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SIMS Integration Technical Overview

A technical overview of how the 4Matrix SIMS Integration works. In this topic:

  • General Overview
  • Data Extracted into 4Matrix Cloud
  • Permissions
  • Terms

General Overview​

Activation & Secure Configuration

When the system is activated using the code provided in the Activation email, a unique public/private key pair is generated on the local PC.

The keys are stored in the configuration file within the 4Matrix SIMS Integration folder (typically C:\Program Files (x86)\4Matrix SIMS Integration).

The school’s newly generated API Key, along with a service Username and Password used to authenticate with integration.4matrixcloud.com, are also securely stored in this configuration.

To complete the setup, you must enter the credentials of the SIMS user account that will be used to extract data (see permissions guidance below).

For security:

  • SIMS login credentials are not stored locally.
  • They are encrypted using the locally generated public key and transmitted securely to your account on integration.4matrixcloud.com.
  • The private key remains on the local machine at all times, meaning the credentials cannot be decrypted externally - including by 4Matrix.
  • If the PC were accessed by an unauthorised party, no readable login credentials would be available.

Host Service Operation

Once configured, the 4Matrix SIMS Host Service (“Host”) runs continuously on the PC where it is installed.

If the PC is powered off or the service stops unexpectedly, data extraction to 4Matrix Cloud will not be possible until it is restored.

The Host authenticates with integration.4matrixcloud.com using the credentials stored in the local configuration folder.

After authentication, the Host connects to the secure notification hub and listens for authorised data extraction requests from app.4matrixcloud.com.

Only users with the “Import Data” permission in 4Matrix Cloud can initiate an extract.

Data Extraction Process

When a “Start Extract” notification is received:

  • The Host starts the 4Matrix SIMS Integration Service (“Integrator”).
  • The Integrator uses the locally installed SIMS DLLs to log in to SIMS.
  • The encrypted SIMS password is decrypted locally using the private key.
  • Once authenticated, an Integrator Token is generated and passed back to the Host and then to 4Matrix Cloud.

This token must accompany any data requests, ensuring that unauthorised access is not possible.

After extraction:

  • Data is uploaded securely to integration.4matrixcloud.com.
  • The data is stored temporarily against a retrieval key and the school’s API key.
  • The Host notifies 4Matrix Cloud that the data is ready for download.
  • 4Matrix Cloud retrieves the data securely using the provided keys.

Once the process is complete:

  • The uploaded data is removed from integration.4matrixcloud.com.
  • The Integrator Service is stopped to release SIMS DLL files, ensuring SIMS updates and other services can operate normally.

Software Updates

  • The software automatically checks for updates daily at 2:00am and applies them as required.
  • Updates can also be checked manually using the Management UI installed alongside the Windows services.

Decommissioning the Integration Tool

If the school wishes to discontinue use of the integration tool:

  • Delete or reset the password of the SIMS user account used for extraction.
  • Uninstall the MSI package.
  • Remove any remaining configuration files or logs, if required by your internal policies.

Data Extracted into 4Matrix Cloud​

Below is a complete list of the data fields made available for import.

Student Details

  • Forename
  • Surname
  • Sex
  • Date of Birth
  • UPN
  • Ethnicity
  • English as an Additional Language (EAL)
  • Free School Meals (FSM)
  • Pupil Premium
  • Service Child Indicator
  • SEN Status (including assigned code and any start/end dates)
  • Student Photo (optional)

Staff Details

  • Title
  • Forename
  • Surname
  • Sex
  • Primary Work Email Address
  • Staff Photo (optional)

Class, Registration & House Groups

  • Group Name
  • Subject (for classes)
  • Linked Student IDs (including start and end dates)
  • Linked Staff IDs (including start and end dates)

Academic Year & School Year Groups

  • Name
  • Start Date
  • End Date

Data Scope & Permissions

Due to the structure of SIMS, additional fields may technically be accessible. However:

  • Only the data listed above is intentionally exported.
  • 4Matrix does not seek or extract any other information from SIMS.
  • Data access is governed strictly by the permissions assigned to the SIMS user account used for extraction.

Permissions​

Ensure the SIMS user is assigned the following permission groups:

  • Third Party Reporter
  • School Administrator
  • Personnel Officer
  • Curricular Manager
  • Timetabler
  • Exams Officer

You may also need to ensure that https://integration.4matrixcloud.com is whitelisted.

If you require assistance, please contact us.

Terms​

By signing up for and using the 4Matrix SIMS Integrator Tool, you are agreeing to the SIMS Integrator Terms of Use

  • First published: 27/03/2026
  • Last revised: 01/04/2026