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Apple School Manager

Apple School Manager enables Apple device synchronization and AppleCare coverage tracking from your Apple School Manager account. This integration is designed for districts that manage Apple devices through Apple School Manager and want device inventory data, AppleCare warranty information, and automated replacement tracking inside Manage1to1.

Before You Start​

To configure Apple School Manager integration, you will need:

  • Administrator access to your Apple School Manager account (school.apple.com)
  • An Apple Developer account or access to create API credentials in Apple School Manager
  • The ability to download and securely store private key files
info

Districts should use dedicated service credentials for the Manage1to1 integration. This ensures continuity if staff members change roles and makes credential rotation easier.

Step 1: Create API Credentials in Apple School Manager​

Manage1to1 connects to Apple School Manager using server-to-server authentication with a signed JSON Web Token (JWT). You need to create API credentials in Apple School Manager.

  1. Log in to Apple School Manager at school.apple.com
  2. Navigate to Account Settings at the bottom of the sidebar
  3. Select Apps and Books from the menu
  4. Locate the Server Tokens section
  5. Select Generate Token to create new credentials
  6. Download the private key file (keep this secure)
  7. Note the following values displayed:
    • Key ID - The identifier for your private key
    • Team ID - Your organization's Apple Team ID (also visible in account settings)
    • Client ID - The service identifier for API access
Private Key Security

The private key file is shown only once during creation. Store it securely and never share it. If compromised, revoke and regenerate credentials immediately in Apple School Manager.

Step 2: Activate Apple School Manager in Manage1to1​

Navigate to System Settings > MDM Settings in Manage1to1.

Locate the Apple School Manager tile and select Activate.

Step 3: Configure the Connection​

After activating, you will be prompted to enter your Apple School Manager connection details:

  1. Team ID - Enter your Apple Team ID from Apple School Manager
  2. Client ID - Enter the Client ID (service identifier) from Step 1
  3. Key ID - Enter the Key ID for your private key
  4. Private Key - Paste the contents of your private key file (the entire PEM file contents including the BEGIN and END lines)
  5. Select Test Configuration to verify the connection
  6. Save the configuration

If the test succeeds, Manage1to1 can communicate with Apple School Manager.

Step 4: Sync Device Data​

After configuration, you can run an immediate sync to pull device data.

A sync updates device information for Apple devices that already exist in Manage1to1. This includes device details, warranty status, and AppleCare coverage information.

important

Manage1to1 syncs Apple School Manager device data only for devices that already exist in Manage1to1.

An iPad, Mac, or Apple TV that exists only in Apple School Manager will not be pulled into Manage1to1 automatically. It must exist in Manage1to1 before syncing.

What Data Syncs​

When devices are matched, Manage1to1 pulls available device details from Apple School Manager, which may include:

  • Device model and color
  • Operating system version
  • Serial number verification
  • Storage capacity
  • Warranty and AppleCare coverage dates
  • AppleCare agreement details

This data appears on the device profile in Manage1to1 and powers AppleCare-related statistics and reports.

AppleCare Coverage Sync​

A key feature of the Apple School Manager integration is automatic AppleCare coverage tracking. When enabled:

  • AppleCare coverage dates are imported as Insurance records on matched devices
  • Coverage start and end dates are populated automatically
  • Synced AppleCare records are read-only to preserve data integrity
Synced Insurance Records

Insurance records created from AppleCare sync display a sync indicator and cannot be manually edited. This ensures warranty data matches Apple's records. To edit coverage information, you must update it in Apple School Manager and let the next sync update Manage1to1.

AppleCare Replacement Workflow​

When Apple replaces a device under AppleCare warranty, the Apple School Manager integration can automatically detect and process the replacement. This feature requires using Incident tracking.

How the workflow operates:

  1. A technician creates an Incident for the device needing repair
  2. The Incident status is changed to Sent for AppleCare Repair to indicate the device was sent to Apple
  3. When Apple ships a replacement device, it appears in Apple School Manager with a replacement order number
  4. During the next sync, Manage1to1 detects the replacement and:
    • Matches it to the original incident
    • Updates the original device status to Replaced by AppleCare
    • Updates the incident status to AppleCare Replacement Received
    • Sends an email notification to administrators
  5. The technician then adds the replacement device to inventory and completes any manual steps
Replacement Notifications

When a replacement is detected and processed, administrators receive an email notification with details about the original device, the replacement device serial number, and the matched incident.

Incident Statuses for AppleCare​

The Apple School Manager integration creates two special incident statuses:

  • Sent for AppleCare Repair - Use this status when you ship a device to Apple for warranty service
  • AppleCare Replacement Received - Automatically set when a replacement is detected (this status cannot be manually assigned to preserve audit accuracy)

The device status Replaced by AppleCare is also created and set automatically on original devices that have been replaced.

Matching Behavior​

Apple School Manager sync matches devices by serial number. For a device to sync:

  1. The device must exist in Manage1to1
  2. The serial number in Manage1to1 must exactly match the serial number in Apple School Manager

If a device does not match, Manage1to1 skips it rather than creating a new record.

MDM Statistics and Reports​

With Apple School Manager connected, additional statistics and reports become available:

Statistics (Reports > MDM Statistics):

  • AppleCare Coverage Status - Shows how many devices have active, expired, or no coverage
  • Coverage Expiring Soon - Highlights devices with AppleCare expiring in the near future
  • Device Models - Distribution of Apple device models in your inventory
  • Storage Distribution - Storage capacity breakdown across synced devices

Reports (Reports > View Reports > MDM Reports):

  • AppleCare Expiring Soon - List of devices with coverage expiring in the next 90 days
  • Devices Without AppleCare - Devices that have no AppleCare coverage
  • AppleCare Replacement History - Record of devices that have been replaced through AppleCare

Configuration Options​

After initial setup, you can configure additional options:

Sync AppleCare Coverage - Enable or disable automatic import of AppleCare warranty data as device insurance records.

Process AppleCare Replacements - Enable or disable automatic detection and processing of AppleCare device replacements.

Common Troubleshooting​

Connection test fails​

  • Verify the Team ID, Client ID, and Key ID are entered correctly
  • Confirm the private key was pasted completely, including the BEGIN and END lines
  • Check that the credentials have not been revoked in Apple School Manager
  • Ensure your Apple School Manager account has appropriate administrator permissions

Devices are not syncing​

  • Verify the device exists in Manage1to1 with the correct serial number
  • Confirm the serial number in Manage1to1 exactly matches Apple School Manager
  • Check that the device is enrolled and visible in Apple School Manager

AppleCare coverage not appearing​

  • Verify Sync AppleCare Coverage is enabled in the configuration
  • Confirm the device has AppleCare coverage in Apple School Manager
  • Wait for the next sync cycle to complete, or trigger a manual sync

AppleCare insurance records are read-only​

  • This is expected behavior. Insurance records synced from AppleCare are intentionally read-only to ensure data integrity with Apple's records.
  • To modify AppleCare dates, update the information in Apple School Manager and sync again.

Replacement not detected​

  • Verify the original device's incident was set to Sent for AppleCare Repair status before the replacement arrived
  • Confirm Process AppleCare Replacements is enabled
  • Check that the replacement device appears in Apple School Manager with a replacement order number (order numbers starting with "R" indicate replacements)

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