No more double data entry! Your training data is automatically synchronized between Alcuin and Edusign. 🥰
When you use a connection between an ERP and Edusign, it is not recommended to create or modify elements directly on Edusign.
Otherwise, you risk deletion or duplication of your data.
Operation
The Alcuin–Edusign integration allows training data to be automatically synchronized from Alcuin to Edusign.
Downstream synchronization (Alcuin to Edusign):
Information related to your training sessions (courses, learners, instructors, groups, rooms) is retrieved from Alcuin and automatically created or updated in Edusign.Event Synchronization (Student Schedule):
In addition to attendance sheets, the connector can synchronize a student schedule as events on Edusign—for your context without attendance tracking—using a configurable synchronization window.
Note: Attendance reporting (upstream synchronization) is not yet available for the Alcuin connector. Attendance and absences recorded on Edusign are not currently synced with Alcuin.
Synchronization Frequency
Top-down synchronization (courses, learners, instructors, groups)
The connector synchronizes twice a day:
Between 11:30 a.m. and 2:00 p.m. — Paris time
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 is best to make any changes at least one day in advance for a class scheduled for the following day.
By default, the next 15 calendar days are retrieved from Alcuin. This window is customizable.
A course on Alcuin that is currently available beyond this window will not yet be visible on Edusign. You will need to wait. Classes that took place or were created on the same day in the past will not be synced.
Event Synchronization (Student Schedule)
Event synchronization operates in two modes:
Short synchronization: the next 2 days by default (configurable)
Long-term synchronization: the next 365 days by default (configurable)
Past events are automatically ignored. Orphan events (deleted on the Alcuin side) are automatically cleared from Edusign.
Installation
Prerequisite Information
Parameter | Description |
API URL | URL for accessing the Alcuin API (e.g., |
Login ID | API Login |
Password / API Key | Authorization key for authenticating requests |
Filter by directory
The directories determine which groups are synchronized with Edusign. These are specific to each facility and must be provided by the customer.
Directory | Description |
Directory of Students in Initial Training | ID of the directory containing your students in initial training |
Directory of Continuing Education Students | ID of the directory containing your continuing education students |
Directory of Speakers | ID of the directory containing your speakers |
Directory of Learner Groups | ID of the directory containing your groups (referred to as "Organizations" on Alcuin) |
At least one learner directory (for initial or continuing education) is required for synchronization to work.
Options — Attendance Sheets
Option | Description |
Number of days to synchronize | Rolling window for class synchronization (default: 15 days) |
Disabling Group Synchronization | Disables group synchronization if it is not desired (enabled by default) |
Disabling Course Synchronization | Disables attendance sheet synchronization while keeping person and group synchronization enabled (enabled by default) |
Options — Events (Student Calendar)
These options apply only to the student scheduling add-on. If you don't use events, this section does not apply to you.
Option | Description |
Number of days — short sync | Short event synchronization window (default: 2 days) |
Number of days — long synchronization | Long event synchronization window (default: 365 days) |
Options — Infrastructure
Option | Description |
Using a proxy | If your institution has a firewall, the connector can use a proxy server to communicate with Alcuin |
Downstream Synchronization — Alcuin to Edusign
Attendance Sheets
When you create or edit sessions/classes on Alcuin, all the associated information is synced back to Edusign in the form of attendance sheets. This data download occurs during synchronization to automatically create or modify attendance sheets by displaying:
Course Name
The date
The start and end time
The training room
The facilitator(s)
The student(s)
The associated group(s) (if this option is enabled)
Learners
Once synchronization is complete, students with a class scheduled on Edusign during the synchronization window will be automatically created with the following information:
Name (mandatory)
First name (mandatory)
Email address (required)
Note: Learners appear on Edusign only once they have a scheduled training session within the synchronization window. Don't worry if you don't see all of your learners right away.
Speakers
Just as with learners, instructors who have a class scheduled during the synchronization window will be automatically created with:
Name (mandatory)
First name (mandatory)
Email address (required)
Groups
If a group directory is configured, the groups will be automatically synchronized with:
Group Name (required)
Affiliated learners
Groups with no learners in the synchronization window are ignored. Group synchronization can be turned off if you don't want it.
Event Synchronization (Student Schedule)
In addition to attendance sheets, the Alcuin connector can sync a student schedule as events on Edusign.
Events are listed as follows:
The name of the event
Description (if available)
Date and times (start/end)
The room
Affiliated speakers
Learners and affiliated groups
A color-coding system based on the type of event (training, exam, appointment, tutorial, etc.)
Events are synchronized independently of attendance sheets, with their own synchronization window (short or long). Orphan events (deleted on the Alcuin side) are automatically cleared from Edusign.
Common Problems and Checks
Verification | Details |
The class was created on the same day or refers to a past session | Edusign synchronizes only upcoming classes within the configured window (15 days by default) |
The course does not have a valid instructor | The speaker must have a last name, first name, and a valid email address |
The course does not have at least one valid student | The learner must have a last name, a first name, and a valid email address |
A speaker's email address appears twice on Alcuin | To ensure consistency, Edusign blocks duplicate instructors |
The learners are not in the correct directory | If directory credentials are configured, learners must be listed there to be synchronized |
Groups are not displayed | Verify that the group directory is configured and that the groups contain learners with scheduled courses |
A list of events and errors related to synchronization is available in your account settings, under the "Connectors" tab (under "More Info").
If the problem persists despite these checks, please contact us via chat and include the following information:
The name of the event or the learner in question
Course Date
A screenshot, if possible
Downward synchronization FAQ.
If you still have questions about downward synchronization, a FAQ prepared by us can provide even more answers. 😉
⏱️ Save as much time as possible with your account settings. ⏱️
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