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What’s Roster Sync

Roster Sync allows you to import user names from your LMS course into Nectir and send them formal invitation notifications. Roster sync doesn’t control access - once you link an LMS course to a Nectir Group, anyone in that course can access Nectir AI through the LMS button regardless of whether they’ve been roster synced.
Important: Roster sync is voluntary and does not grant or restrict access. Users can access Nectir AI through the LMS as soon as the course is linked, even if roster sync hasn’t been performed. Roster sync simply adds user names to your Nectir Group members list and optionally sends formal invitation emails.

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What Roster Sync Does

When you perform a roster sync:
  1. Pulls user names from the LMS course into the Nectir Group members list for your records
  2. Applies role labels based on each user’s role within that specific LMS course (according to your LMS role mapping configuration)
  3. Optionally sends invitation emails to formally notify users that Nectir AI is available in their course

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Why Use Roster Sync

Since roster sync doesn’t control access, you might wonder why to use it at all:
  • Visibility - See a list of who’s in your course within Nectir
  • Communication - Send formal invitation emails to announce Nectir AI availability
  • Record keeping - Maintain a roster of users for reference and management
LMS Role Mapping: Roster sync uses your Workspace’s LMS role mapping configuration to determine what role labels users receive in Nectir. This configuration is managed by Workspace Owners in Workspace Settings. Your role is determined by your position within the specific LMS course.

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How to Roster Sync

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During Initial Course Linking

When you first link an LMS course to a Group, Nectir prompts you to sync your course roster. Remember, users can already access Nectir AI through the LMS - roster sync just adds their names to your list and lets you send invitations. At this point, you can:
1

Choose to Sync or Skip

  • Sync immediately - Import user names into Nectir and optionally send invitation emails right away
  • Skip and sync later - Wait until after you’ve finished setting up Assistants before importing users and sending invitations
2

Optional: Compose Invitation Email

If you choose to sync immediately, you can send a custom email to notify users that Nectir AI is availableEmail options:
  • Email everyone - Send to all users being synced
  • Email only new users - Send only to pending users who haven’t accessed Nectir yet
When to send:
  • You’re ready to launch and want to announce Nectir AI availability
  • You want to provide specific instructions or guidelines about using the Assistants
When to skip:
  • You want to test Assistants before making them widely available
  • You prefer to announce Nectir AI through other communication channels
  • Users are already familiar with Nectir AI from previous courses
3

Complete Linking

Confirm your choices to complete the course linking process

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After Course Linking

If you skipped the initial roster sync or need to sync again later, you can roster sync at any time:
1

Navigate to Group Settings

Go to the Group that’s linked to your LMS course
2

Open LMS Integration

In the left sidebar, select LMS Integration
3

Access Roster Sync

Hover over the three dots menu next to the linked course and click Roster Sync
4

Optional: Send Invitation Email

You’ll have the option to send a custom email to notify users that Nectir AI is availableEmail options:
  • Email everyone - Send to all users in the sync
  • Email only new users - Send only to pending users who haven’t accessed Nectir yet
Send or skip:
  • Send now - Compose and send an invitation email immediately
  • Skip - Users won’t receive an email notification (they can still access Nectir AI through the LMS)
5

Confirm Sync

Review the sync details and confirm to complete the roster sync

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When to Roster Sync Again

You may want to perform roster sync again throughout the term to keep your records up to date:
  • New student enrollments - Import names of students who added the course after the initial sync
  • Late adds or drops - Update your Nectir Group members list to reflect LMS enrollment changes
  • Send announcements - Use the email feature to communicate updates about Nectir AI
Remember: New users can already access Nectir AI through the LMS even before roster sync. Syncing again simply updates your member list and lets you send invitation emails to new enrollees.

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Best Practices

Since roster sync doesn’t affect access, you can perform it whenever convenient. Many instructors sync when ready to launch, then periodically throughout the term to keep their member list current and send announcements to new enrollees.
Consider skipping the notification email during initial roster sync until you’ve verified your Assistants are working as expected. You can always send invitation emails later.
When sending invitation emails, clearly explain what Nectir AI is, how to access it through the LMS, and what students can expect. Include links to any relevant documentation or guidelines.
Remember that roster sync is entirely optional - users can access Nectir AI whether or not they’ve been synced. Use roster sync primarily for visibility into who’s in your course and for sending formal communications.

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Troubleshooting

  • Verify the course is properly linked in Group Settings > LMS Integration
  • Check that users are actually enrolled in the LMS course
  • Try performing the roster sync again
  • Remember: Users can still access Nectir AI through the LMS even if they don’t appear in the member list
  • Check the user’s role within the specific LMS course (not their overall institution role)
  • Review the LMS role mapping configuration in Workspace Settings (managed by Workspace Owners)
  • Note: Role labels in Nectir are for organizational purposes and are set by LMS role mapping
  • Verify you selected the option to send emails during roster sync
  • Check that users have valid email addresses in the LMS
  • Contact support@nectir.io if emails continue not to send

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See Also

Canvas Workspace Setup

Complete guide to setting up your Workspace through Canvas

LMS Role Mapping

Configure how LMS roles map to Nectir permissions

Group Settings

Manage Group settings and access LMS integration options