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Setting up Automatic Patron Sync with TASS

Updated

To sync patron data between TASS and SmartSuite, you’ll first need to create a TASS API Application and assign the correct permissions. Once that’s done, SmartSuite can ingest data via secure, automated sync.

Before enabling the sync, you must prepare and upload a final manual patron import as a CSV file. This ensures all users have their Employee Number or Student Number correctly mapped into SmartSuite’s External ID field—preventing duplicate accounts when the automated sync begins.

Follow the two setup sections below to complete the connection:

 

Setting Up TASS API Access

1. Create a TASS API Application

  • In TASS.web, go to:
    System Admin → Utilities → API Gateway Maintenance → TASS APIs
  • Click “Add API Application”, then enter:
    • Application Code (e.g. FSI_SMARTSUITE)
    • Description
    • Token Key (for encryption)
    • Company Code (usually 01)
  • Save the application.

2. Set Permissions (for Version 3 APIs)

  • Create a Security Role under Users → Security Role Permissions
  • Grant relevant read-only or admin access for the data you want (e.g. student info, timetable)
  • Link the role to your API application in the API Gateway screen.

 

Setting Up TASS Sync in SmartSuite

1. Log in to SmartSuite
Use an administrative user account.

2. Navigate to System Settings
Go to:
System Menu → Settings → System Settings

3. Open the 'Patron Sync' Tab
Click the Patron Sync tab to begin setup.

4. Select TASS as the Sync Method
In the Sync Method dropdown, choose TASS.

5. Enter Your TASS Credentials
Fill in the following fields:

  • TASS Endpoint URL
  • TASS Company Code
  • TASS App Code
  • TASS Token Key

6. Click Continue
This will lock in your connection details.

7. Complete a Final Manual Patron Import
Before enabling live sync:

  • Run one last manual patron import
  • SmartSuite will use Employee Number and Student Number as the unique match (External ID)
  • This ensures no duplicate users when sync is activated

8. Click “I’ve finished my import – Next Step”
Once the manual import is done.

9. Verify All Users Have External IDs

  • Ensure every user (students, staff, teachers) has their Student Number or Employee Number listed in the External ID field

  • Use the built-in report tool to check:

    “Number of patron records without data in their External ID Field: [count]”

  • Download the report and verify all active users are correctly matched

10. Tick to Confirm and Click Continue
This confirms you’ve verified the data is ready for sync.

11. You’re Now Syncing with TASS! 🎉
SmartSuite will now automatically update patrons using data from TASS

🛑 To Pause or Disable TASS Sync

Return to:
Menu → Settings → System Settings → Patron Sync
Click “Stop Data Flow” to pause the sync at any time.

For more information on the fields available for a TASS Sync, click here. 

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