.
- Selecting all schools ensures every eligible school is processed.
- The system automatically handles inactive accounts (when the setting to Suspend Accounts for Inactive Students is enabled) and notifies the team if something goes wrong.
- A new account will not be created if the student is active at an ineligible school.