Cariina scales SIS integrations from 3 to 23+ systems while growing school partnerships from 40 to 113 with Rubie

Before Rubie, Cariina relied on manual CSV imports for student, parent, and staff rosters. Each school year, especially summers, became an operational nightmare requiring the team to export, cross-match, and manually update records for every school.

When they attempted SFTP connections through files.com, new problems emerged. Each Student Information System required specific file formats with exact column names. Some exported with quotation marks; others used “1” and “2” instead of “true” and “false.” There was no way to normalize data into a consistent format.

Integrations multiplied until the team lost track of which connected to which SIS. Cariina could only support three systems, primarily PowerSchool, because adapting to additional platforms required significant engineering effort. Outdated roster data meant forms ended up open to everyone, generating messy data with no clear root of the problem.

Cariina partnered with Rubie to bring order and automation to their data integration process, providing a scalable framework that could adapt to any school district's unique requirements. Instead of manually comparing formats, Rubie automatically surfaced schema variations, inconsistencies, and errors directly to end users, giving the team clarity and control without slowing them down.

Implementation was remarkably fast. Dani, who manages all SFTP operations despite not having a coding background, found the transition straightforward. Within a day of the initial conversation, the first playbook was configured and ready for testing. New playbooks for Cariina typically have a one-day turnaround.