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Connecting Incident IQ to EduTrak

 Overview

We need five items from your team to connect Incident IQ to EduTrak, plus about 15 minutes together to confirm everything works. Once connected, families will see their student's Incident IQ device fees and fines in EduTrak and can pay them online. Payments are marked as paid in Incident IQ automatically, so your Fee Tracker stays up to date without extra work.

What we need from you

Your Incident IQ administrator can usually provide all of these. Items 1 to 3 are details we enter on our side; items 4 and 5 are quick confirmations.

# Item What it is Why we need it
1 Incident IQ web address The address your staff use to log in to Incident IQ, for example isd834.incidentiq.com Tells EduTrak where to find your district's fees
2 Fee Tracker API token A key your Incident IQ administrator creates specifically for the Fee Tracker app. EduTrak cannot create this for you. Lets EduTrak read fees and mark them paid. Please send it securely (see below).
3 Incident IQ Site ID Your district's site identifier in Incident IQ Makes sure we connect to the correct site
4 Fee Tracker confirmation A quick yes that the Fee Tracker app is installed in your Incident IQ The integration relies on Fee Tracker
5 Student ID confirmation A quick yes that student IDs in Incident IQ match the student IDs in EduTrak We match fees to students by ID. If IDs differ, those students' fees will not appear.

Sending the API token safely

Please treat the API token like a password. Send it through a secure channel, such as onetimesecret.com, and avoid regular email, chat, or support tickets.

In the future, if this token changes, it can be updated in EduTrak's admin site so that we don't have to transfer it manually. We will cover this in your training.

Final check together

After we connect, we will confirm it works with one real family. Please choose a student who has at least one unpaid fee in Incident IQ, and have Fee Tracker open so we can compare.

We will open that student's dashboard in the parent portal and confirm the fee appears with the same amount you see in Fee Tracker. We will not make a test payment on a real fee, because a payment marks the fee as paid in Incident IQ.

Good to know

A few things work differently for Incident IQ fees today:

Refunds of Incident IQ fees take three steps, because Incident IQ does not let EduTrak post refunds back to it. First, issue a Force Refund on the payment in your EduTrak admin site; this records the refund in EduTrak but does not return money to the family. Next, issue the family a refund check. Then mark that fee as refunded manually in Incident IQ Fee Tracker, so both systems match.