Veracross + Outlook Onboarding

Modified on Thu, 20 Nov at 4:50 PM

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

Create a user account in Microsoft for SchoolCal (schoolcal@yourdomain)
This account will be used as the default "calendar owner" (if none other is specified) for events that get created in general or resource calendars

Step 2) Set up your Veracross environment (20 minutes)

Create an API V3 account for SchoolCa
Add SchoolCal as an "Oauth Partner" in Axiom, and give it the appropriate scopes
- 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 Microsoft to SchoolCal (5 min)

Sign in to SchoolCal with the Outlook SchoolCal User you created earlier
Click “Settings” from the left-hand menu
Under “Administrators”, add someone from your Outlook domain who is a super admin (has access to your tenant ID)
In a new window, go to app.schoolcal.com, this time logging in with Outlook and the super admin that you just added.
Click the “Connections” tab, then “Manage Connection” for the “Microsoft” connection type.
Enter your Directory Tenant ID, and click “Update Connection”
Refresh the page, and click the new “Authorize” button
Click “Test Connection”

Step 4: Connect Veracross (5 min)

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 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