How we Migrate Email Addresses

This article explains the process of migrating email addresses for students, guardians, and staff from various systems to Arbor, including the importance of ensuring unique email addresses to avoid login conflicts. It details how email types from SIMS are mapped to Arbor and provides guidance on managing email addresses post-migration.

We migrate student, guardian and staff email addresses from SIMS, Bromcom, Integris, Progresso, CMIS and ScholarPack. We also migrate External Agency Email Addresses from SIMS only.

If you need to change email addresses after migration, you can do this individually from user profiles,  or in bulk following these instructions: Bulk import student, guardian or staff email addresses.

Please note the following can vary for a GroupCall API migrator, we are working on adding the GroupCall Migrator specifications to this guide. If you need to raise any data discrepancies post migration please contact Arbor support or your dedicated partner and we will be advised of the next steps.

Why is it important to get email addresses correct?

You will need to ensure that all users have different email addresses. If the staff member also has a parent account (current or historic) you may need to remove the main email address from this account so it doesn't interfere with their staff login.

We recommend doing this before migration, but you can tidy this up in Arbor after migration: Check for duplicate email addresses and stop users being logged into the wrong account

SIMS

How do email address types migrate from SIMS?

In SIMS, email addresses to be used for Arbor logins should be set as users' Main email addresses. This will then be migrated to the default work email address in Arbor. Setting an email address as Primary has no bearing on the information we migrate.

In Arbor, the default email address is the one used to log in. The work email address is the one communications from Arbor are sent to.

For SIMS email types, we map W to Work in Arbor, H to Personal and O to Other. So we recommend setting the most important staff email addresses as both Work and Main.

How email addresses are migrated from Section 4 and Section 5 in SIMS

• Email addresses logged in Section 4 will be migrated to the student profile.
• Email addresses logged in Section 5 will be migrated to the guardian profile.

Because we aren't able to exclude certain fields from the migration, you will need to edit your data if you've recorded guardian email addresses in Section 4. You'll need to either:

• Remove these details from Section 4 in SIMS.
• Delete these email addresses after migration. You can do this individually from student profiles, or to remove only email addresses that would cause login issues, use the Duplicate Emails page.

Staff who are also guardians in SIMS

You may not be able to remove email addresses from a guardian's profile if they are also a staff member in SIMS, as it'll remove the email address from their staff profile too.

After migration, you can do this individually from staff or guardian profiles, or to remove only email addresses that would cause login issues, use the Duplicate Emails page.