Once sync is on, three things happen: profile changes in one system update the other, newly enrolled students (and their activated parents) are created, and withdrawn or graduated students are archived. Deletions do not sync. To keep data under control, restrict who can edit core profile fields in both ManageBac+ and OpenApply.
For administrators managing data once ManageBac+ and OpenApply sync is running: what syncs, what does not, and how to fix common problems.
| What happens | When |
|---|---|
| User update | A user's details (for example, phone number) change in one system and transfer to the other. |
| User creation | A student is Enrolled in OpenApply for the present academic year or earlier: an account is created on ManageBac+ with their parents. New students created on ManageBac+ sync to OpenApply as Enrolled. |
| User archive | A student is marked Withdrawn or Graduated in either system: they are archived on the next sync, with their parents if the parents have no other active children at the school. |
| Deletions | Not synced. |
We strongly encourage you to work with our support team to review access and edit rights for all users in both systems, check where parents can edit core fields on your OpenApply forms, and agree a best practice process for updating data.
User update
When a user's details are updated in ManageBac+ or OpenApply, the change syncs to the other system. Review access and permissions in both systems so these changes stay controlled.
Who can change sync fields in ManageBac+
By default, all users on ManageBac+ can change data in the core sync fields:
- Administrators: can view and edit all data.
- Teachers: can update student profiles if they have edit access.
- Parents: can update their own profile if they have edit access.
- Students: can update their own profile if they have edit access.
If sync is on, we strongly recommend locking down access and permissions for teachers, parents and students. See Settings > Security & Permissions in ManageBac+, and Managing User Permissions & Security.
Who can change sync fields in OpenApply
Administrators with the Create, Edit and Delete applicant profiles permission. Review staff permissions in Settings > Staff Directory.
Parents, who can edit these core fields at any time in Manage Your Profile > Edit Profile: First Name, Last Name, Gender, E-mail, Profile Photo, Home Street Address 1, Home Street Address 2, City, State, Postal Code and Country.
Parents through forms, when student information is unlocked and directly editable, or when parents complete any form that includes sync fields. For example, during re-enrolment a parent may update their address. Once saved in OpenApply, the change syncs to ManageBac+.
User creation
A new enrolled student in OpenApply
The student must be enrolled for the present academic year (or an earlier one) and have parents.
| Who | Syncs to ManageBac+ if |
|---|---|
| Student | Student ID is valid and unique, and student email is valid and unique. |
| Parent | Parent email is valid and unique, and the parent has an activated OpenApply account. See how to activate parent accounts. |
If the parent already exists in ManageBac+:
- If all details match, the accounts link automatically. This is most common with siblings. For example, Anne already has a ManageBac+ account because her daughter Chloe is enrolled. When Chloe's brother Samuel enrols, Anne's account is updated to show the extra child.
- If the details do not match, the account is flagged as a duplicate and not linked. Samuel syncs to ManageBac+ as an enrolled child without a mother. Resolve the duplicate in the admin console.
Student or parent not syncing? In ManageBac+, go to Settings > School Directory, select the three dots and choose Export Students & Parents. Search the file for the Student ID and email address. Usually the email address is already taken (often by an existing parent) or the student already exists and is archived. Email addresses with accent marks are not accepted by ManageBac+.
A new student or parent in ManageBac+
- New student: syncs to OpenApply as an Enrolled student with a basic profile.
- New parent: syncs to OpenApply with a basic profile. The parent account then needs to be activated.
In ManageBac+, all administrators can create students and parents. In OpenApply, any administrator with the ability to create, edit and delete can create accounts and change applicant statuses.
User archive
Changes made in ManageBac+
| In ManageBac+ | What happens |
|---|---|
| A whole year group is archived through Edit Group Settings (most common at graduation) | All students in the year group are archived and marked Graduated with the archive date. Their status updates in OpenApply on sync. |
| A student is marked Withdrawn | The status updates in OpenApply on sync. |
| A parent is archived | Nothing happens in OpenApply. |
| A student is Withdrawn or Graduated | Parents with no other active children in ManageBac+ are archived automatically. If at least one child is still enrolled, the parent stays active. For example, if Chloe graduates but Samuel is still enrolled, their parents keep their ManageBac+ accounts. |
OpenApply never archives parents. When they sign in to OpenApply, parents still see student statuses and any forms the school requests, such as alumni forms.
Changes made in OpenApply
When a student is marked Graduated or Withdrawn in OpenApply, they are archived in OpenApply. On sync, the date and status update in ManageBac+.
Deletions
Sync does not support deletions. Once a day, the system checks for deleted users and stops syncing them.
I created a student in ManageBac+ by mistake and they synced to OpenApply. Can I delete them?
Deleting the student in ManageBac+ does nothing in OpenApply; the remaining profile is simply excluded from sync. The same is true the other way round. Delete the student directly in both systems.
A student synced from ManageBac+ to OpenApply and I deleted them in OpenApply by accident
Nothing happens to the ManageBac+ profile, but it is excluded from further sync. The same is true the other way round. If you need sync turned back on for this student, contact us and we will re-enable it manually.
Frequently asked questions
Students
I enrolled a student in OpenApply more than two hours ago and they are not in ManageBac+
Check that in OpenApply the student:
- has a first and last name
- has a valid, unique email address (not a parent's email)
- has a valid Student ID
- is marked as enrolled with a current enrolment date
- is enrolled in a current academic year
If the student email or ID is already used on ManageBac+, the student will not sync.
A new student synced to ManageBac+ but information is missing
Check that your forms use the correct global fields. Custom fields are not synced.
A new student synced to ManageBac+ but did not get a welcome email
Welcome emails are not sent automatically. Send them from Settings > School Directory.
Parents
New students synced, but their parents are missing
Only parents with activated OpenApply accounts sync to ManageBac+.
Parents synced to ManageBac+ but did not get a welcome email
Welcome emails are not sent automatically. Send them from Settings > School Directory.
Why did a parent receive an email change notification?
As a security measure, ManageBac+ and OpenApply notify any parent whose email address has changed.
Other questions
I need to add or remove a year level
Please do not do this yourself. Contact us and we will help you add or remove the year level.
What is the difference between email activation and verification?
Accounts can be created one at a time or in bulk in both systems, but users cannot sign in until their account is activated. Activation happens through a welcome email that invites the user to sign in and set a password. When a user signs in for the first time, we send a verification email to confirm their address is correct. Only verified accounts can use the Single Sign-On Launchpad.
Can I update account information in bulk?
Yes. Both systems let you update core information in bulk, through a bulk edit screen or a CSV import. We recommend working with our support team to do this.
I changed a student from Enrolled to Waitlisted in OpenApply, but they are still in ManageBac+
Only students with the status Enrolled, Graduated or Withdrawn sync. Waitlisted has no matching status in ManageBac+, so it cannot sync. Delete or archive the ManageBac+ record until the student is enrolled.