Automation Settings Tab
The Automation Settings tab controls when automated processes run, which automated imports are enabled, and how imported data is handled during daily synchronization.
This is where you configure the timing and behavior of all automated imports, exports, and scheduled notifications.
To access the Automation Settings tab, you need the Manage Settings permission assigned to your role.
Understanding Automation Settings
Think of Automation Settings as the control panel for your district's daily data synchronization - determining when imports run, what happens to students not in the source system, and whether passwords should be updated automatically.
What automation settings control:
- Daily automation schedule (when imports/exports run)
- Student import behavior (activation, deactivation, invoicing)
- Guardian import settings (CSV-based only)
- Staff import behavior
- Grade level mapping for non-standard grade values
- Automated notifications to administrators
Why automation matters:
- Accuracy - Keep Manage1to1 aligned with your SIS automatically
- Efficiency - Eliminate manual data entry and updates
- Consistency - Same process runs every day without intervention
- Timeliness - Changes in SIS appear in Manage1to1 within 24 hours
General Automation Settings
Default Daily Automation Time
Defines the time when Manage1to1 runs all scheduled automation tasks, including imports, exports, and automated notifications.
What it controls:
- When student/staff/guardian imports execute
- When automated exports generate
- When scheduled emails are sent
Best practice: Schedule automation for overnight hours (e.g., 2:00 AM or 3:00 AM) when system usage is low and SIS data is most up-to-date.
Example: Set to 2:00 AM - All automated imports and exports run at 2:00 AM daily.
Important: Time is based on the timezone configured in the General Settings tab.
Send Daily Flagged Incidents to Admins
When enabled, administrators receive a daily email summarizing incidents flagged for review.
What it does:
- Sends email digest of flagged incidents
- Delivered at the configured automation time
- Includes incident details and links to review
Enable when: District wants daily reminders to review flagged incidents (damage awaiting approval, billing holds, etc.)
Disable when: Flagged incidents are reviewed frequently enough that daily emails are unnecessary.
Tip: If enabled, ensure administrators have email notifications configured correctly to receive these summaries.
Automated Import (Student)
Student import settings control how Manage1to1 handles student data from your SIS or OneRoster provider.
Enable Automatic Student Import
Enables scheduled student imports using the configured data source (CSV upload location or OneRoster provider).
What it does:
- Automatically imports student data daily at configured time
- Creates new student accounts
- Updates existing student information
- Processes building assignments
Enable when: District uses SIS integration and wants students synchronized automatically.
Disable when: District prefers manual student imports or is troubleshooting import issues.
Important: If disabled, student data will not update automatically. Manual imports will be required to keep roster current.
Override Student Passwords with Imported Passwords
When enabled, passwords provided in the import source replace existing student passwords in Manage1to1.
What it does:
- Updates student passwords during each import
- Overrides passwords students may have changed
- Keeps passwords synchronized with SIS
Enable when:
- SIS is the authoritative password source
- Students use the same password across all systems
- District policy requires password synchronization
Disable when:
- Students set their own passwords in Manage1to1
- Passwords should remain independent of SIS
- District doesn't want to overwrite user-chosen passwords
Common use case: District uses single sign-on (SSO) or centralized password management and needs passwords consistent across all platforms.
Automatically Mark Missing Students as Inactive
Students not present in the import source are automatically marked inactive in Manage1to1.
What it does:
- Compares imported students to existing students
- Marks students missing from import as inactive
- Removes them from active user counts
- Preserves historical data (doesn't delete students)
Enable when:
- SIS is authoritative source for active enrollment
- Students who leave district should be deactivated automatically
- District wants Manage1to1 to mirror SIS exactly
Disable when:
- Import source is incomplete or unreliable
- Students might be temporarily missing from SIS
- District prefers manual control over deactivation
Important: This only marks students inactive - it does NOT delete student records or historical data. Inactive students can be reactivated manually if needed.
Example scenario: Student graduates mid-year and is removed from SIS. Next automated import marks student inactive in Manage1to1, freeing up license.
Automatically Create Device Fee Invoice
Allows a selected Sale Item to be automatically invoiced to students during import.
What it does:
- Creates invoice for selected Sale Item automatically
- Applies to new students or all students (depending on configuration)
- Runs during each automated import
When to use:
- District charges annual device fee to all students
- Fee should be applied automatically without manual invoicing
- New students should receive fee upon enrollment
Configuration: Select the Sale Item (e.g., "Annual Device Fee - $50") from the dropdown. This item will be automatically invoiced based on automation settings.
Example: District charges $50 annual device fee. Configure "Annual Device Fee" Sale Item, enable this setting, and all new students receive invoice automatically when imported.
Tip: Combine with parent portal payment settings to allow families to pay fees online immediately after enrollment.
Grade Level Matrix
The Grade Level Matrix maps incoming grade values from your data source to Manage1to1's internal grade labels.
Why this exists: Different SIS platforms use different grade level formats:
- Some use
K, 1, 2, 3...12 - Some use
0, 1, 2...12(Kindergarten = 0) - Some use
-1, 0, 1...12(PreK = -1, Kindergarten = 0)
What it does:
- Translates source grade values to standardized Manage1to1 grades
- Ensures grade-based reporting works correctly
- Allows proper grade filtering and sorting
How to configure:
- Identify grade format used by your SIS
- Map each source value to corresponding Manage1to1 grade label
- Save configuration
Example mapping:
- Source value:
0→ Manage1to1 grade:K(Kindergarten) - Source value:
1→ Manage1to1 grade:1 - Source value:
12→ Manage1to1 grade:12
When to use: Your SIS uses non-standard grade values and imports are assigning incorrect grades to students.
When not needed: Your SIS already uses standard grade labels (K, 1, 2...12).
Automated Import (Guardians)
Guardian import settings control how parent/guardian associations are synchronized.
Enable Automatic Guardian Import (CSV Only)
Enables scheduled guardian imports from CSV data source.
What it does:
- Imports guardian/parent data daily
- Creates guardian accounts
- Associates guardians with students
- Updates guardian contact information
Important: Guardian imports are CSV-based only. OneRoster providers typically do not include guardian data.
Enable when: District maintains guardian data in CSV format and wants automatic synchronization.
Disable when: Guardian data is managed manually or not available for automated import.
Automatically Remove Missing Guardians
Guardian associations may be removed when guardians are omitted from the import source.
What it does:
- Compares imported guardians to existing guardians
- Removes guardian-student associations for guardians not in import
- Cleans up outdated guardian relationships
Enable when:
- Guardian CSV is authoritative and complete
- Outdated guardian associations should be removed automatically
Disable when:
- Guardian import is incomplete or unreliable
- District prefers manual control over guardian removal
Important: This removes guardian associations but typically does not delete guardian accounts entirely.
Automated Import (Staff)
Staff import settings control how staff user accounts are synchronized.
Enable Automatic Staff Import
Enables scheduled staff imports using the configured data source.
What it does:
- Imports staff data daily
- Creates new staff accounts
- Updates existing staff information
- Processes building assignments
Enable when: District uses SIS integration for staff and wants automatic synchronization.
Disable when: Staff accounts are managed manually or district is troubleshooting import issues.
Override Staff Passwords with Imported Passwords
Passwords included in the staff import replace existing staff passwords when enabled.
What it does:
- Updates staff passwords during each import
- Overrides passwords staff may have changed
- Keeps passwords synchronized with source system
Enable when:
- Source system is authoritative for staff passwords
- District uses centralized password management
- Staff passwords should remain synchronized
Disable when:
- Staff set their own passwords in Manage1to1
- Passwords should remain independent of source system
Common use case: District uses SSO and staff passwords must match across all platforms.
Parts Inventory Alerts
Parts Inventory alert settings control automated notifications when parts fall below their configured reorder levels.
To receive Parts Inventory alerts, administrators must have Parts Inventory Notifications enabled on their role in Settings > Roles.
Send Immediate Low Stock Alerts
When enabled, sends an email alert as soon as inventory drops below a part's reorder level.
What it does:
- Monitors inventory changes in real-time
- Sends immediate email when stock falls below threshold
- Includes part name, SKU, location, current quantity, and reorder level
- Only sends one alert per part/location within 24 hours (prevents alert fatigue)
Triggers include:
- Parts used on incidents
- Manual inventory adjustments
- Transfers that reduce location stock
Enable when: You need immediate notification to reorder critical parts before running out.
Disable when: Daily digest is sufficient, or you prefer to check inventory manually.
Send Daily Low Stock Digest
When enabled, sends a daily summary email listing all parts currently below their reorder level.
What it does:
- Compiles list of all low stock parts across all locations
- Sends email at the configured Daily Automation Time
- Includes a table with part names, current quantities, and reorder levels
- Useful for planning daily or weekly reorder activities
Enable when: You want a consolidated daily view of inventory needs for purchasing planning.
Disable when: Immediate alerts are sufficient, or you review inventory reports directly.
Tip: Many districts enable both - immediate alerts for urgent items and daily digest for comprehensive review.
Configuring Reorder Levels
Alerts only trigger for parts with a reorder level greater than zero. Configure reorder levels on individual parts:
- Go to
Incidents > Parts Inventory - Click on a part name
- Click Edit
- Set the Reorder Level to your minimum threshold
- Click Save
Setting effective reorder levels:
- Consider lead time (how long to receive new stock)
- Consider usage rate (how many you use per week/month)
- Add buffer for unexpected demand
Example: If you use 5 screens per week and restocking takes 2 weeks, set reorder level to at least 10-15.
For detailed guidance, see Low Stock Alerts.
Alert Recipients
Alerts are sent to administrators based on role settings:
- Go to
Settings > Roles - Edit the desired role
- Enable Parts Inventory Notifications
- Save
All active administrators with this role receive low stock alerts. Typically enabled for:
- Tech coordinators
- Inventory managers
- Purchasing staff
Best Practices
✅ Do:
- Schedule automation during low-usage hours (overnight)
- Test automation settings with small data sets before full deployment
- Review automation logs regularly to catch import failures
- Coordinate automation time with SIS data refresh schedule
- Document which settings are enabled and why
❌ Don't:
- Enable "automatically mark missing as inactive" until confident import is reliable
- Override passwords if users have already set their own
- Schedule automation during peak usage hours
- Enable automatic invoicing without configuring Sale Items first
- Change automation settings without understanding impact on existing data
Common Questions
Q: What happens if the automated import fails? Manage1to1 logs the failure and retries at the next scheduled automation time. Review import logs to diagnose issues. Previous data remains unchanged.
Q: Can I run automation manually instead of on a schedule? Yes. Automation can be disabled and imports can be triggered manually from their respective management screens. However, daily automation is recommended for keeping data current.
Q: What time zone is used for the automation schedule? Server time zone, which is configured during initial setup. Contact Manage1to1 Support to confirm your district's configured time zone.
Q: If I disable automatic student import, do existing students remain? Yes. Disabling automation only stops future imports. Existing student data remains unchanged. Re-enabling automation resumes synchronization.
Q: What happens to students marked inactive automatically? They become inactive users, freeing up licenses and removing them from active rosters. Historical data (incidents, checkouts, invoices) is preserved. Students can be manually reactivated if needed.
Q: Should I enable "override passwords" for students and staff? Only if your source system is the authoritative password source and you want passwords synchronized. If users set their own passwords in Manage1to1, leave this disabled.
Q: Why are some students not importing? Common causes: Building mismatch (student assigned to building that doesn't exist in Manage1to1), missing required fields, or SIS ID format issues. Review import logs for specific errors.
Q: Can I automate different data sources at different times? No. All automation runs at the configured daily automation time. If different schedules are needed, contact Manage1to1 Support to discuss custom configuration.
Q: Why am I not receiving Parts Inventory low stock alerts?
Check these items: (1) Is the setting enabled in Automation Settings? (2) Does your role have Parts Inventory Notifications enabled in Settings > Roles? (3) Does the part have a reorder level greater than 0? (4) Has an alert already been sent for this part in the last 24 hours?
Q: Can I send Parts Inventory alerts to a specific email address?
Alerts use role-based notifications by default. However, you can add a CC or BCC address on the email template itself in Settings > Email Templates. Find the "Low Stock Alert" templates and add the desired email address to the CC or BCC field to ensure a specific address always receives a copy.
The Automation Settings tab ensures your district's data stays synchronized automatically, reducing manual effort and maintaining accurate, up-to-date information across Manage1to1.