Onboarding & IntegrationsOnboarding Form

Completing the FiSAR Onboarding Form

The FiSAR onboarding form collects the information needed to configure your FiSAR platform.

Please complete all fields as accurately as possible. If you are unsure about any section, contact FiSAR for support before submitting the form.

For schools and multi-academy trusts, Section 5 should include a separate entry for each school, site or entity being onboarded.

Before You Start

You may need the following information:

  • Organisation details

  • Registered address

  • Company, charity or trust registration number

  • Billing contact details

  • Data Protection Officer details

  • ICO registration details

  • List of schools, sites or entities

  • List of systems holding personal data

  • Preferred FiSAR platform subdomain

Completion Process

Complete Organisation Details

Add the primary organisation information. For multi-academy trusts, use trust-level details rather than individual school details.

Choose Your Platform Subdomain

Choose the unique subdomain that will be used for your FiSAR login URL. This cannot be changed once configured.

Add Billing Information

Provide billing contact details, purchase order information and VAT details where applicable.

Provide Data Protection Details

Add your DPO and ICO registration details. FiSAR uses this information for GDPR and data processing requirements.

List Schools Or Sites

Add each school, site or entity that needs to be configured within your FiSAR platform.

List Systems Holding Personal Data

Add all systems, platforms or databases that may hold personal data relevant to Subject Access Requests.

Add Special Requirements

Use the additional information section to tell FiSAR about any special requirements, constraints or setup notes.

Review And Sign

Review the form carefully, then complete the declaration and sign-off section.

Section 1: Organisation Details

Provide the primary organisation details.

For multi-academy trusts, use the trust-level information.

You will need:

  • Organisation name

  • Primary contact job title or role

  • Primary phone number

  • Primary email address

  • Registered street address

  • City

  • Country

  • Postal code

  • Company, charity or trust registration number

  • Date of incorporation, if applicable

Use the official registered organisation name where possible.

Section 2: Platform Access And Subdomain

Your subdomain is your organisation’s unique identifier inside FiSAR.

It forms part of your login URL:

https://[your-subdomain].app.fisar.co.uk

Choose a subdomain that clearly identifies your organisation.

Good examples are usually:

  • short

  • clear

  • lowercase

  • based on the organisation name

  • written without spaces or special characters

You will need:

  • Requested subdomain

  • Platform administrator name

  • Platform administrator email

The subdomain cannot be changed once the platform has been configured.

Section 3: Billing Information

Complete this section if billing details are different from the primary organisation contact.

You will need:

  • Billing contact name

  • Billing contact email

  • Purchase order number, if applicable

  • VAT registration number, if applicable

  • Billing address, if different from the registered address

Section 4: Data Protection

FiSAR acts as a data processor on behalf of your organisation, which acts as the data controller.

This section is required for GDPR compliance.

You will need:

  • Data Protection Officer name

  • Data Protection Officer email address

  • ICO registration number

  • ICO registration expiry date

A Data Processing Agreement will be issued by FiSAR before go-live and must be signed before the platform is activated.

Section 5: Schools Or Sites To Be Onboarded

Use this section to list every school, site or entity that needs to be configured in FiSAR.

For each school or site, provide:

  • Name

  • URN or company number

  • Phase or type

  • Postcode

For businesses, use the company registration number in the URN field.

If there are more than 8 schools or sites, continue on a separate sheet or contact FiSAR for support.

Section 6: Systems And Platforms Holding Personal Data

List all systems, platforms and databases that hold personal data relevant to Subject Access Requests.

This helps FiSAR understand which connectors or integrations may be needed.

Include systems that may store personal data about:

  • students

  • parents

  • staff

  • customers

  • suppliers

  • visitors

  • other relevant individuals

For each system, provide:

  • System name

  • Type of data held

  • Whether API or integration access is available

  • Notes or version information

Examples may include:

  • Microsoft 365

  • Google Workspace

  • MIS platforms

  • safeguarding systems

  • HR systems

  • finance systems

  • payment systems

  • document storage

  • case management tools

If you are unsure whether a system should be listed, include it. FiSAR can help confirm whether it is relevant.

Section 7: Additional Information And Special Requirements

Use this section to add anything that may help FiSAR configure your platform correctly.

This could include:

  • unusual permission requirements

  • multiple sites or departments

  • preferred onboarding dates

  • known integration constraints

  • important internal contacts

  • special access requirements

  • systems that may be difficult to access

  • any concerns about data locations or supplier permissions

Section 8: Declaration And Sign-Off

The signer confirms that the information provided is accurate and complete to the best of their knowledge.

The signer also confirms that FiSAR may use the information solely to configure and deliver the agreed platform services.

Before signing, check that:

  • all required fields are complete

  • the organisation details are correct

  • the requested subdomain is correct

  • all schools, sites or entities are listed

  • all relevant systems holding personal data are included

  • DPO and ICO details are accurate

If You Are Unsure

If any information is unknown, incomplete or difficult to find, contact FiSAR before submitting the form.

It is better to ask for support than to submit incorrect setup information.

Simple Rule

Complete the form as fully as possible.

The more accurate the information is, the faster FiSAR can configure your platform and begin onboarding.

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