Note: This article is ONLY for Clever or ClassLink customers that were Hatch™ customers prior to their integration.
Matching Data for Existing Hatch Customers
If your organization has existing users (teachers, administrators, or parents), or children, when the organization administrator performs their first Roster Sync and after the sync completes, they will be prompted to match their Clever roster data to any existing Hatch schools, users, and children that cannot be automatically matched. The matching must be completed for all roster data to be imported.
Matching may also occur if a member of the Hatch team sets for it to be run again. This could occur if we discover problems with your data.
Automatic and Manual Matching
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Automatic matching will occur when you first attempt to sync your data with Hatch or if matching is run by our team at Hatch. When all the data of a user or child matches what already exists within Hatch, then Hatch will automatically connect these data points, with no intervention needed.
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School and class data coming from Clever or ClassLink will automatically replace any data found in Hatch.
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When the data of a user or child does not match exactly, then you will be required to confirm a match for these data points or deactivate them.
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For example, if a child’s date of birth and last name match between the Clever and Hatch data, but there is a different first name in both systems, they would not automatically be matched because we can't be sure they're the same person. So, they will be moved into a list of unmatched data.
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How to Match
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If matching is required, the organization administrator will be directed to the Manual Matching landing page where they will see an overview of the process.
- Matching will take place in three stages: users, children, and No Matches. Users include family members, teachers, and administrators. Children are simply the unmatched children in your organization. No Matches are users or children in the Hatch system that we cannot find any compatible match for in your roster system. In most cases, we recommend that you deactivate these users or children.
Users
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Once you click Start Matching, you will be taken to a list of five users. User pages are broken up into groups of five. You can use these pages as opportunities to break up the matching process so that you do not have to match everyone in one sitting. For example, if you need to stop matching and do something else, you can simply finish the page, click Save and Continue, then click Exit Matching to pause the process.
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On the user pages, you will see the Hatch data on the left and your action options on the right. The close matches we find from your auto roster system will appear first in the options on the right. We will show the data point, in red, that does not match what we have in Hatch. If selected, this is what will be brought over to Hatch and changed for this user.
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If the user on the left is actually the user suggested on the right, then select that option. If they are not the user recommended on the right, then your other options are to deactivate this Hatch user or select No Match | Search Later. This option will simply push this user to the No Matches group, which is the last step of the process.
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After you’ve made all five selections, click the Save and Continue button at the bottom. This will take you to the next page of users, if applicable.
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Skip This Step will take you to the next step in the process (the next page of users), and Exit Matching will exit the page without saving your choices.
Children
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Children’s pages are broken up into lists of 10 children. These pages are very similar to the user pages except that we use date of birth instead of an email address to compare to your Clever or ClassLink data.
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Again, the data on the left shows what we have in Hatch, and the choices on the right show your suggested matches from your auto roster as well as options to deactivate or push this user off until the end of the process.
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After you’ve made all 10 selections, click the Save and Continue button at the bottom. This will take you to the next page of users, if applicable.
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Skip This Step will take you to the next step in the process (the next page of users), and Exit Matching will exit the page without saving your choices.
No Matches
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The No Matches process works a bit differently. These are users or children that we could not find a match for in your Clever or ClassLink database.
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Typically, this means that these users or children should probably be deactivated because Hatch needs to be as up to date with your Clever or ClassLink data as possible. For this reason, deactivate is the default option on this page.
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However, we also allow you to search your unmatched users or children to find a match.
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An example in which this may occur is if all the data inputted to Hatch was slightly different than the data found in Clever or ClassLink. For example, A child’s name and date of birth in Hatch are Sarah Jane, DOB: 10/12/2015, but the child’s real information from the auto roster is Sara-Anne Janson, DOB: 10/11/2015. This may be a user that we do not assume has a match but that you know is a match.
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If you search and select a user or child from the options, then the deactivate checkbox will automatically be deselected.
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What cannot be matched should be deactivated so that your roster integration can continue.