SMS Integration (Wisenet)
Nimbu integrates with Wisenet, a Student Management System (SMS) used by many RTOs in Australia to manage student records, enrolments, and compliance data. Connecting Wisenet to Nimbu allows student and course data to flow between the two platforms, reducing manual data entry and keeping records consistent across your organisation. This article explains how to set up the integration, configure entity mapping, and monitor sync activity.
What's Covered in This Article
This article details the Wisenet integration from initial connection through to ongoing management.
- What the Wisenet Integration Does: The data flows the integration supports and what it synchronises.
- Connecting to Wisenet: How to link your Wisenet account to Nimbu.
- Entity Mapping: Configuring how students, courses, and other records are matched between the two systems.
- Sync Logs and Status: How to monitor sync activity and confirm data is flowing correctly.
- Troubleshooting Sync Issues: How to identify and resolve common sync problems.
Who can do this: Administrators with Integrations permissions can manage SMS connections.
Accessing SMS Integrations
Click the Settings gear icon at the bottom of the left sidebar, then select SMS Integrations under the Integrations section. The page opens on the SMS Integrations tab, with additional tabs for Classes, Users, and Enrolments visible across the top.
What the Wisenet Integration Does
The Wisenet integration creates a live, bi-directional data connection between Wisenet and Nimbu. Once configured, the integration handles data exchange in two directions:
From Wisenet to Nimbu: Wisenet pushes data into Nimbu, include classes, programs (courses), units, enrolments, student profiles, and trainer profiles. This keeps your Nimbu records in sync with the source of truth maintained in Wisenet.
From Nimbu to Wisenet: Nimbu pushes data back to Wisenet, include student enrolments, enrolment results, and new student records. This ensures that outcomes recorded in Nimbu flow back into Wisenet for compliance and reporting purposes.
For each data type, you control whether syncing is set to Always or Never, giving you precise control over what is shared between systems.
Connecting to Wisenet
If no connection has been established yet, the SMS Integrations page displays an empty state with the message: "You have not connected to any SMS yet. Simply select a connection below to get started." A Wisenet connection card is shown below this message. To connect Nimbu to Wisenet:
- Click Connect with Wisenet on the Wisenet connection card.
- You will be redirected to the Wisenet login page. Enter your Wisenet admin credentials (Email and Password) and click Continue.
- Once authenticated, Nimbu redirects you to the New Connection page. A green confirmation banner confirms the connection was successful.
Connection Info
After a successful login, review and complete the Connection Info section before saving:
| Field | Description |
|---|---|
| Connection Name | A required label to identify this connection (e.g. "Wisenet – Main Campus"). |
| Connection Type | Set automatically to Wisenet. |
| Date Connected | The date and time of authentication. Set automatically. |
| The Wisenet admin account used to authenticate. Click Logout to disconnect this account. |
Entity Mapping
The Configuration Settings section defines how specific data entities map and flow between Wisenet and Nimbu. This is configured separately for each direction of data transfer.
Data Sending from Wisenet to Nimbu
For each Wisenet entity, set Allow Sending Data to Always or Never. Where applicable, a New Data Settings option controls how Nimbu handles new records pushed in from Wisenet.
| Wisenet | Nimbu | Allow Sending Data | New Data Settings |
|---|---|---|---|
| Class | Class | Always / Never | Create new draft items when Wisenet adds new |
| Program | Courses | Always / Never | — |
| Units | Units | Always / Never | — |
| Enrolment | Student Enrolment | Always / Never | — |
| Student | Student Profile | Always / Never | Create new trainer / other options |
| Trainer | Trainer Profile | Always / Never | Create new trainer / other options |
Data Sending from Nimbu to Wisenet
For each Nimbu entity, set Allow Sending Data to control whether that data type is pushed back to Wisenet.
| Nimbu | Wisenet | Allow Sending Data |
|---|---|---|
| Student Enrolment | Enrolment | Always / Never |
| Enrolment Result | Gradebook | Always / Never |
| New Student | New Student | Always / Never |
Saving the Configuration
Once you have reviewed and configured both data directions, click Save & Sync to save the connection and trigger the initial synchronisation.
Important: If you navigate away using the Back button before clicking Save & Sync, a confirmation modal will warn you that your data configuration will not be saved and no sync will occur.
Sync Logs and Status
Once the integration is active, Nimbu records the result of each sync operation in a log. Reviewing the sync log regularly helps you confirm that data is flowing correctly and identify any records that need attention.
Accessing Sync Logs
- Navigate to Settings > SMS Integrations and open the Wisenet integration.
- Locate the Sync Log or Sync History section.
- The log displays a list of sync events in reverse chronological order, with the date, time, and outcome of each operation.
Reading the Sync Log
Each log entry typically shows:
| Field | Description |
|---|---|
| Date and Time | When the sync operation ran. |
| Status | Whether the sync completed successfully, completed with warnings, or failed. |
| Records Processed | The number of student, course, or enrolment records included in the sync. |
| Errors or Warnings | Any records that could not be synced, with a reason where available. |
Sync Status Indicators
Success: The sync completed and all records were processed without errors.
Completed with Warnings: The sync ran but one or more records could not be processed. Review the warnings to identify which records need attention.
Failed: The sync did not complete. This typically indicates a connection problem, an authentication error, or a configuration issue that needs to be resolved before the next sync can run.
Sync Logs and Status
Connection Statuses
Each connection in the SMS Integrations table displays one of the following statuses:
| Status | What It Means |
|---|---|
| Active | The connection is live and syncing data as configured. |
| Expired | The Wisenet credentials have lapsed. Re-authentication is required to restore the connection. |
| Unsynced | The connection has been manually deactivated. No data is being exchanged. |
Viewing Logs
Click View logs on any connection to open the failed logs panel for that connection. Each entry shows:
- Date: The date and time of the failed sync event (DD/MM/YYYY HH:MM).
- Sync from: Whether the sync was initiated from Wisenet or from Nimbu.
- Sync to: The destination of the failed sync.
- Item type and count: The type of data involved (Class, Courses, Units, Users) and the number of records affected.
- Retry: A button to reattempt the failed sync.
The Links with SMS column in the connections table also shows a running count of records currently linked between the two systems (e.g. 100/200 items), giving you a quick indicator of sync coverage.
Troubleshooting Sync Issues
- Connection shows Expired status Wisenet credentials have lapsed or the session has timed out. Click the Settings icon on the connection, re-enter your Wisenet admin credentials, and save to restore the connection.
- Data not syncing as expected Check the Configuration Settings for the affected connection. Confirm that Allow Sending Data is set to Always for the relevant entity type in the correct direction. If the setting is correct, trigger a manual sync using the sync (refresh) icon in the Actions column.
- Failed log entries appearing Open View logs for the connection to identify which entity types are failing and in which direction. Use the Retry button to reattempt individual failed sync events. If retries continue to fail, check that the corresponding entity exists and is correctly configured in both Wisenet and Nimbu.
- Connection shows Unsynced status The connection has been manually deactivated. Click the Settings icon to review the configuration and reactivate the connection, or click the sync icon to resume syncing.
- Records not appearing after initial sync After clicking Save & Sync on a new connection, allow time for the initial sync to complete. Large data sets may take longer to process. Refresh the SMS Integrations page and check the Links with SMS count to confirm records are coming through.