Securly Sync User Guide

Securly Sync UI - Customer Guide

A guide for K-12 district IT administrators to view and validate your synced SIS data.

Overview
Logging In
Getting Started
Data Readiness
Data Validation Reference
Data Viewer
Coming Soon
Glossary
Troubleshooting
Feedback

Overview

Securly Sync UI allows you to:

Check data readiness for Securly products before rollout
Generate reports that highlight missing or incomplete data from your SIS
Browse synced entities to verify student, staff, class, and enrollment data
Download CSV exports for detailed analysis and remediation

The data shown in Sync UI comes directly from your Student Information System (SIS) through Securly's rostering integration.

Logging In

Sync UI currently supports login through Google Identity Provider (IDP) only.

Security Requirement: Access to Sync UI requires Multi-Factor Authentication (MFA). By accessing this application, you have confirmed with Securly that your Google account is protected by MFA.

Need to add additional users from your district? Contact support@securly.com to request access for other team members.

Getting Started

When you log in, you'll be automatically directed to the Data Readiness page for your district. Your district identifier is pre-assigned to your account.

Data Readiness

Data Readiness helps you verify that your synced data is complete and properly formatted for Securly products.

Creating Reports

From the Data Readiness page, click New Readiness Report to generate a fresh analysis of your district's data. The report queues immediately and processes in the background.

Reports appear in the table below, sorted with the newest first. Each report shows:

Report ID - Unique identifier
Queued - When the report was requested
Status - Queued, Processing, or Completed

Filtering by Product

Use the For Product dropdown to filter results for a specific Securly product. This is helpful when troubleshooting issues with a particular product.

Available filters:

All Products (default)
AI Chat
Aware
Classroom
Discern
Filter
Flex
Home
On-Call
Pass
Reveal
Rhithm

Viewing Report Summary

Click View on any completed report to expand the summary. This shows aggregate counts for each data validation check, giving you a quick overview of potential issues.

Downloading Reports

Click the download icon to export the report as a CSV file. The export includes user-level details for each data readiness issue, allowing you to:

Share with your SIS team for remediation
Filter and sort in Excel or Google Sheets
Track progress on data cleanup over time

Tip: Select a product filter before downloading to get a focused export for that specific product.

Interpreting Your Results

The Data Readiness Report highlights missing or incomplete data so you can improve data quality over time. However, some entries may appear as "errors" but don't require action.

When "Errors" Are Not Actionable

After you remove or modify records in your SIS (such as deleting a guardian or changing relationships), Securly Sync stops using those records. In some cases, relationship rows tied to removed records may still appear in the report.

Examples of non-actionable entries:

Guardian-related rows for guardians you've already removed from your SIS
"Missing data" issues (like missing email/phone) for guardians you no longer use
Relationship rows pointing to records that no longer exist

These entries are informational noise and don't prevent data from flowing correctly.

Recommended Approach

Focus on patterns you recognize - Prioritize entries that map to active schools, students, and guardians in your SIS.
De-emphasize orphaned relationships - If a row references a guardian or relationship you've already removed, treat it as informational rather than a blocker.
Cross-check in Data Viewer - If you're unsure whether an entry represents a real issue:
- Look up the student or guardian in Data Viewer
- Confirm whether the record matches your current SIS configuration
- If everything looks correct in Data Viewer, the readiness row is likely non-actionable

What to Prioritize

Use Data Readiness to identify:

Guardians missing email addresses (when those emails should exist)
Students without any guardian relationships (when your SIS should have them)
Missing required fields for active users

You can also use Data Readiness to confirm that core entities are syncing correctly:

Classes - Verify your class sections are present and properly linked
Orgs - Confirm all schools in your district are synced
Enrollments - Check that student and teacher enrollments exist for your classes

Expect some false-positive rows during periods of heavy data cleanup (end-of-year rollover, school restructuring, bulk guardian changes).

Have questions about specific entries? Email support@securly.com with examples from your export.

Data Validation Reference

This section explains each validation check in the Data Readiness Report, what it means, and how to resolve issues.

User Validations

Student

Student Has No Email

Affected Products: All
Description: A student record exists but has no email address. All Securly products rely on email to identify students.
Needs to be fixed: Yes
How to fix: If this number is large, the email field may be missing from your SIS export or mapped incorrectly. If the number is small, it's likely a data entry issue. Update the information in your SIS and run another sync.

Student Has No Guardians

Affected Products: Home, On-Call
Description: Student guardians are used to grant access in Home and link contact information in On-Call.
Needs to be fixed: Yes
How to fix: If this number is large, the augmentation may not be set up correctly or matching properly. If smaller, the guardian relationship is missing for specific students. Update your SIS and run another sync.
Note: This metric counts student-guardian relationships. One guardian with two children counts as 2.
Known Issue: Soft deletes may appear as errors. If the email is empty or the SourcedId starts with securlyinternal:, this can be ignored.

Student Email Used for Multiple Users

Affected Products: All
Description: All products expect each student email to map to exactly one student. Email addresses cannot be shared.
Needs to be fixed: Yes
How to fix: If this number is large, there may be an incorrect field mapping (often a misnamed column header). If small, it's likely a data entry issue. Update your SIS and run another sync.

Teacher

Teacher Email Used for Multiple Users

Affected Products: All
Description: All products expect each teacher email to map to exactly one teacher.
Needs to be fixed: Yes
How to fix: Check for incorrect field mappings or data entry issues. Update your SIS and run another sync.

Administrator

Admin Email Used for Multiple Users

Affected Products: All
Description: All products expect each admin email to map to exactly one admin.
Needs to be fixed: Yes
How to fix: Check for incorrect field mappings or data entry issues. Update your SIS and run another sync.

Guardian / Parent

Guardian Has No Address

Affected Products: On-Call
Description: On-Call will be unable to share address information when working a case.
Needs to be fixed: Yes
How to fix: If this number is large, the augmentation may not be set up correctly. If smaller, the address is missing for specific guardians. Download the list and update your SIS.
Note: This metric counts student-guardian relationships. One guardian with two children counts as 2.
Known Issue: Soft deletes may appear as errors. If the email is empty or the SourcedId starts with securlyinternal:, this can be ignored.

Guardian Has No Email

Affected Products: On-Call, Home
Description: Home uses email for guardian login. Guardians without email cannot log in. On-Call also uses email to identify guardians.
Needs to be fixed: Yes
How to fix: If this number is large, check your augmentation setup. If smaller, the email is missing for specific guardians. Download the list and update your SIS.
Note: This metric counts student-guardian relationships. One guardian with two children counts as 2.

Class Validations

Terms Link Exists

Some sync configurations (like RosterStream's maximal compatibility mode) may not include term links for classes.

Courses Link Exists

Some sync configurations may not include course links for classes.

Enrollment Validations

Teacher Enrollments Exist

Verifies that teacher enrollments are present. Some advanced settings may affect this.

Student Enrollments Exist

Verifies that student enrollments are present.

End Date Exists

End dates are important for rollover and archiving functionality.

Data Viewer

Data Viewer lets you browse the actual synced data for your district to verify records and troubleshoot issues.

Browsing Entities

Select an entity type from the dropdown:

Users - Student and staff accounts
Enrollments - Class enrollment records
Classes - Class/section information
Courses - Course catalog entries
Academic Sessions - School years, terms, semesters
Demographics - Student demographic data
Orgs - Schools and organizational units

Click View Data to load records. Results display 100 records per page with pagination controls.

Search and Filtering

Each entity type has specific search fields to help you find records:

Entity	Search Fields
Users	Securly Internal ID, Role, Email, Securly Internal Org ID
Enrollments	Securly Internal ID, Role, Securly Internal Class ID, Securly Internal User ID
Demographics	Securly Internal ID, Role
Classes	Securly Internal ID
Courses	Securly Internal ID
Academic Sessions	Securly Internal ID
Orgs	Securly Internal ID

Common search workflows:

Find a user's enrollments:
- Search Users by Email to find the user
- Copy their Securly Internal ID
- Switch to Enrollments, search by Securly Internal User ID
Find students in a class:
- Search Classes to find the class
- Copy the Securly Internal ID
- Switch to Enrollments, search by Securly Internal Class ID
Find users at a school:
- Search Orgs to find the school
- Copy the Securly Internal ID
- Switch to Users, search by Securly Internal Org ID

Viewing Raw Data

Click Show Raw Data on any record to expand the complete JSON data. This reveals all fields synced from your SIS, including:

Unique identifiers (sourcedId)
Status and dates
Role information
Relationship references
Custom metadata

Use raw data to verify specific field values or troubleshoot sync issues.

Entity Reference

Here's what each entity type contains and how they relate:

Entity	Description	Key Fields
Users	Students, teachers, staff, guardians	sourcedId, email, role, status, givenName, familyName, orgs
Enrollments	Links users to classes with a role	sourcedId, user, class, role, status
Classes	Course sections with term/school info	sourcedId, title, course, school, terms, status
Courses	Course catalog entries	sourcedId, title, courseCode, status
Academic Sessions	School years, semesters, terms	sourcedId, title, type, startDate, endDate, status
Demographics	Student demographic information	sourcedId, birthDate, sex, grades
Orgs	Schools and district organizational units	sourcedId, name, type, identifier, status

Relationships:

Users belong to Orgs (schools)
Enrollments connect Users to Classes
Classes reference Courses and Academic Sessions
Demographics link to Users

Coming Soon

User Management for Customers
Soon you'll be able to manage Sync UI access for your district staff directly. Add team members, set permissions, and control who can view your synced data.

Improved Data Viewer
Enhanced usability and more powerful search capabilities to help you find records faster.

Data Readiness Improvements
Usability enhancements to make interpreting and acting on your reports easier.

Sync Administration
New admin functions including:

View sync status
Trigger manual syncs
Set up sync pausing and scheduling

Glossary

Term	Definition
Securly Internal ID	Unique identifier for each synced record (also called sourcedId)
Entity	A type of data record (users, classes, enrollments, etc.)
SIS	Student Information System - The source of your synced data
Data Readiness	Validation status of your synced data for Securly products
Role	User type (student, teacher, administrator, guardian, etc.)
Augmentation	The process of enriching student records with guardian/parent data

Troubleshooting

Common Issues

"No data found" in Data Viewer

The entity type may have no records matching your search
Try removing search filters or selecting a different entity type
Verify the search value is exact (check for extra spaces)

Report shows "No statistics available"

The report may still be processing - click refresh to check status
If completed with no stats, your data passed all validation checks

Downloaded CSV is empty

An empty export means no issues were found for that product filter
This is a good result - your data is ready

Data doesn't match what's in my SIS

Sync typically runs on a schedule - recent SIS changes may not be reflected yet
Contact support@securly.com if data appears significantly outdated

Getting Help

For additional assistance, contact support@securly.com.

Feedback

Your feedback helps us improve Sync UI. If you have suggestions, encounter issues, or want to share how you're using the tool, we'd love to hear from you. Please reach out to support@securly.com.

Last updated: February 2026