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Syncing Emergency Contacts into Clipboard

This feature allows staff to quickly access important emergency contact information for students directly within Clipboard.

This process requires IT Admin access.

As an Admin user responsible for IT, you can set up emergency contacts to sync automatically from your School Information System (SIS) into Clipboard. This feature allows staff to quickly access important emergency contact information for students directly within Clipboard.

Why sync emergency contacts?

Having emergency contacts synced between your SIS and Clipboard ensures this critical information is always up-to-date. Emergency contact information is automatically displayed in the Student Profile and can be accessed during Activities via the Rolls interface, ensuring staff have access to this important information when they need it most.
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​Wonde
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First, you’ll need to approve permissions in your Wonde Portal.

The permissions you will need to approve are below:

The Wonde permission is Contacts emergency contact read. This is marked as optional, so you will need to switch this on.

Where can I see emergency contacts in Clipboard?

Once synced, emergency contact information will be visible in:

  • The Student Detail page (a new Emergency Contacts card)

  • Team rolls when using the "Present as default" roll mode (also called "Mark as absent")

  • Individual student rolls in "Present as default" roll mode

"Absent by Default" roll mode

Emergency contact information is available in this roll mode; however, you will instead need to click the 3 Dot Action menu and then Details to see the emergency contact information as below.

Integration options for emergency contacts

You can sync emergency contacts using either:

  • Wonde - For schools using a compatible SIS that integrates with Wonde

  • Database Connector - For schools with Microsoft SQL Server, IBM DB2, or PostgreSQL databases

To begin syncing emergency contacts with Wonde:

  1. Ensure the relevant Wonde permissions have been approved in your Wonde Portal

  2. Go to Integration in Clipboard

  3. Under Manage Integrations, find the "Emergency Contacts" option

  4. Flick the switch to green to enable the integration

  5. A pop-up window will ask you to request Wonde access (if not already connected). Wait for Wonde to complete the setup process - they will contact you to begin this process.

  6. Hit Run Now

Important note: We advise schools to grant all required and optional permissions for Clipboard in the Wonde Portal to ensure we receive all necessary emergency contact data.

For more information about what data is pulled from Wonde and how frequently, visit our Getting Started with Wonde article.

To begin syncing emergency contacts with Database Connector:

  1. First, ensure you have set up the Clipboard Database Connector. If you haven't downloaded and installed the Connector yet, follow the instructions in our Database Connector guide

  2. Go to Integration in Clipboard

  3. Under Manage Integrations, find the "Emergency Contacts" section and click the Edit icon for Source

  4. In the Source dropdown, choose your database type (Microsoft SQL Server, IBM DB2, or PostgreSQL)

  5. Enter the database connection details:

    • Host

    • Port

    • Username

    • Password

    • Database name

  6. Input an SQL query that will fetch the emergency contact data. The query must return data matching the following schema in the Database Connector guide:

  7. Click "Save" to store your integration configuration

  8. On the Manage Integrations page, turn on the integration by flicking the switch to green

  9. To test the integration immediately, click the "Run Now" button

Note: There can be multiple rows per student for multiple emergency contacts in your database results.

FAQ

How frequently are emergency contacts synced?

Emergency contacts are synced from Wonde every night after midnight, similar to student, guardian, and medical data. If you're using the Database Connector, you can set your own sync schedule in the Manage Integrations section.

Can I manually add or edit emergency contacts in Clipboard?

No, emergency contacts can only be viewed in Clipboard. All additions, edits, or removals must be made in your SIS, and they will sync to Clipboard during the next scheduled sync.

How many emergency contacts can be synced per student?

There is no limit to the number of emergency contacts that can be synced per student. All emergency contacts associated with a student in your SIS will be synced to Clipboard.

Will emergency contacts have access to the Clipboard Portal?

No, emergency contacts are different from guardians/parents. They will not have access to the Parent Portal unless they are also set up as guardians in your SIS.

What happens if an emergency contact is removed from our SIS?

If an emergency contact is removed from your SIS, they will be removed from Clipboard during the next sync. Clipboard performs a full sync of emergency contacts each time, ensuring that your emergency contact information in Clipboard always matches your SIS.

Can I see which staff viewed emergency contact information?

No, Clipboard does not currently track which staff members viewed emergency contact information.

Troubleshooting

If you encounter issues with your emergency contacts integration:

  1. Check the Integration Logs page to see any error messages

  2. Ensure your SQL query returns data in the exact format required by the schema

  3. Verify that all required fields (sis_id, first_name, last_name, student_sis_id) are present in your data

  4. Make sure there's no leading or trailing whitespace in any of the ID fields
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Pre-filter Error Messages

If emergency contacts are not syncing properly from Wonde, you may encounter specific error messages. Here's how to resolve common issues:
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​missingEmergencyContactData This error occurs when:

  • Your school lacks the Contacts emergency contact read permission in Wonde, OR

  • You have the permission but no field from your SIS is mapped to Wonde.contacts.students.emergency_contacts

Resolution:

  • Permission issues: enable this permission through the Wonde Portal Contacts emergency contact read

  • Mapping issues: Contact Wonde directly to configure the field mapping between your SIS and their emergency contact field

dueToNonEmergencyContact This means the integration is working, but contacts are being received with Wonde.contacts.students.emergency_contacts = False
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This could indicate:

  • Intentional filtering: This may be the desired behavior if these contacts aren't meant to be emergency contacts.

  • The correct field is mapped, but contacts in your SIS aren't flagged as emergency contacts

  • However, if this is not intentional, your SIS is mapping the wrong field to emergency contacts in Wonde

Resolution: Work with Wonde to verify field mapping, or check your SIS to ensure the right contacts are marked as emergency contacts
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dueToCourtOrder Contacts are being filtered out because Wonde.contacts.students.court_order = true
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If you need further assistance, please email [email protected].

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