Creating and managing matches

Before Total School can sync changes between user profiles across connected platforms, it must know which user in one platform corresponds to a user in another.

Unlinked users appear under the Needs attention section on the Total School main page. They are organized into lists by role:

  • Resolve unlinked students

  • Resolve unlinked parents

  • Resolve unlinked extended relationships

These lists update daily to reflect the most current data.

Grandparents, great grandparents, and non-student children appear in the Resolve unlinked extended relationships list. To find them, use the Grandparent, Great-Grandparent, and Non-Student Child filters. Each filter has All, Yes, and No options.

If your school used the Connect RE plugin, an Import records using Connect RE links entry may also appear for records that already have a Connect RE record link. Those records are handled separately—for more information, see Linking Connect RE records. Records with a verified Connect RE link don’t appear in the unlinked students, parents, or extended relationships lists.

When Total School is first enabled, you may see hundreds of unlinked profiles. As matches are created, this number will decrease. However, during high-activity periods—such as enrollment—the number of unlinked profiles may increase.

Creating matches

When creating matches, you either link multiple existing user records between platforms, or create a copy of an existing user from one platform into another platform with no user equivalent. Unmatched records appear in the unlinked students, parents, and extended relationships lists.

To link existing users:

  1. Find a user in one of the unlinked lists and open the context menu ().

  2. Select Match and merge.

  3. If no match is listed, enter a search term in the Search through potential matching records... field.

  4. Review any proposed matches.

    • If the match is correct, select the record and click Link and merge records.

    • If no match exists, select Add BEM record to RE to create a new user in the connected platform.

  5. Repeat these steps for all unmatched users.

To add a user to Raiser's Edge NXT:

  1. Find a user in one of the unlinked lists and open the context menu ().

  2. Select Add BEM record to RE.

  3. On the Create Raiser's Edge record? screen, review the Constituent codes. To remove a code, select its X. To add a code, use the search.

  4. Click Create record.

Add BEM record to RE isn't available for records that need a constituent. To find these records in the Resolve unlinked extended relationships list, set the Needs Constituent filter to Yes. Then use Match and merge to link each one to an existing record.

 

Unlinking matches

Unlinking a match prevents the associated profiles from syncing across platforms.

To unlink a matched user:

  1. Go to the Total School page.

  2. Under the Total School Fundraising Summary, select View linked records.

  3. Find the user in the list and open the context menu ().

  4. Select Break link.

After unlinking, the user will reappear in the unlinked list for their role (students, parents, or extended relationships) under Needs attention within a few minutes.