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Creating Class Teams with School Data Sync

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How School Data Sync (SDS) creates Class Teams

The process describes how SDS creates class teams when classes and rosters are synced.

Step 1: Data Ingestion

SDS supports ingesting data using OneRoster API connectors or by sending CSV files in one of the supported SDS formats. To create Class Teams, SDS requires you to provide user, class, and roster data at a minimum, to facilitate the E2E provisioning process described in subsequent steps. During this data ingestion process, SDS performs a series of data validation checks to ensure source system APIs are accessible, CSV headers are properly formatted, and the roster ID mappings between the classes and users is correct. Once data is validated, erroneous data is discarded within the errors section, and the remaining good data is submitted for processing and synchronization to Microsoft 365.

Step 2: Sync Users

Before SDS can create groups and add memberships, it must first synchronize all the users from the source system and map them to their corresponding user account in Microsoft Entra ID. If your users already exist and you select the Sync Existing Users option in the sync profile setup wizard, SDS uses a process called Identity Matching to map source system attributes to Microsoft Entra user attributes. Once mapped, each user gets an Anchor ID extension attribute in Microsoft Entra ID, which includes the unique and persistent SIS ID from the source system. If you select the "create new user option" in the sync profile, SDS creates the user accounts based on the data provided and assign the corresponding license set within the sync profile setup wizard. Syncing users is foundational step for every follow-on provisioning feature and step within SDS. If any user fails to match identities or sync due to errors, SDS won't be able to add the memberships for that user to the Class Group or Class Team.

Step 3: Create Class Groups in Microsoft Entra ID

Once all the users are synced, SDS can create the Microsoft 365 Groups within Microsoft Entra ID. The groups created by SDS aren't the same as Microsoft 365 groups created by end users or those created by an Admin when using the Microsoft 365 Admin portal or PowerShell. Key differences include:

  • Visibility option set to hidden membership
  • Custom Creation Options
  • Custom Resource Behavior Options
  • Custom extension attributes from the source data

Step 4: Add Group Owners and Members

After the groups are created in Microsoft Entra ID, SDS can add the owners and members based on the class enrollment data provided during the ingestion phase. If syncing using OneRoster API, SDS V1 CSV, or Clever CSV format, SDS adds the teachers as an owner on each of their Microsoft 365 Groups. If syncing using the new SDS V2.1 format, SDS adds any staff roles for each class, as detailed in the enrollments.csv file, as group owners. Students are always added as group members. The owner and member roles within the Group determine the permissions each user has within the Group and linked Team.

Step 5: Create Class Teams from Class Groups

Once all the owners and members are added to the Microsoft 365 group in Microsoft Entra ID, SDS can begin Class Team creation. Class Teams are created from the Microsoft 365 group, and owners and members mirror those included on the Microsoft 365 group. To create the Team, SDS makes the request to create the team with the Class Teams template.

SDS creates Class Teams for each Class and Section synced, however there's an option available within the SDS Class type configuration settings that allows for this step to be skipped.

If you choose to only create the Microsoft 365 Groups and not create both the Group and Teams, Educators should follow the Educator-Led Team Creation flow to manually create their Teams from the SDS created Microsoft 365 Groups.

Step 6: Activate Class Teams

Once a Class Teams is created, the Classes need to be activated by the Team Owner. This activation process within Teams allows all student members within the Microsoft 365 group stored in Microsoft Entra ID to sync to the Class Team. This process allows the Class Team to appear within the student’s Team list and dashboard, and they may begin using the Class Team. Before activation occurs, students are shown as pending users within the Educators view of the inactive Class Team, and are able to see or interact with the Class Teams until the educators are ready to provide them with access.

SDS continues to update and manage memberships within the Microsoft 365 Group in Microsoft Entra ID. All membership changes to Microsoft 365 group membership in Microsoft Entra ID are synchronized to the linked Class Teams through a process called Forward Sync, which occurs for all Groups and Teams within Office 365. This forward sync process isn't unique for Groups created and managed by School Data Sync, and it isn't part of School Data Sync product, however it's a required capability within the end to end Teams provisioning process.