Encoura Engage: Membership Groups and Roster Syncing

With the GivePulse-Encoura Engage Integration, existing groups in Encoura Engage can be mapped and synced to groups in GivePulse. This streamlined process enables group admins to more easily manage membership rosters between platforms.

This article will cover the following:

• Important Information to Review Before Setting up Group Membership Syncing
• How to Set up Group Membership Syncing
• How to Map an Encoura Engage Group to a GivePulse Group
• How to Push a Manual Sync
• How to Remove Members from your Organization in Encoura Engage

Important Information to Review Before Setting up Group Membership Syncing

Please review the notes below before setting up membership syncing between Encoura Engage and GivePulse.

• Before syncing groups from the Engage platform ensure the group rosters are up to date with current student members. You want to avoid syncing student users that are no longer enrolled or active. We recommend you focus on syncing groups actively engaged in the community.
• Syncing these groups updates information in GivePulse to match Encoura Engage, including users, user membership roles, and group details (title, description, address, etc.). During membership sync, the system uses email and SSO username to locate existing users.
  • If a user isn't found, a new user is created and added to the GivePulse group.
  • If a member is removed from an Engage group, they're also removed from the GivePulse group.
  • When an Engage group is marked inactive, it's marked as administrative in GivePulse.

How to Set up Group Membership Syncing

Please follow the steps below to enable group membership syncing within your GivePulse instance:

Generate a New Admin for API Calls

1. Generate a new admin user solely for API calls, such as

   example-api@xxxx.edu

   and assign a strong password.

2. Generate a consumer key/secret on the GivePulse API page. Combine this information with the previously created email and password. Then attempt to obtain a Bearer Token by sending a POST request to:

   https://api2.givepulse.com/auth

3. If successful, you're all set. If not, review step 1 or step 2 as there may have been an error.

Retrieve API Key from Encoura

Community Administrators in Encoura Engage have access to create an API Key to help set up the subgroup and organization integration.

To create your API key:

1. Navigate to your Switchboard
2. Click on Admin
3. Select the Configure tab to navigate to the API Keys section

Create a new key, title the API to help you manage it, use the Live Key, and disable the Restrict to IP setting under access.

Once configured, give the endpoint access to GET Organizations, including Organization Members, Organization Position Holders, and Organizations.

If you have questions about creating your key, contact the Encoura Engage Support Team.

Setting Up the Integration in GivePulse

1. From your group dashboard, navigate to More Tools > Engage Integration
2. Enter the API Key you obtained from Encoura and click Save.

If entered correctly, you will see three dropdown menus:

• The first dropdown populates with Engage Organizations.
• The second allows you to create or select GivePulse groups.
• The third dropdown contains existing GivePulse groups where the new group will be placed.

How to Map an Encoura Engage Group to a GivePulse Group

After setup is complete, admins can begin mapping Engage groups to GivePulse groups.

Note: In GivePulse, memberships roll up. If you are a member of a subgroup, you automatically become a member of the parent group. For this reason we only allow syncing of "leaf" groups (groups with no subgroups).

If the Engage group already exists in GivePulse:

1. Select the Engage organization from the first dropdown.
2. Select the matching GivePulse group from the second dropdown and click Save.
3. The mapping will appear in the grid below.

If the Engage group does not exist in GivePulse:

1. Select the Engage organization from the first dropdown.
2. Select Create new group in the second dropdown.
3. Select the parent group where the new group should live.
4. Click Save.

NOTE: The primary contact in Engage becomes the primary admin in GivePulse.

If the GivePulse group already has a primary admin, that individual will be reassigned as a regular admin. Any manual changes made to the primary admin in GivePulse will be overwritten during the nightly sync.

How to Push a Manual Sync

Encoura Engage organizations sync nightly with GivePulse groups. To manually sync mapped groups click Sync All Groups.

Alternatively, sync an individual group using the Actions dropdown in the grid.

During sync, GivePulse updates users, membership roles, group title, description, address, and other group details to match Engage.

• If a user isn't found, a new user is created and added to the GivePulse group.
• If a member is removed from Engage, they are removed from the GivePulse group.
• If an Engage group is marked inactive, it becomes administrative in GivePulse.

If the connection is removed, the Engage organization and GivePulse group will no longer sync.

How to Remove Members from your Organization in Encoura Engage

If an admin or student leader needs to update a group roster in Encoura Engage, click HERE to learn how to complete the process.