What is an API?
An API is a method third-parties use to integrate with Arbor and access information, most will be a one-way integration (feeding data from Arbor into the third-party) but there are some that work both ways (information updated in one system will automatically update in the other).
You can connect your API to many different third-parties including Wonde, Groupcall, ParentPay, CPOMS, LGFL, OTrack, Cunninghams, Classcharts, Studybugs, Scopay and many more. You can see a list of all the third parties that we work with below!
The way we connect with third-party apps gives you the ability to easily manage apps that can access your data. For each app, you can inspect what data it uses, what it can do with this data, and easily manage the apps that can access your data.
If you are not happy with the data an app is requesting or would like to find out more about how and why this data is being used, please contact the app’s company directly.
Before you get started
To be able to manage API links, including managing Single Sign-On (SSO) settings, managing MIS users and viewing user’s login history, you'll need the:
- School: User Accounts: Administer permission on the School MIS - if you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.
- User Details: Manage All Users permission on the MAT MIS - if you don't have the permission, someone will need to assign you a new Business Role that contains this permission.
Arbor’s process to connect to apps requires you to contact the app's company directly before any integration can take place, regardless of whether the app is one of our current partners or not. For more information, see the section entitled ‘Connecting with new apps’.
How to get set up
You can find a list of our current Integrated Partners on this page.
If you know the app is one of our current partners (please refer to this list), please contact the app's company directly to let them know you would like to work with them. They will set up the new connection.
If the app is not one of our current partners, or you're not sure, please let us know the name of this app, and contact the app's company directly to let them know you would like to work with them.
We will let you know if the app is a partner, and will ask you some additional questions about why you want to connect with this app to help us decide whether we would like to establish a connection with the app. If we do, we will work with the app's company to try and get you connected. The app will need to contact us by emailing firstname.lastname@example.org to begin the integration process.
Please note that our API is only available to apps that are not competitors to our products and that the process of making a connection can take some time, as the app will need to build their part of the integration before connecting.
Once the app's company have set up the connection to your Arbor site, you will be notified within Arbor that there is a pending request that requires your attention. Go to System > Partner Apps (API Users) on a school MIS site, or System > Partner Apps (API Users) on a MAT MIS site and approve the request for it to be able to access your data.
For each 3rd party app that wants to connect, or is already connected with your data, you can:
- View the details of what data the app is requesting access to or already uses.
- Approve the app to enable it to access your data.
- Reject the app, so it cannot access your data.
An explanation of key terms can be found at the bottom of the page.
To view an app that is trying to connect with you, select Pending requests from the left-hand menu.
Click the row containing the app in question and you will be presented with a slide-over showing the permissions requested.
In this example, an app is requesting to be able to view and update all the data within the ‘Staff’ module, shown by ticks. However, it cannot delete the data, shown by a cross in the table. This means the app cannot create data, or delete any data that is in Arbor regarding staff.
If you are happy with the access the app is requesting, you can confirm the access of the 3rd party app by clicking Approve. If you do not want an app to access the data, click Reject. If you would like to put off the decision, simply click Cancel.
Top tip: You can download a list containing all the data the app is using or has requested to use. Helpful if parents are wondering what information about their child is available to partners!
Alternative Connection Option
Some third-party apps that have already established a connection with Arbor may offer you an alternative way of integrating with your MIS site. Using this method, there is no need for the app to send a request for your approval.
You will instead be sent a link by the app's developers, which will take you to a page where you can input your Arbor credentials (the email and password associated with your Arbor MIS account).
After authorization, you will be able to check what data the App will be able to access and approve this. You will then be connected to the app, and the app will appear as an Approved app on the Approved Apps page.
If you ever need to reject the connection, follow the instructions in the section below.
If you would like to revoke access or are no longer using an app, you can reject an app. This will immediately prevent it from using and accessing your data. To do this:
- Click the Approved Apps tab
- Select the app name
- Click the Reject button
The app will then move to your Rejected Apps list.
You can also give access to an app you previously rejected. This will immediately enable the app to use and access your data. To do this:
- Click the Rejected Apps tab
- Select the app name
- Click the Approve button
The app will then move to your Approved Apps list.
Data type - The group of data the app can access e.g. if an app can access the ‘staff’ entity, this could include staff name, contract details, timetables, etc.
Specific fields - What specific pieces of data the app will be able to access e.g. it may be able to access all data regarding staff, or perhaps only staff attendance.
Read - App can access this data e.g. a timetabling app can see what lesson a staff member is teaching next.
Write - App can create this data e.g. an app can add new staff members.
Update - App can edit data e.g. app can be used to update staff details.
Delete - App can delete data e.g. app can delete a staff member.
If you're setting up a connection using your MAT MIS account
You won't be able to log into the school MIS from the MAT MIS to set up API connections for schools.
Instead, you'll need to have an account set up for you on each school site with the School: User Accounts: Administer permission (usually included with the School Administrator business role).
You also need to have logged into the school MIS account at least once, and accepted the Terms & Conditions.
If you're using Wonde
If you are using Wonde as a third party you need to have a subject set up for your courses, if you don’t have these setup you can do this in bulk by going to School > Programmes > into the current academic year courses > table view in the left-hand menu. You can assign subjects in bulk by using the pencil icon to select any with a missing subject and then select the tick boxes for any that will have the same subject click on the pencil icon then update subject. You will see a slide over screen on the right where you can select the subject from the dropdown menu or start typing in the subject then click bulk update. This will assign a subject to the selected courses.
If you're using Hodder
If you’re using Hodder the short name for registration forms must be used, if you need to add these in or update them you can do this by going to School > Programmes > Courses > Registration forms on the left-hand side menu. You can click into the registration form and then into the short name area to add or update the short name.
If you're using Two-factor authentication, you might get an 'invalid credentials' message
If you’re using Two-factor authentication or Single sign-on with two-factor authentication, you'll need to switch this off before you can approve new apps. Please disable these options, approve the new apps then switch Two-factor authentication back on.
When will your sync start?
If you want to know when your sync with the third party will start especially as you look towards a new academic year please contact the third party directly. They will be able to advise you on their first sync and what they may need from you.
Issues syncing data
If you are having issues with your sync, please check first that the information needed is in Arbor, this could be short names for forms, forms linked to a year group if the information is missing in Arbor then you will need to update this so that it can pull through your sync. If the information is showing then please contact your third party.
If you have checked with the third party but still need to contact us about your app you can do so via email at email@example.com
Where possible include screenshots and as much information. In certain cases, we may advise you that you will need to speak to your third party directly.
Viewing or Updating the Apps Permissions
To see what data your API connection will be looking at you can head to System > Partner Apps (API Users) > Approved Apps and then click on the App Name.
If you notice there is a field missing from this list please contact the third party directly and raise a feature request with them as we cannot add data to their sync from our side.