HowTo: Account Matching

This HowTo cover the ZiLink account matching process.

HowTo: Locating the ZiLink menu in Moodle

Please refer to the HowTo: Locating the ZiLink menu in Moodle which covers logging into moodle and locating the ZiLink section.

ZiLink > Account Synchronisation > Configuration

ZiLink > Account Synchronisation > Configuration

For ZiLink to know which cohorts to enrol students it needs to know which Moodle accounts are matched with which users. This process is fundamental to ZiLink and should be enabled.

Select 'Enable' from the Account Synchronisation drop-down box.

It is possible that you do not want to include particular Moodle usernames such as exam accounts. Enter either part or all of the username(s) you wish to exclude from Account Matching. Use a comma to separate the usernames, e.g. test, ocr_.

ZiLink > Account Synchronisation > Unmatched

ZiLink > Account Synchronisation > Unmatched

ZiLink will need to match students and staff records from the school Management Information System (MIS) and existing Moodle accounts.

The first four columns (Name, House, Year, Registration Group) lists information from the school MIS and the last column (Account Matched Against) lists the information from Moodle.

How Does ZiLink Match Accounts?

ZiLink will match Moodle accounts to MIS records by using the the following fields

In Moodle:

  • Firstname
  • Lastname

From your MIS

  • GivenName
  • FamilyName
  • PreferredGivenName
  • PreferredFamilyName

ZiLink uses the following name format when matching

For students

  • [GivenName][FamilyName]
  • [PreferredGivenName][PreferredFamilyName]
  • [First Letter of GivenName][FamilyName]
  • [First Letter of PreferredGivenName][PreferredFamilyName]

For Staff

  • [GivenName][FamilyName]
  • [PreferredGivenName][PreferredFamilyName]
  • [First Letter of GivenName][FamilyName]
  • [First Letter of PreferredGivenName][PreferredFamilyName]
  • [Title][FamilyName]
  • [Title][PreferredFamilyName]

 

When ZiLink finds a single match

When ZiLink finds a single match

ZiLink has automatically matched Clarissa Abbott against the Moodle Account with username 'cabbott'. When the process is complete a unique ID number will be added to the ID Number field of the Moodle users profile. If a number already exists in that field, ZiLink will not overwrite and the match will not be completed. Therefore, it is essential that this field is empty of data including non-printable characters. You can test the data using ZiLink > Reports > Account Matching.

The ZiLink ID Number is unique and is used by ZiLink to track the user through the system. Do not alter it manually. ZiLink does not use the UPN, roll number, etc. in this process.

What happens when ZiLink has found more than one Moodle account to match against the school MIS record?

What happens when ZiLink has found more than one Moodle account to match against the school MIS record?

If ZiLink has found more than one potential match an administrator is able to manually select the correct match.

In this example, the administrator needs to select the Moodle account that matches with Megan Allen in Boyle House.

Message: No Match Available

Where you see this message in the last column ZiLink has been unable to create a match.

The usual reason for this message is because there is no Moodle Account. You may need to create a Moodle account.

If a Moodle account exists, check the spelling of the names in the school MIS record and the Moodle account profile match. The Moodle profile first name and last name must match with the school MIS record which you can see in the 'Unmatched' list.

If the names do not match and you're sure the Moodle account is a correct match for the SIMS record, then change the names in the Moodle account to match the school MIS record, go to Site administration > ZiLink > Account Synchronisation > Unmatched to match the record and account.

Finally, if you need to, revert the Moodle account to the original names. Once the link has been made and the Moodle account contains an ID number in the ID Number field of the Moodle profile you can change names in the Moodle profile.

When Does Account Matching Happen?

A ZiLink process will ensure that the matches created in the unmatched list are processed. This process happens automatically and will run once an hour as long as your moodle cron is setup to run every 10 to 15 minutes.

ZiLink > Account Synchronisation > Matched

ZiLink > Account Synchronisation > Matched

This is a report listing all the school MIS records that have been matched against a Moodle account. The username of the Moodle account is in brackets.

ZiLink > Account Synchronisation > Export

ZiLink > Account Synchronisation > Export

This option enables you to export a spreadsheet of the matches that have occurred so that they can be analysed if required. One tab will contain the student matches and another tab will contai staff matches.

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