Once your service has set up the Xap/Storypark integration, you can set which child profiles are carried over to Storypark (known as syncing).
In this guide learn about:
The default sync between Xap and Storypark
By default, any child labeled as Active under their status in Xap will be available to sync with Storypark:
Children that have an Inactive or Archived label in Xap will not be available to sync in Storypark:
Note: If the child was synced in the past and then later became Inactive or was Archived in Xap, their profile will be archived in Storypark as well.
If a child was not Active during initial setup, but now has bookings within the 8 week time frame ( i.e is now Active in Storypark Manage), they will automatically sync with Storypark and their profile created.
Changing the sync behaviour for inactive children
Some services may want children who are Inactive in Xap to continue to appear in Storypark. For example, when a child leaves a service but educators require a little more time to complete documentation.
In this case, educators can change their service's sync settings regarding Inactive children. To have this option enabled, an admin educator will need to reach out to the Storypark Customer Success team and request to have this option enabled.
Once you have received confirmation from the Customer Succes team that the sync preference for your centre has been changed, from the integrations settings page within Storypark, it will look like this:
❗Important - Changing this setting will have the following effects on how Xap and Storypark integrate as soon as you confirm the switch:
Any child that is Active in Xap and synced with Storypark will remain synced.
Any child that is Inactive in Xap and was previously synced with Storypark will have their profile unarchived in Storypark. If it doesn't exist, a new profile in Storypark will be created.
Any child that is Inactive in Xap that has not been synced before will have a new Storypark profile created automatically.
Subsequent sync runs will keep children that are Active or Inactive in Xap active in Storypark. The only way that children may be archived in Storypark is if they are manually archived in Xap.
Reverting to the default sync
To change back to the default sync setting for Inactive children, educators can switch this from the integrations settings page within Storypark.
❗Important - Changing this setting will have the following effects on how Xap and Storypark integrate as soon as you confirm the switch:
Any child that is Active in Xap will continue to be available on the integrations settings page, and will continue to be in Storypark as well.
Any child that is Inactive in Xap will no longer be available on the integrations settings page, and will be archived in Storypark. If these children remain archived in Storypark and are ever made Active in Xap again, they will be restored.
Sync FAQs
I changed the setting from the default option, but some or all of the children I expected to see synced aren't there.
If you do not have sufficient plan space to add all the required new profiles, we will only sync as many as you have paid for.
We cannot automatically add space to your plan, unfortunately. Please return to your Storypark Account page (under the settings cog), and update the number of paid children to accommodate the expected numbers of new profiles based on the number of Active and Inactive children in Xap.
If you do need further help managing the integration within Storypark, please contact our support team.
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