Veracross + Google Onboarding

Modified on Thu, 20 Nov at 4:49 PM

Step 1: Set up your Google environment (5 minutes)

Create a new User in Google, who will be the "calendar owner" and creator of the events that get created. Name the User "SchoolCal Admin" or something related, and set the email as ("schoolcal@yourdomain"). We'll need to log in to SchoolCal with this User later in onboarding.
Create a "Custom Admin Role" in Google Admin Console. Name it something like, "Calendar Administrator". This role needs the following permissions:
- USERS -> "READ" access to
- CALENDAR -> "ALL SETTINGS"
- The role should have 11 privileges assigned
Assign your new SchoolCal user to the new custom role
- Press the "assign members" button
- Assign your SchoolCal user (created in the previous step) to this role
Create a Domain Wide Delegated service account to access the required scopes
- Login to Google Admin Console and navigate to Manage Domain Wide Delegation (Security > API Controls > Manage Domain Wide Delegation)
- Click “Add new”
- Input the Client ID from your SchoolCal account
  - Login to SchoolCal (app.schoolcal.com)
  - Click “Connections” on the left-hand menu
  - Copy your Client ID and paste in Google
- Enter the required OAuth scopes (⚠️ Note: The list of OAuth scopes may be updated in the Admin Console. Always verify the required scopes there before proceeding.)
https://www.googleapis.com/auth/calendar.events
https://www.googleapis.com/auth/calendar
https://www.googleapis.com/auth/admin.directory.user.readonly
https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly

Step 2) Set up your Veracross environment (5 minutes)

Create an API V3 account for SchoolCal
Add SchoolCal as an "Oauth Partner" in Axiom, and give it the appropriate scopes (steps below):
- Login to Veracross/Axiom
- Navigate to the "Identity and Access Management" homepage
- Add SchoolCal as an "integration partner" by finding it in the list of partners (middle of the page, towards the bottom of the list)
  - click "Start Integration"
  - NOTE: you may need to add the security role of "OAuth_App_Admin" and refresh the page in order for the "start integration" button to appear.
  - When complete, you should be presented with a screen that shows the SchoolCal name and email address.
Add appropriate scopes to SchoolCal (follow the steps here to enable all and save time)
- Click the "Add OAuth Application"
- Go to the "scopes" tab and add the following scopes:
- List Academics: Calendar Rotation Days
  Read Academics: Calendar Rotation Day
  
  List Academics: Class Schedules
  
  List Academics: Class Meeting Times
  Read Academics: Class Meeting Time
  
  List Academics: Classes
  Read Academics: Class
  
  List Academics: Block Groups
  Read Academics: Block Group
  
  List Academics: Configuration - Block Schedules
  Read Academics: Configuration - Block Schedule
  
  List Academics: Configuration - Block Meetings Times
  Read Academics: Configuration - Block Meeting Time
  
  List Academics: Configuration - Blocks/Periods
  Read Academics: Configuration - Blocks/Period
  
  Read Academics: Blocks by Group
  List Academics: Blocks by Group
  
  List Academics: Grading Periods
  Read Academics: Grading Period
  
  List Academics: Rotation Days
  Read Academics: Rotation Day
  
  List Academics: Courses
  Read Academics: Course
  
  List Academics: Departments
  Read Academics: Department
  
  List Academics: Enrollments
  Read Academics: Enrollment
  
  List Academics: Classes - Permissions
  Read Academics: Classes - Permission
  
  List Academics: Rooms
  Read Academics: Room
  
  List Academics: Subjects
  Read Academics: Subject
  
  List Athletics: Rosters
  Read Athletics: Roster
  
  List Athletics: Sports
  Read Athletics: Sport
  
  List Athletics: Team Practice Schedules
  
  List Athletics: Teams
  Read Athletics: Team
  
  List Classes
  Read Classes
  
  List Courses
  Read Course
  
  List Event Groups
  Read Event Group
  
  List Events: Athletics
  Read Events: Athletic
  
  List Events: Attendance
  Read Event: Attendance
  
  List Events
  Read Event
  
  List Extended Care: Class Meeting Times
  Read Extended Care: Class Meeting Time
  
  List Extended Care: Classes
  Read Extended Care: Class
  
  List Extended Care: Courses
  Read Extended Care: Course
  
  List Extended Care: Registrations
  Read Extended Care: Registration
  
  List Programs: Class Meeting Times
  Read Programs: Class Meeting Time
  
  List Programs: Classes
  Read Programs: Class
  
  List Programs: Courses
  Read Programs: Course
  
  List Programs: Enrollments
  Read Programs: Enrollment
  
  List Resource Reservations: Reservations
  Read Resource Reservations: Reservation
  
  List Resource Reservations: Resources
  Read Resource Reservations: Resource
  
  List Staff/Faculty
  Read Staff/Faculty
  
  List Students
  Read Student
  
  List Summer: Class Meeting Times
  Read Summer: Class Meeting Time
  
  List Summer: Classes
  Read Summer: Class
  
  List Summer: Courses
  Read Summer: Course
  
  List Summer Enrollments
  Read Summer Enrollment

Step 3: Connect Veracross to SchoolCal (5 min)

Sign in to SchoolCal with your Google email
Click “Connections” from the left-hand menu
Find “V3 API connection” and click “Manage Connection”
Fill in your school's short name, API username, and secret key (found on the Veracross Identity & Access Management page)
Click “Update Connection”
Click “Data” from the left-hand menu
Click “Load SIS Data”

Step 4: Connect Google to SchoolCal (5 min)

Click “Connections” from the left-hand menu
Find “Google” and click “Manage Connection”
Click “Edit”
Enter the email address for your SchoolCal Google user
Click “Update Connection”

Step 5: Run a Test Sync (10 min)

Navigate to “Flows” in the left-hand menu
Click “Add New Flow”
Select Flow Type: “Class Schedules to User Calendars”
Input Flow Name, e.g. “Schedules Test Sync”
Find your new Flow under all Flows, and click View Details
Click Filters and apply desired filters for this Flow
Click Template and customize how the events are displayed
- Select an event type from the “Available Fields” panel on the right
- This will display all metadata available to add to the template
- To input metadata, wrap metadata names in brackets {{ }}, and use periods to indicate nested or “child” schema
- Example: to include a Class Schedule’s course name, you’d write: {{Section.Course.Name}}
Enable the Pilot Mode toggle at the top of the Flow page
Click the Pilot Users link below the toggle, and input the users you want to run a test sync with
Click Sync Flow Now to initiate a sync