No more double entry! Your training data is automatically synchronized between Aimaira and Edusign. 🥰

It is advised not to create or modify items directly on Edusign when using an ERP connection as it may lead to data deletion or duplication.

Operation

The integration works both ways:

Downstream synchronization (Aimaira to Edusign): Sessions, instructors, learners, and groups listed on Aimaira are automatically retrieved and created or updated on Edusign as attendance sheets.
Upstream synchronization (Edusign to Aimaira): Attendance data (presences, absences, reasons) collected on Edusign is sent to Aimaira.

Synchronization Frequency

Downstream and upstream synchronizations are separate processes.

🛬 Downstream synchronization (Aimaira → Edusign)

Twice a day: between 11:30 a.m. and 2:00 p.m., then between 6:30 p.m. and 10:00 p.m. — Paris time

Synchronization schedules may vary slightly. We do not recommend making last-minute changes. It's best to submit any changes at least one day before a class scheduled for the following day.

Retrieves the classes, students, and instructors for the next 14 rolling days.

A course listed on Aimaira that is more than 14 days in the future will not yet be visible on Edusign. Classes that took place or were created on the same day are not synchronized. Sessions canceled on Aimaira are ignored.

🛫 Upload synchronization (Edusign → Aimaira)

Twice a day: between 11:30 a.m. and 1:30 p.m., then between 6:30 p.m. and 9:00 p.m. — Paris time

Send the attendance and absence records from the locked sheets to Aimaira.

Note: Only sheets that have been locked since the last synchronization are uploaded.

Unarchiving a sheet after the initial synchronization may cause errors. It is advisable not to unarchive a sheet already synchronized.

Installation

To install the integration between Edusign and Aimaira, you must provide the following information to your Edusign contact.

Prerequisite Information

To connect Edusign to your Aimaira account, contact your Aimaira contact person to request API access. Once the request has been made, a URL, username, and password will be provided to you.

Parameter	Description
URL	URL for accessing the Aimaira API (e.g., `https://votreorganisme.aimaira.net/graphv1`)
Username	API access ID (e.g., `YOURORGANIZATION\\api@aimaira.fr`)
Password	Aimaira API Access Password
Edusign API Token	Available from your Edusign contact

Additional Settings

Please indicate the desired options to your Edusign contact.

Option	Description
Automatic Sending of Login Credentials	Automatic sending of credentials to instructors and learners when they are added to Edusign.
Filter by Structure (Brand)	Allows you to filter the sessions to be synchronized by school ID (called "Brand" in Aimaira). Communicate your Edusign credentials to your contact (e.g., `2345, 98900, 20392`)

Downstream Synchronization Options

These options allow you to refine the data retrieved from Aimaira and imported into Edusign.

Option	Description
Using School Email	Use the school email address (provided during registration) instead of a personal email address for students. If a school email address is not available, a personal email address is used as a last resort.
Importing Corporate Mentors	Imports the supervisors (primary supervisor and secondary supervisor) from the agreements associated with the students as external contacts in Edusign. ⚠️ The agreement must be in "completed" status for the tutor to be imported to Edusign
↳ Filter by contract status	Restricts the import of tutors to agreements whose status matches one or more specific codes (e.g., "Completed"). Please let your Edusign contact know
Importing Shared Events	Imports shared events from Aimaira (conferences, workshops, etc.) as attendance sheets in Edusign
↳ Default speaker	If the import of shared events is enabled, a default participant who already exists in Edusign must be specified. Provide your Edusign ID (e.g., `cw7g4e59ocb6mvni`)

Attendance Reporting Options

These options apply only if attendance reporting is enabled (Edusign to Aimaira).

Option	Description
Attendance Tracking	Enables the submission of student attendance data to Aimaira. Prerequisites for all of the options below.
Automatic update to "Completed" status	Automatically sets the schedule to "Completed" status upon submission. Highly recommended — without this option, attendance isn't visible to clients in Aimaira
Delay Management	Send students' tardiness information to Aimaira
Exclusion Management	Send class exclusions to Aimaira
Management of Early Departures	Send early departures to Aimaira

Downstream synchronization — Aimaira to Edusign

Attendance Sheets

When you create or edit sessions on Aimaira, the associated information is sent to Edusign in the form of attendance sheets. This operation is automatic during synchronization.

Information contained in the attendance sheets:

Their name (name of the Aimaira course)
Their description (external course title + room, if available)
Their start and end dates
The training room
The facilitator(s)
The student(s)
The group(s)

Users (learners and instructors) are only created in Edusign once they are assigned to a session in the synchronization window (14 days).

students

Once synchronization is complete, learners with a class scheduled on Edusign within the next 14 days are automatically created with:

Their first name (required)
Their name (required)
Their email address (required)
Their corporate mentors (if this option is enabled)

Speakers

Similarly, instructors with a class scheduled within the next 14 days are automatically created with:

Their first name (required)
Their name (required)
Their email address (required)

Groups

The groups in the Aimaira session are created and updated automatically using:

Their name (required)
Their code (description)
Learners enrolled (through group registration)

Common events (optional)

If the import of shared events is enabled, Aimaira's shared events (lectures, workshops, review sessions, etc.) are also imported as attendance sheets in Edusign. They are subject to the same screening process by organization as traditional sessions.

A default instructor is required because general events typically do not have an assigned instructor.

My attendance sheets aren't showing up on Edusign. Why?

Don't worry! There could be several reasons:

The attendance sheet was created on the same day or refers to a session that took place in the past (Edusign only syncs data for the next 14 days)
The session has been canceled on Aimaira
The attendance sheet is not assigned to the correct entity (Brand)
The attendance sheet does not have a facilitator or the facilitator is not valid (they must have a valid first name, last name, and email address)
The attendance sheet does not have at least one valid student (they must have a valid first name, last name, and email address)
The "Aimaira" course does not exist (invalid ID)

A list of events and errors related to synchronization is available in the account settings under the "Connectors" tab (under "More Info").

Upstream Synchronization — Reporting Attendance to Aimaira

Operation

The instructor has the students sign in on Edusign.
The attendance sheet is locked (archived) on Edusign.
The next time the data is synchronized, attendance data will be sent to Aimaira.

Reported data

For each student in a locked course:

Attendance Status (Present / Absent)
Time Stamp for Attendance Tracking
Actual start and end times of attendance

Reasons for Absence

If absence reasons are configured (mapping between Edusign reasons and Aimaira reasons), the corresponding reason is sent along with the absence.

Pattern mapping occurs during installation. Contact your Edusign representative to configure the reasons or request a screenshot of the available Aimaira reasons.

Changed to "Completed" status

If this option is enabled, the Aimaira schedule is automatically set to "Completed" when attendance is reported. This is necessary so that attendance data is visible to clients in Aimaira.

Delays, exclusions, and early departures

If the corresponding options are enabled:

Late Arrival: The learner's actual start time is delayed by the number of minutes they are late
Exclusions: The learner is marked as excluded with the corresponding end time
Early departures: The learner is marked as having left early, along with the actual departure time

Common Problems and Checks

Verification	Details
The session does not appear on Edusign	Verify that it is within the next 14 days, has not been canceled, and has a facilitator and at least one valid learner
The presenter or learner does not appear	The user must have a first name, last name, and a valid email address in Aimaira
Absences are not being reported	Verify that the worksheet is properly locked on Edusign and that the submission option is enabled. If the "Mark as Completed" option is enabled, verify that the schedule has been marked as "Completed."
Tutors are not imported	Verify that the option is enabled and that the agreement is within the current dates. If filtering by contract status is enabled, check the status
Courses from another school appear	Enable the "Filter by Structure" (Brand) option and/or automatic course cleanup
Learners appear twice	Verify that the emails between Aimaira and Edusign are consistent. If the "school email" option is enabled, make sure the school email addresses are entered correctly