How enrollment sync works (and why a family didn't sync)
What the sync engine does with your roster and the usual reasons a family is skipped.
When your roster arrives from SchoolMint through the automated staff-account sync, we map your rows into enrollment sequences.
What we map
- Guardian name, phone, email.
- Seat status (for example Offered, Registration in Progress).
- Grade and packet / IEP flags.
Why your drafts board is empty
Elira reads your applicant list from SchoolMint overnight, so the first drafts appear the morning after your connection goes through — and nothing has been sent to any family in the meantime. If the connection isn't finished yet she hasn't been able to read your applicants at all, and the board says so: finish it on Connect SchoolMint and the first read happens that night. On a free observation week nothing is sent to families at any point, so a board that fills up is drafts waiting for you, not messages already gone out.
Why a family might not appear
- Their seat status wasn't *Offered* or *Registration in Progress* at the last morning sync.
- Their grade falls outside the season being run.
- Their row was missing a phone and email.
- Your account is in a dry-run / paused state (a safety default during setup) — sequences are staged but not sent. Press Request go-live on Build Elira's Brain when you're ready; nothing is sent until AskElira approves it.
If we can't read your roster, outreach stops
Elira only ever messages families from your SchoolMint roster. If a read fails — a staff password changed, a session expired, your SchoolMint domain moved — or if the roster we hold has gone more than a day without a successful read, Elira stops texting, emailing and calling for your school. Nothing goes out from data we cannot confirm.
The same hold applies when SchoolMint answers but the answer doesn't hold up: an empty roster while we still hold your families (usually an enrollment cycle that has rolled over), or a roster that arrives incomplete — SchoolMint's own count says 400 and 380 arrived, we ask a second time and SchoolMint hands back families the first answer left out, or rows arrive carrying no student we can identify. A partial roster is the quiet one: the families we did receive look perfectly current while the missing ones are invisible to us, so we stop rather than work from a list we know is short.
You'll see it in three places: your daily digest leads with it, the SchoolMint badge at the top of your dashboard turns red, and we are alerted at the same moment.
Nothing is lost while it is held. Every family stays exactly where they were in their conversation, and queued calls stay queued.
It clears itself. As soon as one read succeeds, outreach resumes on the fresh roster — there is no button to press and nothing to dismiss. If a SchoolMint password or staff account changed, re-connect it and the next read lifts the hold.
Wondering whether writes back into SchoolMint work at all? That's what the pre-go-live write test proves.
One case looks exactly like an outage and isn't: the end of your season. When every family has settled and SchoolMint has nothing left in the statuses Elira follows, we ask you rather than raising an alarm — see closing your admissions season.