This guide is designed to give Incident IQ administrators an overview of
Managing InTouch API Integration
Creating item categories and item types
Review data imported by InTouch
Getting Started
There are a few steps to integrate with InTouch and Incident IQ. Navigate to the Intouch app. Click Incident IQ Apps > Manage on the left sidebar. Then select Manage next to the Intouch App.
First, you will need to generate an API token by selecting Generate API Token under the Getting Started Tab. Copy the API Token, and please provide this to support@intouchreceipting.com so they can finish setting up the integration.
Below are the following required fields that need to match between iiQ and InTouch:
School Id within iiQ must match InTouch field Student Id
Sku within iiQ must match the InTouch field Item Collection
Location Abbreviation (set up on the Locations page) within iiQ must match the InTouch field Fine Location Code
Next, you will need to go to the Item Categories tab. Here, you set up the Item Categories of fees you use (i.e., Library Fees, Technology Fees, etc.). Then, you will need to go to the Item Types tab. Here, you will need to create the Items Types that can be charged (i.e., Laptop Insurance Fee, Lost Book Fee, etc.)
Finally, you’ll want to set permissions to control what users or roles should be able to create, edit and delete charges.
Please see the additional article sections for more details on setting up Item Categories, Item Types, and Permissions.
Settings Tab
On the Setting tab, enter the number of days before a fee is overdue.
If you’re using this app in the iiQ Events module, there’s an additional setting called Bill to the Organization.
If the setting is ON and the Event has an Organization, the invoice will automatically be billed to the Organization.
If the setting is ON, and the Event does not have an Organization, the invoice will be billed to the Event Owner.
If the setting is OFF, the invoice will be billed to the Event Owner, regardless of whether the Event has an Organization.
Item Types
Item Types are the fees, payments, or adjustments associated with the Item Category. For example, under the Item Category library fines, you can have item types: overdue, damaged, lost. When adding or editing an item type, you need to Re-Build Payment Data after making all your changes. Re-Build Payment Data is updating existing data for your grid column payment data to be displayed correctly. Click on Re-Build Payment Data.
Click on the Item Types tab. Then click Add New Item Type.
Next, you will need to fill out the following fields:
Sku: required to enter the item has a Sku.
Please note: Sku within iiQ must match the InTouch field Item CollectionTitle: required to enter the title of the item.
Description: enter a description of the item.
Category: required select which category the item is associated with.
Type: required to select the type: fee, fine, payment, adjustment.
Fines are punitive and are in response to something like damages. Such as broken Chromebooks.
Fees are voluntary such as technology fees, club fees, and field trips.
Default Amount: enter the default amount. This can be changed when issuing the payment or fee.
Click Save. You can Edit or Delete the item type to the right.
Item Categories
Item Categories are the fines for fees categories (i.e., course fees, library fines, device insurance, athletics). Click on the Item Categories tab. Then click Add New Item Category. Enter the Title of the category, along with the Description. Click Save.
When adding or editing an item category, you need to Re-Build Payment Data after making all your changes. Re-Build Payment Data is updating existing data for your grid column payment data to be displayed correctly. Click on Re-Build Payment Data.
You can Edit or Delete the category to the right.
Setting Up A Category Payment
You can pay a whole fee Category at once (including several fee types). First, you must create a fee Category and several Fee types belonging to the same Category. Fee Categories are set up on the Payment app > Item Categories tab. For example, a Room Rental Overages Category was created under which different room rental overage fees can be grouped.
On the Item Types tab, you can create different fee types but assign them to the same Category.
In this example, three types of fees were created: Additional Hours—Tier 1, Additional Hours—Tier 2, and Additional Hours—Tier 3, and they were grouped under one Category: Room Rental Overages.
Export
On the Export tab, you can Export All Transactions. This will generate an Excel file containing all transactions and information needed (SKU, category, name, description, amount, due date, and more.)
Customize InTouch Emails
With InTouch email statements, you can include district-specific details and use variable data points to personalize the emails sent to parents, students, and other recipients. To do this, you will go to the InTouch app and navigate to the Customize Emails tab.
This feature is product-specific, meaning the changes the user makes in the InTouch statement in Facilities, for example, will not affect it in Ticketing.
The WYSIWYG editor will prevent users from saving messages that contain malicious script tags. It will display an error prompting users to remove any HTML script tags.
Email Preview
The full list of supported data points can be found in the linked article below.
The email will include any variables or content added in the Customize Email Statements section.
If no variable data points or content are added in the Customize email statements sections, the email sent will look like this.
Permissions
Under the Permission tab, you have access to limit which users can:
Create Payment or Fee
Delete Payment or Fee
Edit Payment or Fee
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Hannah Bailey - Director, Customer Engagement