This guide is intended for Showbie Admins who have already enabled the Showbie MIS integration by approving Showbie's data request through Wonde.
If you haven't enabled the integration yet, you can Request Access from the Showbie Admin Dashboard by navigating to School Settings > Integration.
In this guide, we'll review:
Getting started with the MIS integration
Reviewing and syncing teachers
Reviewing and syncing students
Activating teacher and student accounts
Managing synced accounts
Troubleshooting & FAQs
Getting Started with the MIS Integration
Once you have approved Showbie’s data request through Wonde, our team can connect the integration to retrieve data from your Management Information System (MIS).
🔄 The sync refreshes once daily at 9:00 PM UK time. Any changes that you make will not be reflected in the review workflow until a sync is run.
After the connection has been made, you will have to do an initial review of your teacher and student records to decide which users to sync/create accounts for. Once users are created and synced, we will update them as you change information in your MIS.
Reviewing Your Data
Before reviewing your data, ensure:
Your school has approved Showbie's data request through Wonde.
Your MIS integration has been connected by the Showbie team.
Your teacher and student records in your MIS are up to date.
You understand that data refreshes once daily at 9:00 PM UK time.
When you're ready, navigate to School Settings in the Showbie Admin Dashboard. If new teacher or student records are available to review, you'll see a Review button next to Teacher Records Found or Student Records Found.
Reviewing Your Teachers
💡 How matching works: Teacher accounts are matched using their email address.
Step 1: Review Existing Teacher Accounts
If an email address in your MIS matches an existing Showbie teacher account, the record will appear as an Existing Account with a pending action of Sync.
If no matching accounts are found, this step will be skipped.
Any teacher records from your MIS that have a matching email address already in Showbie will be flagged as an Existing Account (pending action: Sync)
✍️ Before syncing, check that your teachers' existing Showbie accounts use the same school email addresses as your MIS records. This helps prevent duplicate accounts from being created. Teachers can update their own account information in the Showbie app if needed.
Step 2: Review New Teacher Accounts
Any teacher records from your MIS that do not have a matching email address already in Showbie will be flagged as a New Account (pending action: Create New Account)
Select which accounts you want to “Create” and which to skip (”Do Not Sync”)
You may choose not to create Showbie accounts for members of staff that do not have a teaching role at your school
If you are onboarding a smaller cohort at your school to start, you may want to use bulk actions to set all of your records to “Do Not Sync,” then search for the individual accounts to “Create”
The top bulk selection bubble will select all records on the page, triggering the bulk actions bar to appear
You then have the option of extending the selection to all records meeting the current search/filter parameters
Set a Pending Action (”Create New Account” or “Do Not Sync”) for all records selected
Step 3: Confirm Details
Note, before you approve the sync:
Teachers are onboarded via email only as it is the most secure
Activation emails connect their account to your SSO provider.
Activation emails expire after 7 days for security.
You can resend activation emails from the Teachers tab.
If you're preparing accounts in advance, you can schedule activation emails to be sent later.
You can resend activation emails from the Teachers tab
Once you “Approve & Start Sync” you will be taken back to the School Settings page while your accounts are being created.
You may be put in a queue dependent on how many other requests are being processed
You can safely navigate away from this screen and we’ll send you an email when we’re done!
After you “Approve & Start Sync,” teacher accounts are created as
Pendingin Showbie
Reviewing Your Students
💡Student accounts are matched by email address only
Step 1: Review Existing Student Accounts
If no records from your MIS have a matching email address in Showbie, this step will be skipped.
Any student records from your MIS that have a matching email address already in Showbie will be flagged as an Existing Account (pending action: Sync)
✍️ We recommend double-checking the accounts in your Students tab to make sure that they all have school email addresses attached to their Showbie accounts matching your MIS records, to avoid creating duplicate accounts!
You can update student information as a teacher in the Showbie App, or from the Students tab of the Admin Dashboard.
Step 2: Review New Student Accounts
Any records from your MIS that do not have a matching email address already in Showbie will be flagged as a New Account (pending action: Create New Account)
✍️ If you have existing Showbie student accounts, we recommend filtering by year group and only creating new accounts for your incoming cohort of students.
This will prevent duplicate accounts from being created for students that may already have a Showbie account without an email address attached.
Select which accounts you want to “Create” and which to skip (”Do Not Sync”)
If you are onboarding a smaller cohort at your school to start, you may want to use bulk actions to set all of your records to “Do Not Sync,” then filter by the year group you would like to “Create new accounts” for
The top bulk selection bubble will select all records on the page, triggering the bulk actions bar to appear
You then have the option of extending the selection to all records meeting the current search/filter parameters
Set a Pending Action (”Create New Account” or “Do Not Sync”) for all records selected
Step 3: Account Access
This step is only shown if you selected to Create New Account for one or more records.
There are a few options for onboarding students in Showbie that depend on how you would like them to access their accounts.
Single sign-on
If your students are using single-sign on (Google, Microsoft) to access other applications, this is a secure option to use in Showbie as well
If your students are able to receive email, they can be sent activation emails similar to teachers
If your students are not able to receive email, we have an in-person activation method that will guide students to your school specific activation page in order to connect their SSO credentials to their Showbie account
Showbie password or QR code
If your students are not yet using single-sign on, you can use Showbie passwords or QR codes to sign into Showbie; this option may be easier for younger years learners
With this option, accounts get created as an active
Synced Memberthat will be added to your Students list
The easiest way to get your students signed into Showbie is to download unique student QR codes for sign-in from the Students tab
These accounts are created with randomly generated strong passwords that can be reset individually in your Students list
Step 4: Confirm Details
This step will confirm the options you chose for account access.
Once you “Approve & Start Sync” you will be taken back to the School Settings page while your accounts are being created.
If there are other sync requests being processed, your sync may be queued before it begins.
You can safely navigate away from this screen and we’ll send you an email when we’re done!
Account Activation
If you chose SSO as the sign-in method for your teachers or students, account activation is required in order for us to link the user’s SSO credentials to their Showbie account for the first time. (This is the only onboarding method available for teachers.)
Email Activation
Teacher and student accounts activated via email will receive a message from Showbie. Clicking on “Activate Your Account” will take them to the activation page, where they can enter their SSO credentials.
In-Person Student Account Activation
For students who are unable to receive email, we have an in-person Activation Link option that you can enable at the bottom of your Integrations page. By sharing the link or having students scan the QR code provided in the downloadable handout, teachers can direct students to their school’s activation page.
Activation Page
The activation page looks similar for both email and in-person activation.
It requires the user to sign-in with their SSO credentials matching the
PendingShowbie account that has been created for them.Once this step is complete, the user will be signed in and their status will change to
Synced Memberin the Admin Dashboard!
Synced Accounts
Pending Activation (for SSO sign-in only)
After the accounts have been created, they will show in the Teachers or Students tab as Pending, if they require activation. This means the accounts have been pre-created, but the user has to activate their Showbie account by signing-in using their SSO credentials.
If an activation email has expired, you can resend it using the action menu on the user's row
Synced Members
If you chose to use Showbie’s student QR code sign-in, student accounts will be created as active Synced Members.
Alternately, once a teacher or student account has been properly activated and is synced through the integration, they will appear in your Teachers or Students list as a Synced Member.
Synced accounts
Will have their account details (name, email address, year group) managed by your MIS
Users will no longer be able to edit these details in Showbie
Will be unsynced and deactivated when a leaver date set in your MIS has passed
Manual deactivation from the Admin Dashboard is not possible for synced accounts
Unsyncing Members
If a user has been synced by mistake, you can manually "Unsync" a Synced Member or "Delete" a Pending account by using the actions menu on the user's row. This disconnects the Showbie user from your MIS record and allows you to make changes to it. You may resync the account by going back through the Review workflow.
Frequently Asked Questions
Do I have to sync both Students & Teachers?
No you can choose to sync one group or another** Edit this question
I just added a student to my MIS, why isn’t it appearing in the review step?
The sync refreshes once daily at 9:00 PM UK time. Any changes that you make will not be reflected in the review workflow until a sync is run.
If I “Do Not Sync” a user, can I sync them at a later date?
Yes! Users set to “Do Not Sync” will stay on your review list to create or sync at a later date (as long as they are still an active record in your MIS).
Why can’t my accounts be synced?
In order to be synced, existing Showbie account matching those found in your records must
Be verified members at your school (appearing on your Teachers or Students list in the Admin Dashboard)
Have confirmed their email address (*teacher accounts only)
Be an active member (not
Deactivated)
Users with existing Showbie accounts that don’t meet these criteria will appear on this list which can be downloaded in CSV format.
Role | Possible Error |
Teacher | Teacher is not connected to your school in Showbie; send them an invitation using Add > Invite on the Teachers page |
Teacher | Teacher is deactivated; reactivate this account in order to sync |
Teacher | Email is unconfirmed; resend email confirmation from Teachers list |
Student | Student is not connected to your school in Showbie; request a student transfer using Add > Request Transfer on the Students page |
Student | Student is deactivated; reactivate this account in order to sync |
Why am I getting syncing errors?
There are a number of different errors you may encounter when you run a sync.
Data has changed between the last overnight sync and when you press “Approve and sync”
There is a conflict with an account in another data region
Possible Error | What has happened | Action |
| The email address for this user is attached to another account. This might happen if the user created a duplicate account which was not migrated to your current data region. | Contact the Showbie team! We can help locate and delete the duplicate account so you can use the email address. |
| The account email address was not detected, so was in the “Review” step as a new user, but before you were able to “Approve and sync,” the account was manually created. | Try “Reviewing” your records again. They should be refreshed and these users should appear as “Existing” users to sync. |
I am not able to add an email address to my student! The email is already in use, but I can’t find the account in my dashboard.
This might happen if the student created a duplicate account. Sometimes, the account isn’t attached to your school if the student mistyped the class code when creating their account, or if the duplicate was inactive and not migrated to your current data region.
Reach out to the Showbie team and we can help locate and delete the duplicate account so you can use the email address.
How do I deactivate a synced user?
You cannot manually deactivate a synced user from the Admin Dashboard. Set a leaver date in your MIS to unsync and deactivate synced Showbie user accounts.
Alternately, you can manually "Unsync" a synced user and then deactivate them.
A teacher / student at my school had a Showbie account with a different (or no associated) email address, so I accidentally created a duplicate synced user! How can I fix this?
You can "Unsync" the Synced Member (or "Delete" the Pending account) which will then allow you to add the appropriate email address to the correct account. Then, after the nightly update, you should see this account in your Review list as an Existing User to sync.