BBID for all users in Blackbaud Education Management

Brian LeBlanc

Good morning! We started our conversion process this morning and so far it's run without a problem from the parent end. However, we have a good number of parents who put in the same email address for both parents.

When the application is processed, an account is created for each parent, and if each account has the same email address, there will be an error in Enrollment Management>Admissions>Blackbaud ID Management>Unregistered tab that says “this contact email is the username for (the other parent)”. There's no way to hide or ignore errors, so they will just sit there forever unless I go in one by one and delete the email address from the parent's account. I'd really like to figure out a way to get those to disappear. Any ideas on better ways to handle this?

Maria Elena DiPietro

I'd really like to figure out a way to get those to disappear.

Just to clarify: do you want to hide those individuals from the list, or do you want to bulk remove the duplicate email addresses from those records?

Brian LeBlanc

Just to clarify: do you want to hide those individuals from the list, or do you want to bulk remove the duplicate email addresses from those records?

Ideally I would like to hide those individuals from the list but not delete the duplicate email addresses. If during the course of filling out the application the user put the same email address in for both parents, I would like to have a record of that. If a bulk removal of duplicates is the only way to make it work, then I will do that, but I would like to avoid that if at all possible.

Melika Panneri

I wanted to share the materials we used for migrating all our parents to BBID the last couple of weeks.

• Here are our email/newsletter communications.
• Here are our instructions.

As you can see I kept everything short and sweet in hopes they would actually read it all. So far, so good.

Sarah Stradling

Hi Melika - thank you for the great info! I was wondering how you plan to send your BBID invites by grade level. I've played a bit in the filters but did not see a way to associate the parent with the students current grade.

Amie Murdough

Thank you Asim, this was very helpful to read. We are about to switch the Admissions piece to BBID opt-in for Inquiry, I have been extremely nervous to do so since there is no way for us to test it without going live.

Melika Panneri

You are correct! That part was super annoying. I actually started with our oldest grade since the parents had the most years of experience using BB. I had to choose the parents for that group and then once I saw all the weird little issues people had from that group I felt comfortable turning it on for the rest of the parents. I'm still glad I did it that way even though it was a pain and could be solved so easily by better filtering.

Brian LeBlanc

Hello again! Monday was our day to go live and it has been a remarkably smooth transition so far. Our instructions were very similar to Melika's, and we haven't had more than a handful of issues, almost all of which were solved by just sending an invitation email to the parent.

One hiccup is in a very specific situation, and I'm not sure how many of you will run into it but I wanted to make you aware. Let's say that Parent A and Parent B have different email addresses; Parent A's email address is used as the (old) username for Parent B. If we attempt to send an invitation to connect to Parent A, it will not send, saying that the email address is already in use. The only way to get the invitation to send to Parent A is to go into Parent B's profile and delete the username.

However, if you have opted to enforce BBID using the toggle switch, you can't erase or change the old username. The only way I've figured out how to solve the problem is to turn the toggle switch off temporarily to stop enforcing BBID, go to Parent B's profile, delete the username, then turn BBID enforcement back on. This is a headache right now, although it's doable for the time being. I don't know what the solution will be after July 26, though, when we don't have the option to not enforce BBID.

I've chatted with support to make them aware, so I don't know what the end result will be, but wanted to make sure you all knew about this speed bump. Feel free to message me if you have any other questions about our transition!

Coco Parham

Has anyone had issues with BBID connecting Chinese parents with a “qq.com” or “126.com” email address? We have not connected them in the past due to errors they experience. Now that we have to go to BBID, I don't know what to do. Thanks for any input. Coco Parham

Bryan Lorenzo

Coco Parham:

Has anyone had issues with BBID connecting Chinese parents with a “qq.com” or “126.com” email address? We have not connected them in the past due to errors they experience. Now that we have to go to BBID, I don't know what to do. Thanks for any input. Coco Parham

Hi @Coco Parham - in the BBID webinar earlier this week @Jessi Walters mentioned the issue should be solved and if schools were still having an issue to open a case with support.

Brian Gray

@Sarah Stradling - When we switched parent accounts to BB-ID last year, we did so in batches of 20 initially. I just added the BB-ID for the target parents only via Core > System Tools > Data Import, and then sent the invitation emails via Core > Security > Blackbaud authentication > Awaiting responses.

Some parents who did not complete the process quickly got the reminder email several times.

Jessi Walters

Hi all! Since there has been confusion about the various invitations and how long each is active, I did some digging to learn all the nuances. Here's what I learned with help from our engineers:

• The “Blackbaud ID Invite” email notification from Core never expires.
• The Blackbaud ID invite from the Blackbaud Admin experience expires after 30 days.
• The Blackbaud ID confirm-you-own-this-email-account email expires after 24 hours.
• The BBID One Time Passcode email (not yet common in the BBEM workflow but exists for other Blackbaud products with BBID) expires after 10 minutes.

I hope this helps!

Amie Murdough

Hi Jessi,

This was very helpful, do you know would a Blackbaud ID invite from the Admissions side in EM expires after 30 days or never? I just want to be sure I understand as much as possible, as we enter into this.

Anne Gorman

I have several parents that have converted to BBID and now they can't merge their accounts to Smart Tuition. Any advice?

Bryan Lorenzo

Hi @Anne Gorman - do you mean they are trying to log into https://parent.blackbaud.school/ with their BBID account?

Anne Gorman

One parent said she was prompted to enter her previous Blackbaud credentials to merge her Blackbaud ID with Tuition Management (Smart). Her credentials were not accepted. ???

Bryan Lorenzo

Hi @Anne Gorman - BBID has not been rolled out to Blackbaud Tuition Management.

It sounds like you have a Tuition Management tile on your resource board. If so, the parent needs to link their My School App account to their Blackbaud Tuition Manamgnet account as a one-time step (this is a one-time process).

For more info visit the following KB - https://kb.blackbaud.com/knowledgebase/articles/Article/100054

Oona McKnight

Hi @Bryan Lorenzo,

Do you mean if parents currently use SSO from a resource board tile, they will still need to link their account again, once we switch them over to BBID? And what about the separate login they have set up (when they click the link in their invoice it takes them to a login page where they need to enter their credentials even if they used SSO before)

When will BBID be turned on for Tuition Management??

Bryan Lorenzo

Hi @Oona McKnight - the KB link I listed below is for the SSO from My School App to BBTM set up via the resource board tile.

I am not sure when BBID will be available for Blackbaud Tuition Management. But, it will be announced in the community and in the weekly release notes. If you are not already signed up for those, be sure to sign up

Sarah Bienvenue

Hi @Anne Gorman have you contacted support? That would not be expected behavior. I'll keep an eye out for the case.

Thanks,

Sarah

Jessi Walters

This was very helpful, do you know would a Blackbaud ID invite from the Admissions side in EM expires after 30 days or never? I just want to be sure I understand as much as possible, as we enter into this.

@Amie Murdough the EMS BBID Invite doesn't expire either - it works just like the Core Blackbaud ID Invite email notification.

Nancy Kierstead

Hi Jessi, What happens if someone does not confirm within 24 hours? Do they need to be “re-invited” and start all over again? Do we need to disconnect and reconnect?

Kacie Sullivan

We are getting ready to launch our BBID for our parents. When doing some testing, we keep getting the ‘user already exists’ error in reference to the test email we are using at the Sign Up screen. Has anyone else seen this? Any insight to this would be great! Thanks!

Brian Gray

@Kacie Sullivan - Each email address can be attached to only one account as the BB-ID. Two parents can have the same email address (set in the Digital section of the Contact Card), but only one of them can have it assigned as the BB-ID.

If a particular email address is assigned to a user, you will get an error when you try to assign it to second user.

Jessi Walters

Hi Jessi, What happens if someone does not confirm within 24 hours? Do they need to be “re-invited” and start all over again? Do we need to disconnect and reconnect?

@Nancy Kierstead they don't need to be reinvited nor disconnected/reconnected. They will just need to go back to the beginning of the BBID registration workflow (either from the email notification or the school login page) to initiate a new account confirmation email. Disconnect/reconnect tends to work if there's a hangup along the way, but it shouldn't be necessary here.

Derek Nichols

Lot of great information in here already. Just wanted to provide a few additional resources for those who may not have yet seen it:

Oona McKnight

If a parent wants to change their email address in the future, how will we do that? I don't see a way to change their Blackbaud ID username. Do we have to disconnect their BBID account, change their email, and then reinvite them?

Kirstin McDonald

That's it in a nut-shell. I've had to do that about 2-3 times since we migrated last August. It's not too onerous.

Kirstin

Bryan Lorenzo

Oona McKnight:

If a parent wants to change their email address in the future, how will we do that? I don't see a way to change their Blackbaud ID username. Do we have to disconnect their BBID account, change their email, and then reinvite them?

Hi, @Oona McKnight if a parent wants to change the email they use for BBID there are two ways to go about this. You can re-invite them to BBID from their record or they can change it on the Blackbaud website. It is probably a better user experience if you re-invite them as it's less leg work for the parent.

Anne Gorman

I really appreciate all the advice received through this community. Our Parent conversion was a breeze. (Well, still waiting for the slowpokes to complete the task.)

Now we are moving on to the students. There was a great post providing a sample of correspondence to students explaining the conversion. Does anyone have correspondence to alert the faculty and staff?

Thank you!