For schools that use nVision, Staff Data in MassNotify actually comes from what's in nVision as this system is considered the "source of truth" when it comes to staff data.

In regard to data in nVision, only records for staff assigned to an Employee Group where the "Telephone Notification" checkbox is checked, will ever flow automatically into MassNotify:

That means if the checkbox above isn't checked for an employee group that a staff member is assigned, their data won't flow into Mass Notify. The following table illustrates how data stored in nVision "maps" to data in Mass Notify.

Column ID	nVision Tab or Module	nVision Field Name	Mass Notify Field	Notes
1	Main Employee Screen	EmployeeID	Staff ID	This is populated with the staff members "Employee ID" as issued by nVision.
2	Main Employee Screen	First Name	First Name
3	Main Employee Screen	Last Name	Last Name	**See Highlighted Field in Image Above
4	N/A	N/A	Language Preferred	Defaults to English for all staff members as nVision has no field to identify the primary language that staff speak.
5	N/A	N/A	Role	Unless the staff member is actively assigned to a course in SchoolTool, the role a staff member in nVision receives by default in Mass Notify is "Staff"
6	Main Employee Screen	Gender	Gender	Male or Female
7	Appointment Information>Position Appointment tab	Employee Group	Title	The name of the "Primary Employee Group" that a staff member is assigned to in nVision becomes their "Title" in Mass Notify.
8	Appointment Information>Building Assignment tab	Building	School	The "Buildings" that an employee is assigned to based on their primary employee group in nVision, becomes the "School(s)" they are assigned to in Mass Notify. **Staff not assigned to a specific building in nVision, are assigned instead to the DISTRICT building in Mass Notify. If the staff member is actively assigned to courses in SchoolTool, the buildings they are assigned to in SchoolTool will also be assigned to them in Mass Notify.
9	Addresses Tab	Street 1 Street 2 City, State, Zip	Address, City, State, Zip	Only the address set as "Default" (Primary) in nVision is sent to Mass Notify.
10	Contact Information Tab - "Phone Numbers" area	Phone Number marked as "Default" and not "Private"	Primary	The phone number labeled as "primary" in Mass Notify is the phone number checked as "Default" in nVision, assuming that it's not also checked as "Private".
11	Contact Information Tab - "Phone Numbers" area	First Phone Number labeled as "Home" and not marked "Private"	Home	The phone number labeled as "home" in Mass Notify is the first phone number in nVision that's labeled as Home assuming that it's also not checked as "Private".
12	Contact Information Tab - "Phone Numbers" area	First Phone Number labeled as "Mobile" and not marked "Private"	Mobile	The phone number labeled as "mobile" in Mass Notify is the first phone number in nVision that's labeled as Mobile assuming that it's also not checked as "Private".
13	Contact Information Tab - "Phone Numbers" area	First Phone Number labeled as "Work" and not marked "Private"	Work	The phone number labeled as "work" in Mass Notify is the first phone number in nVision that's labeled as Work assuming that it's also not checked as "Private".
14	Contact Information Tab - "E-Mail Addresses" area	Email Address marked as "Default"	Email 1	The value becomes the first email address to appear in Mass Notify is the email address checked as "Default" in nVision.
15	Contact Information Tab - "E-Mail Addresses" area	First Email Address notmarked as "Default"	Email 2	The value that becomes the second email to appear in Mass Notify is the first email address in nVision that's not checked as "Default"
16	Contact Information Tab - "Phone Numbers" area	Phone Number marked as "Default" and not "Private" with a description of "Mobile" or "Cell"	SMS 1	The value that becomes the first SMS number to appear in Mass Notify is the phone number with a description of "Mobile" or "Cell", if and only if it's also checked as "Default" in nVision assuming that it's also not checked as "Private".
17	Contact Information - "Phone Numbers" area	First Phone Number not marked as "Default" and not "Private with a description of "Mobile" or "Cell"	SMS 2	The value that becomes the second SMS number to appear in Mass Notify is the is the first phone number with a description of "Mobile" or "Cell", if and only if it's not checked as "Default" nor "Private" in nVision.

In situations where there is purposely no staff record for a given person in nVision (i.e. Shared Staff), schools can still enter staff records into SchoolTool and have them pass into MassNotify, but those records then must be "flagged" properly in order for the record to make it's way into MassNotify.

Below is information on what fields must be set in order to properly "flag" Faculty Records in SchoolTool, so that they are sent to MassNotify:

1. The "Email" field that appears at the top of the employee's record, cannot be blank --AND-- cannot be an address that contains @edutech.org
   
   
2. In the "Faculty Information" area of the staff record, ONE of the following must be true:
    
   • The "Department" field must be set to "EduTech"
     
     --OR--
   • The "Type" field must be set to "Shared Staff"
     
     
     

At this time, schools that do not use nVision as their HR system, must instead use Schooltool as the "system of truth" when it comes to staff data. When staff data residing in the Faculty Module of Schooltool is used to send data to MassNotify, records for staff members will pass to Schooltool if and only if the following situations are ALL true:

1. At least one "school level" within one building must be checked


2. The "Active" checkbox must be checked


3. The "Type" field must be set to a value other than "NONE" (it cannot be blank) - this field is used to determine what type of "Role" the user should receive in Mass Notify as described below:
   

   Faculty Type in Schooltool	Becomes Role in Mass Notify
   Administrator	SchoolAdministrator (4)
   Superintendent	Superintendent (5)
   Principal	Principal (6)
   Attendance Secretary	Attendance Secretary (7)
   Teacher	Teacher (8)
   Any Type Not Listed Above	Staff (10)


Because the process of automatically selecting roles for users in Mass Notify isn't always a 100% fit for every school, Schooltool administrators can enter an "Override" when ever needed, simply by following the steps in this article:

https://www.edutech.org/resources/student-systems/...



4. The "Department" field must be set to a value other than "SELECT ONE", however the following departments if selected will also omit the record from being sent to Mass Notify by default:
   
   
   • Other
   
   
   • EduTech
   
   


5. The "Faculty ID" and/or "Universal FacultyID" field(s) must contain a value

IMPORTANT: DATA RESIDING IN SCHOOLTOOL FACULTY RECORDS IS NOT CONSIDERED VALID UNTIL ALL OF THE CRITERIA ABOVE HAS BEEN MET

Mass Notify Roles

Users in Mass Notify can be given any one of the following roles:

The table below describes what each type of account can do once logged into Mass Notify:

*only student accounts for their organization
**only student accounts associated with their classes and the parents of those students