As an administrator, you can use the Synergetic integration to sync students, staff, family members, and classes from Synergetic into Toddle. This article covers the initial sync setup, how to run the sync for each setup type, and how to manage ongoing sync behaviour.
In this article:
Set up the roster sync
Run the roster sync
Set up a daily sync
Manage exclusions
Set up sync for a new academic year
Frequently asked questions
Set up the roster sync
Setting up the roster sync is a collaborative process between three parties.
Your Toddle buddy is your primary point of contact at Toddle. They raise the integration request internally, coordinate with the Toddle team, and review the first sync report with you.
The Toddle team handles the technical configuration in the admin portal. This includes verifying your Synergetic credentials and completing the sync setup.
You, the school administrator, confirm your sync requirements, share credentials with your Toddle buddy, and manage ongoing sync settings, exclusions, and the daily sync schedule.
The setup process consists of four stages: confirming your field and sync requirements, enabling permissions on Synergetic, sharing credentials with Toddle, and completing the sync setup in the admin portal.
Note: The sync is one-way: data flows from Synergetic into Toddle, but Toddle does not push roster data back to Synergetic. For an overview of all the Student Information Systems Toddle supports, refer to this article.
Pre-requisites
The following must be configured in the Synergetic portal before setting up the roster sync:
Classes- Classes must be created in Synergetic so that they can be synced to Toddle.
Class assignments- All students and staff must be assigned to at least one class in Synergetic; users without class assignments cannot be created on Toddle through the sync.
Confirm field requirements
Set up a call with your Toddle buddy to discuss the scope of the roster sync. You will need to confirm:
Which fields in Synergetic should map to the student UID and staff UID fields of Toddle
Whether any additional fields beyond the standard fields below need to be included
The standard fields synced from Synergetic to Toddle are:
Category | Fields |
Student fields | First name, middle name, preferred name, last name, email, UID |
Student profile fields | Date of birth, first nationality, second nationality, first language, second language, address, contact information |
Class fields | Class title, class UID |
Staff fields | First name, middle name, preferred name, last name, email, UID |
Parent fields | First name, middle name, last name, email |
Note: Your Toddle buddy raises an internal request with the Toddle team based on your confirmed scope. The team then generates the required Synergetic credentials and shares them with you over email.
Enable permissions on Synergetic
The Synergetic roster setup is included with every Synergetic license - no extra subscription is required. Based on your school’s requirements, the following API permissions must be enabled for roster sync:
Students- GET /CoreAPI/apiportal/v1/Student
Staff- GET /CoreAPI/apiportal/v1/staff
Parent contacts- GET /CoreAPI/apiportal/v1/studentcontact
Student Class Enrollments- GET /CoreAPI/apiportal/v1/student/{studentId}/class
Staff Class Assignments- GET /CoreAPI/apiportal/v1/staff/{staffId}/class
In addition to these permissions, the academic year to be synced must be specified during the setup handled by the Toddle integrations team.
This is used to filter the data fetched from Synergetic. If it is missing or incorrect, then Synergetic may return a mix of records from the intended academic year along with older records still present in the SIS, such as past classes or historical student-class enrollments.
Toddle does not apply a separate academic-year filter during the sync itself, so any records fetched from Synergetic will be included in the sync and mapped into the current Toddle setup. To avoid this, confirm the respective academic year with Toddle’s team during setup.
Share credentials with Toddle
Once these permissions have been enabled, share the following credentials with your Toddle buddy:
Client ID
Client Secret
Hostname (the URL of your Synergetic portal)
The Toddle team uses these credentials to connect your Synergetic instance with Toddle.
Confirm sync requirements related to course-class mapping
Synergetic does not natively sync courses to Toddle, so you need to confirm with your Toddle buddy how you would like the course and class mapping to happen on Toddle.
Class as course sync: The sync automatically creates one Toddle course for each Synergetic class at the time of sync. No courses need to be created manually on Toddle beforehand.
One course to many classes sync: Courses are created manually on Toddle before the sync runs. Each Toddle course is then linked to one or more Synergetic classes from within the sync dashboard.
Your Toddle buddy will confirm your choice with the Toddle team. The setup will then be configured for your sync workspace. Refer to this section for a detailed walkthrough of each setup.
Complete the sync setup
After receiving your credentials, the Toddle team completes the sync setup in the admin portal on your behalf. You will not perform these steps directly; the walkthrough below describes what happens during this stage, giving you full visibility into the configuration.
Navigate to Integration → Roster sync and click Sync setup.
2. Select one or more schools to include in the sync, then select Synergetic as the SIS.
3. Enter the client credentials and click Verify credentials. Once verified, click Save to proceed.
4. Once saved, the Roster sync page displays a card for each school included in the sync. Click Manage sync on a school card to enter that sync workspace.
5. Open the Grades mapping section for the selected school and click Fetch data.
Note: Grade (year level) mapping is the first mandatory step. All other dashboard options remain disabled until grade mapping is complete.
6. Once Toddle grades appear in the list, click Edit to map each Toddle grade to its corresponding Synergertic grade, then click Save changes. You can choose to Refetch the Synergetic data by clicking the corresponding button on the right.
Note: Each section on the left, except for the Toddle exclusion, includes a Refetch option that pulls the latest data from Synergetic. Hovering over the Refetch button displays the date and time the data for that section was last fetched.
Run the roster sync
Once grade mapping is complete, the rest of the sync workspace becomes available. This section walks through each setup in detail; follow the one that aligns with your school's sync requirements:
Class as course sync
In this setup, the sync automatically creates one Toddle course for each Synergetic class. Refer to the steps below to ensure a successful sync on Toddle:
1. Prerequisites
Before running the first sync, the following must be created in Toddle from the admin portal:
Year groups- Toddle pre-creates year groups based on your school structure. They are then automatically assigned to students in the sync report.
Grading periods- Configure grading periods from the admin portal. They can then be manually assigned to each course within the sync report.
Course codes- Create course codes from the admin portal. They can then be manually assigned to each course in the sync report.
Subjects- Create subjects from the admin portal. They can then be automatically mapped to Synergetic subjects - as explained in the 3rd point - and pre-filled in the sync report.
The following must be configured in the Synergetic portal:
Class assignments- All students and staff must be assigned to at least one class in Synergetic; users without class assignments cannot be created on Toddle through the sync.
2. Configure sync settings
Before initiating the sync, review the sync settings to control how the sync creates, updates, archives, or preserves data. Open Settings from the left sidebar. The settings are grouped into five categories: Teacher courses, Classes, Students, Staff, and Family members.
Note: Changing sync settings does not affect syncs that are already under review or completed.
3. Map subjects
Subject mapping links Synergtic subjects to their Toddle equivalents. When the sync creates a course for each Synergetic class, it uses this mapping to automatically assign the correct subject to each course in the sync report.
Whether this step is required depends on your school’s academic setup on Toddle:
Subject-based setup- Subject mapping is required. This is common for most primary schools and middle schools.
Course-based setup- Subject mapping is optional. You can skip this step or complete it partially if needed. Any subjects not mapped will appear blank in the sync report.
Open Subjects mapping and click Fetch data. Map each Synergetic subject to its matching Toddle subject from the dropdown, then click Save to apply.
Note: Each Synergetic subject can be mapped to only one Toddle subject.
4. Map existing roster
If your school created entities such as classes, students, staff, or family members manually in Toddle before setting up the sync, and the same entities also exist in Synergetic, use this section to link them. This prevents the sync from creating duplicate records.
Open Mapping → Existing roster mapping and click Fetch data. Map each Toddle entity to its matching Synergetic counterpart across the relevant tabs.
Note: The Teacher courses tab allows you to map any teacher courses already created manually on Toddle to their corresponding Synergetic classes using the Synergetic course dropdown. The Synergetic courses are essentially the classes that come from the SIS. The Course codes tab is not applicable for this setup, as no course codes are fetched from Synergetic.
5. Initiate the sync
Once the pre-sync configuration is complete, navigate to the Dashboard and click Sync in the top-right corner.
Toddle creates a new sync entry with the status Fetching data from Synergetic. During this stage, the system pulls data from your Synergetic portal. Once Toddle finishes fetching, the status changes to Awaiting approval, and a Review button appears.
Toddle also sends an email notification from Syncbot via Toddle to you (the initiator), informing you that the sync is ready for review.
The email subject follows the format “[Action required] Roster sync with Synergetic for [school] is ready for review” and includes a Go to dashboard button that takes the recipient directly to the sync report.
6. Review the sync report
Click Review to open the sync report. The report displays changes across multiple tabs. Once you enter a sync report, it displays entities across multiple tabs:
Overview: shows a summary table of what the sync will add, edit, archive, or exclude for each entity type.
Added: entities new to Toddle that the sync will create.
Edited: entities the sync will update, either because of changes from Synergetic or because of manual changes on Toddle that Synergetic does not reflect.
Note: During the first-time sync, any student profile information is synced automatically, but the sync report does not visually show these fields. In later syncs, if any of the profile information changes in the SIS, those updates appear under the Edited sub-tab within the Student tab.
Archived: entities that will no longer be visible in Toddle once you accept the sync. This happens in two scenarios:
Data was created manually in Toddle, and the corresponding data is not coming through Synergetic. Unless you map the manually created data to its Synergetic counterpart using Existing roster mapping, the sync archives it.
The sync originally created the data, and it has since become inactive in Synergetic. The sync archives it on Toddle to reflect that change.
Excluded: entities you added to either the Toddle exclusion or the Synergetic exclusion list. The sync skips these.
Teacher courses: lists all courses the sync will create - one for each Synergetic class. Toddle pre-fills Grade(s), Subject(s), and Subject group where applicable, based on the subject mapping you configured. These fields can be manually updated if needed. The following fields are not synced from Synergetic and must be filled in manually for each course:
Course code- select from the dropdown; course codes must be pre-created on Toddle
Grading period(s)- select one or more specific grading periods, or enable the All year checkbox to apply the course across all grading periods
Course type (MYP only)- select subject-specific or interdisciplinary
Response language (DP only)- this is applicable when the language is not English
Level (DP only)
Classes: lists all classes the sync will add, edit, or archive, along with their students and staff assignments. For this setup, the Teacher course for each class is pre-filled based on the Synergetic class it was created from, but it can be manually updated if required.
Students: lists all students the sync will add, edit, or archive, along with their grade, mapped classes, and year group. You can update the Year group manually if needed. All other columns are read-only.
Note: The sync only includes students assigned to at least one class in Synergetic.
Staff: lists all staff members the sync will add, edit, or archive, along with the classes they are mapped to. This tab is read-only.
By default, the sync assigns synced staff the Basic account user role at the account level, the Class Teacher role at the school level, and the Course editor role at the course level.
The sync only includes staff members assigned to at least one class in Synergetic. Administrators and other non-teaching staff, such as IT and library staff, need to be created manually in Toddle.
Family members: lists all family members the sync will add, edit, or archive, along with the students they connect to. This tab is read-only.
Note: The sync does not include family members by default. Most schools prefer to send family members an invite email first so they can connect to their child. If you want the roster sync to include family members, you can request your Toddle buddy. Once family members are synced, they are directly connected to Toddle using their registered email ID in Synergetic and can access the child they are mapped to. No email invitations are sent to them separately.
One course to many classes sync
In this setup, courses are created manually on Toddle before the sync runs. Refer to the steps below to ensure a successful sync on Toddle:
1. Prerequisites
Before running the sync, the following must be configured in Toddle from the admin portal:
Teacher courses- Create courses from the admin portal before running the sync. The sync workspace does not manage course fields for this setup - the required entities must all be configured during course creation. The following must be set up before creating courses:
Grade levels and year groups- Toddle pre-creates and maps year groups and grade levels based on your school structure. The grade level(s) can then be selected during course creation.
Course codes- Create course codes from the admin portal. They can then be assigned to each course during course creation.
Subjects (for subject-based setup on Toddle)- Create subjects from the admin portal. They can then be assigned to each course during course creation.
Grading periods- Configure grading periods from the admin portal. You can then assign one or more grading periods to each course during course creation.
Note: The teacher courses must be created only after your school has provided the exact course structure they require on Toddle. In this case, the Toddle team typically creates the courses and ensures they are correctly mapped to the respective Synergetic classes in the sync report.
The following must be in place in Synergetic:
Class assignments- all students and staff must be assigned to at least one class in Synergetic; users without class assignments cannot be created through the sync
2. Configure sync settings
Before initiating the sync, review the sync settings to control how the sync creates, updates, archives, or preserves data. Open Settings from the left sidebar. For this setup, the relevant settings categories are Classes, Students, Staff, and Family members.
Note: The Teacher courses settings category does not apply to this setup. Changing sync settings does not affect syncs that are already under review or completed.
3. Map existing roster
If your school created entities such as classes, students, staff, or family members manually in Toddle before setting up the sync, and the same entities also exist in Synergetic, use this section to link them. This prevents the sync from creating duplicate records.
Note: The Course codes tab is not applicable for this setup, as no course codes are being fetched from Synergetic. The Teacher courses tab is also not applicable, as course-to-class mapping is done within the Classes tab of the sync report, as explained later in the article.
4. Initiate the sync
Once the pre-sync configuration is complete, navigate to the Dashboard and click Sync in the top-right corner.
Toddle creates a new sync entry with the status Fetching data from Synergetic. During this stage, the system pulls data from your Synergetic portal. Once Toddle finishes fetching, the status changes to Awaiting approval, and a Review button appears.
Toddle also sends an email notification from Syncbot via Toddle to you (the initiator), informing you that the sync is ready for review.
The email subject follows the format “[Action required] Roster sync with Synergetic for [school] is ready for review” and includes a Go to dashboard button that takes the recipient directly to the sync report.
5. Review the sync report
Click Review to open the sync report. The report displays changes across multiple tabs.
Overview: shows a summary of what the sync will add, edit, archive, or exclude for each entity type. This tab works the same as explained in the previous setup.
Note: The Teacher courses row will not be populated for this setup, since courses will be pre-existing and not created via the sync.
Classes: lists all classes the sync will add, edit, or archive, along with their students and staff assignments. For each class, use the Teacher course column dropdown to select which Toddle course the class should be mapped to.
Each class can be mapped to only one teacher course.
A single teacher course can be mapped to multiple classes.
If a teacher course does not appear in the dropdown, it must be created from the admin portal and then be mapped here.
The Students, Staff, and Family members tabs work the same as explained in the previous setup.
Review and accept the sync
For both setups, you can:
Exclude a specific item from the current sync using the three-dot actions menu for it.
Note: Excluded items will appear greyed out. You can add them back to the sync at any time using the same three-dot menu.
Use the Changes filter at the top to switch between All entries and those with Required actions. Select Required actions to view only the rows that require manual input, allowing for easy identification.
After reviewing the sync report and completing all required mappings, you can either accept or reject the sync.
Action | When to use | What happens | Next steps |
✅Accept sync | The sync report is accurate and matches your Synergetic data | All changes shown in the sync report are applied to Toddle | Review carefully before accepting. Once accepted, the subject mapping cannot be modified. |
❌Reject sync | There are discrepancies or data needs to be corrected in Synergetic | No changes are applied to Toddle | Update the data in Synergetic, run the sync again, or contact your Toddle buddy |
Note: The Accept sync button stays disabled until you fill in all required fields across the tabs. Any manual mappings configured during the sync are preserved and carried forward in future syncs. Toddle does not overwrite these mappings unless a new change requires your review or you manually update the mapping again.
Set up a daily sync
Once you accept the first sync, you can enable a daily sync to keep Toddle data updated with changes from Synergetic. The daily sync runs at a scheduled time and updates data from the previous 24 hours.
To enable the daily sync, toggle the Daily sync switch in the header of the dashboard.
Click the settings icon next to the toggle to configure:
Daily sync time - select the time the sync should run each day
Sync administrator(s) - add one or more administrators to receive email notifications about the sync status
Administrators added to the Daily sync settings receive one email per sync about the sync status for each school. By default, Toddle sends emails for successful syncs, failed syncs, and syncs that require review, as shown in the screenshots below.
Note: If you prefer to receive notifications only when a sync fails or requires review, ask your Toddle buddy to update this for you.
When a daily sync stops
A daily sync may stop for one of two reasons: it fails, or it pauses awaiting your approval.
Scenario 1: Sync failure
The sync status changes to Failed. This usually happens for one of two reasons:
API response failure: Synergetic does not respond during the sync. Re-running the sync usually resolves the issue. If it persists, reach out to your Toddle buddy.
Credential or API permission changes: If anyone has updated the Synergetic permissions, the existing credentials may no longer be valid. Share updated credentials with your Toddle buddy. The Toddle team updates the credentials, after which you can re-run the sync.
Note: Reach out to your Toddle buddy if your sync fails.
Scenario 2: Sync awaiting approval
The sync status changes to Awaiting approval, implying that the sync has been completed successfully and is paused for admin review. Two common reasons:
Required fields need manual input: A newly added class or course in the sync may need fields such as subject, level, or grading period before you can accept it. Open the sync report, complete the required mappings across the relevant tabs, and then accept or reject the sync.
The sync detected archived data: If the sync marks classes, students, or staff for archiving, it pauses for review. The Archived column on the Overview tab shows the number of entities Toddle will archive if you accept the sync. Open each tab with a non-zero count, review the entities, and confirm before accepting. If something looks incorrect, click Reject, verify the data in Synergetic, and run the sync again.
Note: By default, the sync pauses when it finds 1 archived record. If your school regularly archives more records and you would like to increase this limit (up to 10), please contact your Toddle buddy.
Note: If the sync for one school is pending review, all daily syncs across the account are paused until it is cleared.
Manage exclusions
The exclusion list lets you exclude specific entities from the sync in two directions: Toddle exclusion and Synergetic exclusion. Changes to either exclusion list take effect on the next sync run and do not retroactively change syncs that are under review or accepted.
Toddle exclusion
This section allows for retaining data created manually in Toddle that does not exist in Synergetic. Adding entries here ensures the sync does not archive them. This is useful for manually created classes, students, or other data managed outside Synergetic.
To manage the Toddle exclusion list, open Toddle exclusion, switch to the relevant tab, and click Add in the top-right. This pulls in data created directly in Toddle, from which you can select the items to exclude. You can also remove items if you want them to be eligible for the next sync you initiate.
Synergetic exclusion
This section allows skipping data coming from Synergetic that should not be created in Toddle. This is useful for classes, students, or staff who are not relevant to Toddle.
To manage the Synergetic exclusion list, open Synergetic exclusion, switch to the relevant tab, and click Add in the top-right. This pulls the latest Synergetic data that is synced, from which you can select the items to exclude. You can also remove items if you want them to be eligible for the next sync you initiate.
Set up sync for a new academic year
At the start of a new academic year, the academic year transition follows a specific flow. Notify your Toddle buddy once you have updated your Synergetic instance with the new academic year data. Your buddy will then raise a request with the Toddle team.
Note: Students, staff, and family members are carried forward into the new academic year - they do not need to be re-created. Classes are not carried forward; new classes are created by the sync. For the class as course setup, new courses are also created by the sync; for the one course to many classes sync, courses must be created manually on Toddle before the sync runs.
The Toddle team will:
Create the new academic year in Toddle
Move all staff, students, and family members to the new academic year, without assigning them to classes at this stage
Run the first sync for the new academic year
During this sync:
The sync creates new classes
The sync assigns existing users to classes as per Synergetic data
The sync adds new users and their enrollments
The sync adds family members for new students
The sync automatically archives users who are no longer active in Synergetic.
After the sync completes, you can review the changes and accept the sync. If you notice any discrepancies, reach out to your Toddle buddy for support.
For DP:
During the academic year transition, the previous year’s DP1 classes transition to the new academic year as DP2 classes, retaining their titles and enrollments.
During the first sync, map new DP2 classes from Synergetic to the existing DP2 classes using the Existing roster mapping option. Once you accept the sync, Toddle updates class titles and enrollments based on the latest Synergetic data.
Frequently asked questions
Q. What is the difference between the ‘class as course sync’ and the ‘one course to many classes sync’?
In the class as course sync, the sync automatically creates one Toddle course for each Synergetic class at the time of syncing - no manual course creation is needed. In the one course to many classes sync, courses are created manually on Toddle before the sync runs. A single course can then be mapped to multiple Synergetic classes. The setup your school uses is configured by the Toddle team based on your sync requirements.
Q. How can I prevent the sync from archiving manually created classes, students, or staff in Toddle?
There are two options. Enable the Preserve [entity] created on Toddle setting in the relevant settings category to protect all manually created entities of that type. Alternatively, add specific entities to the Toddle exclusion list for more granular control. For example, a non-teaching staff member created manually in Toddle stays protected when you add them to the Staff exclusion list.
Q. What should I do if I encounter an error while uploading the credentials to Synergetic?
Do not retry uploading the same file. Share a screenshot or description of the error with your Toddle buddy. Depending on your Synergetic version or configuration, modified credentials may need to be generated for your school.
Q. Can I test the integration before running it on my school’s live data?
Yes. This is particularly useful for a first-time setup. Ask your Toddle buddy to set up a separate test space where you can run the sync, review the results, and confirm that everything looks correct, all without affecting your school’s actual Toddle data.
Q. How long does a sync typically take?
Most syncs complete within 15 minutes. Avoid making changes to roster data in either system while a sync is in progress. Larger datasets may take slightly longer.
Q. Can I request custom fields to be synced from Synergetic?
Yes, if your school needs additional student profile fields synced, reach out to your Toddle buddy with the specific requirements. They will confirm feasibility and include those fields in your sync.
For more on managing your school’s data after the sync, refer to these articles.
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