Edumate is a K-12 SIS used by Australian schools. PortalHQ’s Edumate integration pulls students, parents, staff, classes and timetables from Edumate on a daily and hourly schedule.
What PortalHQ reads from Edumate
- Students — name, year level, gender, date of birth, status, photo.
- Parents — name, email, phone, relationship to students.
- Staff — name, email, role.
- Classes and courses — class lists, teachers, subjects.
- Timetables — periods, room allocations.
- Terms — calendar terms and dates.
- Year groups and houses — grouping data.
What PortalHQ writes back to Edumate
The Edumate integration is primarily a one-way (read) sync. Limited write-back may be available for co-curricular activity enrolments — talk to your PortalHQ representative about the current capabilities.
How the sync runs
| Sync | Frequency |
|---|---|
| Full sync | Overnight (daily) |
| Delta sync | Hourly |
Setting up the integration
Setup is coordinated by your IT team, Edumate support and PortalHQ:
- Enable the Edumate API on your instance.
- Generate API credentials.
- Share credentials with PortalHQ through the secure support channel.
- PortalHQ configures the connector and runs a test sync.
- Validate the test data, then enable the full schedule.
Edumate-specific notes
- Photo permissions must be set on the API user for photos to flow through.
- Custom Edumate fields can be mapped to PortalHQ on request — talk to your rep if your school uses non-default fields.
- Year-group naming can vary between schools. PortalHQ defaults to Edumate’s year-group labels, but mapping is configurable.
Common issues
| Issue | Likely cause | Fix |
|---|---|---|
| Sync fails | API credentials expired | Regenerate and update in PortalHQ. |
| Some students missing | Status filter excludes them | Update enrolment status filter to include relevant statuses. |
| Class lists empty | API permissions don’t include classes | Update API user permissions. |
| Photos missing | Photo API permission disabled | Enable in Edumate API settings. |
Monitoring
Check the integrations dashboard for sync status and record counts. A healthy Edumate integration runs nightly without errors.
Migration
If you’re moving to Edumate from another SIS, PortalHQ can migrate historical data by mapping old IDs to new Edumate IDs. Plan with your PortalHQ rep.