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Zapier Instant Triggers

This document explains the behaviour of our new Instant Triggers.

 

What are Hook Triggers?

Unlike Polling Triggers, Hook Triggers would send information to Zapier when the hook is called in QuickSchools. Hence, they are referred to (or labeled) as “INSTANT” triggers, since this would instantly trigger the zap.

What Actions within QuickSchools would trigger the Hook? 

Currently, we only support hook triggers for Students, Parents, and Teachers. Specifically, when a new record is created, an existing record is updated, or when the custom fields are updated. Listed below are the cases that would call the hook trigger in Zapier. 

 

New Student Record

The New Student Record [Instant] trigger will be called when one of the following cases are met: 

  • Students Main Table > Save & Continue
  • Students Main Table > Save
  • via Import
  • via API (Zapier Actions included)
  • Online Forms Submission > Enroll Student
  • Online Forms Submissions > Bulk Enroll
  • Admissions - Applications > Update Application Status to Enrolled
  • Admissions - Applications > Bulk Enroll
  • District-Wide Students tab > Pre-Enroll into School

The following default fields are returned in the Payload:

  • Student ID
  • Student Number
  • Enrollment Date
  • Class (Grade Level) ID
  • Class (Grade Level) Code
  • Class (Grade Level)
  • Homeroom Name
  • Homeroom Teacher
  • Full Name
  • Preferred Name
  • Birthdate
  • Gender
  • Nationality
  • Student Home Address
  • City
  • State
  • Zip Code
  • Country
  • Home Phone
  • Cell Phone
  • Fax
  • Email Address
  • Username
  • Updated Date
  • Has Left?
  • Has Graduated?
  • Is Pre-Enrolled?
  • Is Expelled?
  • Deleted?
  • School Code

The following fields are returned if there is a value available:

  • Student Tags
NOTE: 
  • For the District-Wide Students tab > Pre-Enroll into School, the new student record is created as Pre-Enrolled in QuickSchools, but the Hook Payload will show as “isPreEnrolled: false”

 

Updated Student Record

The Updated Student Record [Instant] trigger will be called when one of the following cases are met: 

  • Student Profile > Change Regular Enrollment to Pre-Enrolled
  • Set Student as Pre-Enrolled via API (Zapier Actions included)
  • Student Profile > Update Student Record
  • Update Student via API (Zapier Actions included)
  • Update Students via Import
  • Student Profile > Delete Student
  • Students Main Table> Bulk Delete Students
  • Delete Student via API (Zapier Actions included)
  • Pre-Enrolled Students > Bulk Clear Pre-Enrollment
  • Student Profile > Student has Graduated
  • Students Main Table> Bulk Set Students as have Graduated
  • New Year and Semester Activation > Students have Graduated
  • Student Profile > Student has Left
  • Students Main Table > Bulk Set Students as have Left
  • Student has Left via API (Zapier Actions included)
  • Student Profile > Student has been Expelled
  • Students Main Table> Bulk set Students as have been Expelled
  • Student Profile > Change Pre-Enrollment to Regular Enrollment
  • Pre-enrolled Students > Bulk Change to Regular Enrollment
  • Re-Enroll Student from Pre-Enrollment via API (Zapier Actions included)
  • Student Profile > Undelete Student
  • Student Profile > Re-Enroll Student that has Left
  • Re-Enroll Students that have Left via Import > Reactivate if Inactive
  • Re-Enroll Student that has Left via API (Zapier Actions included)
  • Student Profile > Re-Enroll Student that has Graduated
  • Re-Enroll Students that have Graduated via Import > Reactivate if Inactive
  • Re-Enroll Student that has Graduated via API (Zapier Actions included)
  • Student Profile > Re-Enroll Expelled Student

The following default fields are returned in the Payload:

  • Student ID
  • Student Number
  • Enrollment Date
  • Class (Grade Level) ID
  • Class (Grade Level) Code
  • Class (Grade Level)
  • Homeroom Name
  • Homeroom Teacher
  • Full Name
  • Preferred Name
  • Birthdate
  • Gender
  • Nationality
  • Student Home Address
  • City
  • State
  • Zip Code
  • Country
  • Home Phone
  • Cell Phone
  • Fax
  • Email Address
  • Username
  • Updated Date
  • Has Left?
  • Has Graduated?
  • Is Pre-Enrolled?
  • Is Expelled?
  • Deleted?
  • School Code

The following fields are returned if there is a value available:

  • Student Tags
NOTE: 
  • To and From values are returned in the payload for all fields where changes were made. However, a To and From output field is available for all fields in the Zap Editor when building the zap
  • Only the “id” and “schoolCode” field will not return a To and From value

 

Updated Student Custom Fields

The Updated Student Custom Fields [Instant] trigger will be called when one of the following cases are met: 

  • Student Profile > Update Custom Field values
  • Update Custom Field values via API (Zapier Actions included)

The following default fields are returned in the Payload:

  • Student ID
  • Custom Fields
  • School Code
NOTE: 
  • An Updated Date is returned for the performList only
  • To and From values are returned in the payload for custom fields where changes were made. However, a To and From output field is available for all custom fields in the Zap Editor when building the zap
  • If a new custom field is created after the zap has been published, you would need to reconfigure the zap in order for this to be included in the succeeding actions.

 

New Parent Record

The New Parent Record [Instant] trigger will be called when one of the following cases are met: 

  • Student Profile > Add Parent
  • via Import (Adding/Updating Students) > Add Parents
  • Add Parents via API (Zapier Actions included)

The following default fields are returned in the Payload:

  • Parent ID
  • Full Name
  • Address
  • City
  • State
  • Zip Code
  • Country
  • Cell Phone
  • Home Phone
  • Relationship to Student
  • Email Address
  • Updated Date
  • Is Deleted?
  • School Code
NOTE: 
  • For the District-Wide Students tab > Pre-Enroll Student into School, the New Parent Record hook is called IF the pre-enrolled student already has a parent record on file.

 

Updated Parent Record

The Updated Parent Record [Instant] trigger will be called when one of the following cases are met: 

  • Student Profile > Update Parent
  • Update Parent via API (Zapier Actions included)
  • Student Profile > Delete Parent

The following default fields are returned in the Payload:

  • Parent ID
  • Full Name
  • Address
  • City
  • State
  • Zip Code
  • Country
  • Cell Phone
  • Home Phone
  • Relationship to Student
  • Email Address
  • Updated Date
  • Is Deleted?
  • School Code
NOTE: 
  • To and From values are returned in the payload for all fields where changes were made. However, a To and From output field is available for all fields in the Zap Editor when building the zap
  • Only the “id” and “schoolCode” field will not return a To and From value

 

Updated Parent Custom Fields

The Updated Parent Custom Fields [Instant] trigger will be called when one of the following cases are met: 

  • Student Profile > Update Parent Record > Update Custom Field values
  • Update Custom Field values via API (Zapier Actions included)

The following default fields are returned in the Payload:

  • Parent ID
  • Custom Fields
  • School Code
NOTE: 
  • An Updated Date is returned for the performList only
  • To and From values are returned in the payload for custom fields where changes were made. However, a To and From output field is available for all custom fields in the Zap Editor when building the zap
  • If a new custom field is created after the zap has been published, you would need to reconfigure the zap in order for this to be included in the succeeding actions.

 

New Teacher Record

The New Teacher Record [Instant] trigger will be called when one of the following cases are met: 

  • Teachers Main Table > Add Teacher
  • Add Teacher via API (Zapier Actions included)
  • via Import

The following default fields are returned in the Payload:

  • Teacher ID
  • Employee Number
  • Employment Date
  • Title
  • Full Name
  • Initials
  • Preferred Name
  • Birthdate
  • Gender
  • Nationality
  • Marital Status
  • Spouse Full Name
  • Address
  • City
  • State
  • Zip Code
  • Home Phone
  • Cell Phone
  • Email Address
  • Updated Date
  • Deleted?
  • Has Resigned?
  • School Code

 

Updated Teacher Record

The Updated Teacher Record [Instant] trigger will be called when one of the following cases are met: 

  • Teacher Profile > Update Teacher
  • Update Teacher via API (Zapier Actions included)
  • via Import
  • Teacher Profile > Delete Teacher
  • Teacher Main Table > Bulk Delete Teachers
  • Teacher Profile > Teacher has Resigned
  • Teacher Profile > Undelete Teacher
  • Teacher Profile > Reinstate Teacher

The following default fields are returned in the Payload:

  • Teacher ID
  • Employee Number
  • Employment Date
  • Title
  • Full Name
  • Initials
  • Preferred Name
  • Birthdate
  • Gender
  • Nationality
  • Marital Status
  • Spouse Full Name
  • Address
  • City
  • State
  • Zip Code
  • Home Phone
  • Cell Phone
  • Email Address
  • Updated Date
  • Deleted?
  • Has Resigned?
  • School Code
NOTE: 
  • To and From values are returned in the payload for all fields where changes were made. However, a To and From output field is available for all fields in the Zap Editor when building the zap
  • Only the “id” and “schoolCode” field will not return a To and From value

 

Updated Teacher Custom Fields

The Updated Teacher Custom Fields [Instant] trigger will be called when one of the following cases are met: 

  • Teacher Profile > Update Custom Field values

The following default fields are returned in the Payload:

  • Teacher ID
  • Custom Fields
  • School Code
NOTE: 
  • An Updated Date is returned for the performList only
  • To and From values are returned in the payload for custom fields where changes were made. However, a To and From output field is available for all custom fields in the Zap Editor when building the zap
  • If a new custom field is created after the zap has been published, you would need to reconfigure the zap in order for this to be included in the succeeding actions.

 

District-Wide vs. School Specific Hooks

Our Hook [Instant] triggers support both School Specific and District-Wide API Keys

API Keys can be generated in our App Developer Console

 

District-Wide

If a school is part of a Grouped School in QuickSchools, you have an option to use a single API Key to access information for all schools within the district. 

 

You can set the API Key to have district=wide access by toggling the “HAS ACCESS TO ALL SCHOOLS?” option to “Yes”

 

If a district-wide API Key is used for our Zapier Hook [Instant] Trigger, the following is observed: 

  • performList (Test Trigger Results) will return the 3 latest record from all schools within the district
  • Subscribing to the hook will only be done once, but calling the hook is applied to all schools in the district

School Specific

If a school is not part of a Grouped School in QuickSchools, by default, the API Key is school-specific. 

 

If a school would want to use the API Key for a specific school within the grouped school, they would just need to keep the “HAS ACCESS TO ALL SCHOOLS?” option to “No”

NOTE: 
  • If a school within the district is subscribed to the hook with its own API Key, updates to this school will not call the zap where the district-wide access school is subscribed to
    • Example: [schoola] and [schoolb] is within the same district;
      • [schoola] is subscribed to a hook using its own apiKey, while [schoolb] is subscribed to a hook using an apiKey that has access to all schools
      • when changes are made in [schoola], this will call the zap that [schoola] is subscribed to; any changes to the other schools will call the zap that [schoolb] is subscribed to

 

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