Skip to main content

Sync SIS Rosters with MingaSync

How do I set up automatic rostering for my school?

This guide will walk you through requesting integration setup, configuring sync settings, syncing class rosters as user lists, managing user list visibility, and setting email notifications for sync results. By the end, you’ll be able to keep Minga aligned with your SIS with minimal manual upkeep.

Permission Level required: Owner | District Manager

In this guide:

Step 1: Start automatic rostering setup

Minga displays a notification banner if automatic rostering hasn't been set up yet.

  1. Log in to Minga using an SSO option or your email and password.

  2. Click Provide IT contact in the IT Contact Needed notification banner.

    • This banner reads: "Please provide an IT contact we can connect with to help complete your rostering setup."

  3. Navigate to People > Rostering if you aren't redirected there automatically.

  4. Click the Set up automatic rostering banner to expand the setup panel.

✅ Outcome: The Start MingaSync onboarding panel opens, ready for your IT contact's information.

📖 Go deeper: For an overview of Minga's permission levels, see the article on understanding user roles and permissions.

Step 2: Invite your IT contact

Minga emails your IT or SIS contact a secure link to the email address provided. Nothing syncs until they authorize the connection.

  1. Enter your IT contact's first name in the First name field.

  2. Enter your IT contact's last name in the Last name field.

    • This field is optional.

  3. Enter your IT contact's email address in the Email address field.

  4. Click Send invite.

💎 Tip: You can resend the invite or cancel setup at any time from People > Rostering using Resend invite or Cancel setup. Invite links expire after 7 days.

✅ Outcome: Minga shows "Waiting on your IT contact to authorize Minga." The rostering status bar shows Invite IT complete and Sync rosters in progress.

Step 3: Your IT contact connects your SIS

This step is completed by your IT contact, or contact who handles SIS integrations.

  1. The IT contact clicks Get Started in the onboarding email Minga sent them.

  2. Then, they select Send or Confirm Verification Code, then enters the code and clicks Verify.

  3. Your IT contact selects your district or institution from the dropdown or manually enters your district or institution information.

  4. The contact confirms the contact information in the connection request. The information should be identical to what was entered in Minga.

  5. Your IT contact scrolls to SIS Information, selects your SIS, and clicks Next.

  6. Then, they will select a connection type, OneRoster API V1.1 or CSVs over SFTP, and clicks Next.

  7. For OneRoster API V1.1, your IT contact enters the API Endpoint, OAuth2 Client ID, and OAuth2 Client Secret, then clicks Save & Test.

  8. Once the connection test succeeds, your IT contact clicks Next, then Done.

⚠️ Note: If your IT contact needs help, they can use the Need help? link in their onboarding email or email our support team at [email protected].

✅ Outcome: Your IT contact sees "You've Successfully Setup Your Rostering." In Minga, the rostering status bar advances through Sync rosters to Start data feed as your SIS data begins flowing in.

Step 4: Confirm your school mappings

Once the data from your SIS is ready to feed into Minga, you will be prompted to match each SIS school ID to the correct Minga instance.

  1. Navigate to People > Rostering.

  2. Click the Confirm your school mappings banner.

  3. Select your SIS school from the Select your SIS school dropdown.

  4. Click Connect roster.

If you manage more than one school in your district:

  • Click Connect other schools in this district to map multiple SIS School IDs to its Minga instance from a single list, then click Confirm mappings.

If you only need to set up the Minga you're currently in:

  • Click Just this Minga to skip mapping other schools, select the correct school, then click Connect roster.

✅ Outcome: Your Minga instance shows the connected SIS school name, and the rostering status bar advances to Schools ready.

Step 5: Configure your rostering sync settings

You can configure your rostering settings by navigating to People → Rostering, locating Rostering Settings, and turning on the toggles for the user types you want MingaSync to sync.

Step-by-step Guide to Configuring Rostering Sync Settings

  1. Navigate to People.
    ○ Open the Minga admin interface and click People.
    ​

  2. Open Rostering.
    ○ Click Rostering to access syncing controls.
    ​

  3. Locate Rostering Settings.
    ○ Scroll until you see the Rostering Settings section.
    ​

  4. Turn on the rostering toggles you want.
    ○ Turn on Student rostering, Teacher rostering, Staff rostering, and Admin rostering as needed.
    ○ Turn on Include Primary Parent Contact Info if you want parent contact data included in the sync.

⚠️ Note: Under Roster students, make sure Auto update and Archive are both turned on. This keeps student information current when it changes in your SIS, and removes graduated students from your Minga automatically.

✅ Outcome: Minga syncs the user types you've enabled every night, based on your SIS data.

Step 6: Sync class rosters into user lists

💡Good to know: The setting Sync class rosters as user lists automatically will be enabled by default and all relevant terms selected for all new set ups.

You can automatically pull class rosters from your SIS into Minga as User Lists. This requires sharing permissions by school or section, and sharing term data, during your SIS connection.

Step-by-step guide to Configuring Class Lists

  1. Turn on Sync class rosters as user lists automatically.
    ○ This enables Minga to create and update class lists based on SIS class rosters.
    ​

  2. Click Manage next to Manage class rosters to be synced.
    ○ This will show what terms are currently being brought in from your SIS.

    ○ If you do not see the correct terms, double-check that they are being shared with Minga in your SIS.
    ​
    ​

  3. Select the Terms you would like to bring in classes for.
    ○ Class lists will not roster in unless terms are selected.
    ​

  4. There is also an option to select which Grades you would like to bring in lists for.
    ○ It is best practice to leave ALL grades UNSELECTED as this can prevent all user lists from importing.
    ​

  5. Click Save, then click Save again
    ○ Save the roster selection and save the overall configuration.

Step 7: Control user list visibility

Rostered User Lists import as private by default , visible only to the list's teacher and co-teachers, Owners, and Managers. You can change this per list.

Step-by-step Guide to Customizing Roster-Generated User Lists

  1. Navigate to People.
    ○ Open the admin interface and click People.
    ​

  2. Click Settings.
    ○ The Settings page includes user list generation controls.
    ​

  3. Turn on the auto-generated list options you want
    ○ Turn on any of the following settings:
    ○ Make new user lists public by default
    ○ Enable auto-generated lists by role
    ○ Enable auto-generated lists by grade
    ○ Enable auto-generated lists by subject
    ○ Enable auto-generated lists by teacher
    ​

  4. Confirm the settings remain enabled.
    ○ Enabled settings will cause Minga to create and update those user lists during overnight syncs when SIS data changes.

Note: These settings are toggled OFF by default, but can be toggled ON by an Owner or District Manager.

Rostered User Lists import as private by default, which limits access to the List Manager (generally the teacher and co-teachers), Owners, and Managers. However, you can make rostered user lists public or private by selecting lists in People → User Lists and applying Set as private or Set as public.

Step-by-step Guide to Changing User List Visibility

  1. Navigate to People.
    ○ Open the admin interface and click People.
    ​

  2. Click the User Lists tab.
    ○ A list of rostered and manually created user lists appears.
    ​

  3. Select the user lists you want to update.
    ○ Select multiple lists when you want to update visibility in bulk.
    ​

  4. Choose Set as private or Set as public.
    ○ Set as private restricts visibility to list managers and administrative roles.
    ○ Set as public allows all staff to view and use the user lists, including in MyClass.

💎 Tip: Use Set as public for any list staff need for daily workflows, like attendance in My Class.

✅ Outcome: Your selected user lists now match the visibility setting you chose.

Auto Update and Archive Settings

Auto update controls whether MingaSync updates Students/Teachers/Staff if any information in the SIS changes, and Archive controls whether MingaSync removes users who are no longer present in SIS rostering data.

Setting

What it does

Why it helps

Auto update

Updates any information for Students/Teachers/ Staff that has been updated or changed in the SIS.

Ensures that user information, such as name, grade, and class enrolments, reflects the same data as in the SIS.

Archive

Archives users who are no longer listed in SIS rostering data.

Archiving ensures that the correct users have access to Minga, as well as keeping the student count consistent with your subscription.

How to get notified about your daily sync in Minga

Owners and District Managers can enter their email address (or the email address of their IT team) to receive a daily email with a summary report from the nightly roster sync.

Step-by-step guide to Receiving Roster Sync Result Notifications

  1. Navigate to People>Rostering and scroll until the setting Send rostering results email
    ○ Send rostering results email is located just under the class roster configuration settings.
    ​

  2. Toggle the ON the setting and enter the email addresses for those who want a daily report of the sync.
    ○ Enter the email address(es) that should receive the daily sync summary.
    ​

  3. Click Save.
    ○ Saving enables email notifications for roster sync results.

Troubleshooting

Issue: Students and staff are not updating overnight.
​Solution: Confirm that the setting Enable Automatic Rostering is toggled on and there are no errors in the OneRoster History report (located at the bottom of the Rostering page).
○ Double-check that all sharing permissions have been enabled in your SIS.
○ Ensure that the setting Auto Update under the Roster Students and Roster Teachers settings are toggled ON.
​

Issue: Class lists are not appearing in User Lists
​Solution: Double-check that the correct terms are selected under Sync class rosters as user lists automatically. If a new semester has just started, ensure that the new term is selected and you select Save after making any changes.
​

Issue: Manually added users do not update during sync.
​Solution: Check that the user's profile is included in the nightly sync. To check, navigate to People and select the blue edit pencil to view. Scroll until you see the setting Include user in SIS sync and ensure it is toggled ON.
○ It is important to note that manually created users are automatically excluded from the SIS sync. This is to ensure that users who are not listed in their school's SIS are not automatically archived in the nightly sync.
​

Issue: Users who left the school remain active in Minga
​Solution: Confirm that the Archive setting under Roster Students/ Roster Teachers/ Roster Staff is toggled ON.
​

Issue: Teachers cannot find a rostered class list in MyClass
​Solution: You can make the class list available to all staff by selecting the list in People → User Lists and choosing Set as public.
○ Confirm that the setting Include user in SIS sync is toggled ON for the teacher's profile. If it is toggled OFF Minga will ignore this user and will not be able to match their lists to them in Minga.

FAQs

How long does my IT contact have to authorize the rostering setup?

Your IT contact has 7 days to authorize the rostering setup before the invite link expires. If it expires, navigate to People > Rostering and click Resend invite.

Can I set up SIS rostering without an IT contact?

Yes, you can complete the self-serve SIS rostering without an IT contact if you have access to your SIS's API credentials or SFTP details.

How often does MingaSync update rostering information?

MingaSync updates rostering information every night using automatic overnight syncs, which keeps student, teacher, and class roster information current.

Can MingaSync update users who were manually added in Minga?

Yes, MingaSync can update manually added users if the setting Include user in SIS sync is enabled on their profile and the setting Auto Update is toggled ON for their role in the overall rostering settings.

Can MingaSync remove users who are no longer enrolled or employed?

Yes, MingaSync will archive users who are no longer in the SIS rostering data when Archive is turned on, which supports removing students who leave the school.

Do class rosters sync automatically without term selection?

No, class rosters do not sync automatically without term selection because class lists will not roster in unless Terms are configured.

Related Articles
Did this answer your question?