In this article, you will find all the necessary information to become a super connector user 🦸♂️:
Pro/normal: both types of emails can be retrieved
Training actions = states of the training structure
Sessions: states of the courses validated or pending
Structure ID or Location name to separate environments
1️⃣ First things first.
Attention! When you use a connection between an ERP and Edusign, please note that it is strongly discouraged to create and/or modify elements directly on Edusign. Otherwise, you risk the deletion or duplication of your sessions/students/instructors. Edusign cannot be held responsible for such use.
That said, let's get started! 🚀😄
2️⃣ Edusign and Yparéo: in a nutshell!
The established connection between Edusign and Yparéo enables data synchronization between the two software. The synchronization is bidirectional, meaning there are two separate data flows, in either direction:
A downward flow 🛬. This flow allows the entire schedule to be pushed back to Edusign from Yparéo, thus preventing duplicate data entry on Yparéo and Edusign.
An upward flow 🛫. This upward information, from Yparéo to Edusign, conveys attendance/absences/justified absences statuses to your connector for your training sessions.
3️⃣ The downward synchronization of information 🛬.
The standard downward synchronization between Edusign and Yparéo allows for importing and automatically updating your schedule on Edusign once the data is entered on Yparéo.
However, it is important to note that the downward synchronization occurs:
🕛🕙 Twice a day around 12 PM and 10 PM.
📅 For all sessions/classes/presence sheets over the upcoming 7 rolling days.
-- What information is sent to Edusign? -- --
📖 The Presence Sheets
When you create or modify sessions/classes/courses on Yparéo, all related information is sent to Edusign as presence sheets. This information transfer only occurs during synchronization to automatically create or modify presence sheets showing:
Their name.
Their date.
Their start and end time.
The training room.
The instructor(s).
The learner(s).
Note: it is only when presence sheets associated with an individual (student or instructor) are created that they are added to Edusign. In other words, if you don't see all profiles of your students and instructors on Edusign, don't worry, they will only be added to the application when they have a scheduled training session within the next 7 days (since synchronization only occurs for the next 7 days. 😉).
👨🎓 The Learners.
Once synchronization is complete, learners with a scheduled course on Edusign in the next 7 days will be automatically created. You will then find all profiles/cards of your learners from the Learners menu showing:
Their name (mandatory).
Their first name (mandatory).
Their email (mandatory).
Their phone number (optional).
Their training name (optional).
Their company (optional).
👨🏫 The Instructors.
Similarly to the learners, once synchronization is complete, instructors with a scheduled course on Edusign in the next 7 days will be automatically created. You will then find all profiles/cards of your instructors from the Instructors menu showing:
Their name (mandatory).
Their first name (mandatory).
Their email (mandatory).
➕ What information can be sent upon request? ➕ ➕
Certain more advanced synchronization parameters can be activated to send more information to Edusign. Request the activation of these parameters from Edusign via chat.
These parameters allow you to:
Match absence reasons between Edusign and Yparéo.
Group learners into groups/classes/trainings.
Import information about the apprenticeship tutor/mentor (name, first name, email).
Enable the automatic sending of credentials to instructors and learners.
Use either address or address 2.
Only report courses held remotely.
Upon request, and depending on technical feasibility, other parameters can be imagined and discussed together. 😮
4️⃣ FAQ downward synchronization.
If you still have questions about downward synchronization, a FAQ written by us can provide even more answers. 😉
5️⃣ Upward synchronization of attendance data 🛫.
The standard upward synchronization from Edusign to Yparéo automatically updates each learner's attendance data (absences/justified absences/presences) based on the attendance sheets they signed or not. This information transfer also synchronizes the attendance and absences of instructors to facilitate payroll management.
This upward synchronization occurs:
Every evening around 10 PM.
Only for the presence sheets that have been archived during the day.
-- What information is brought up from Edusign? -- --
👨🎓 Attendance status (presences/absences/justified absences) of learners for each associated presence sheet.
👨🏫 Again, the attendance and absence statuses of your instructors based on presence sheets.
➕ What information can be sent upon request? ➕ ➕
Just as with downward synchronization, it is also possible to modify/add certain parameters to the standard synchronization. This more advanced configuration allows for the import of more information. The request for activation of these parameters will also be made to Edusign.
Send the correct absence reason from Edusign to Yparéo.
Automate the sending of absence reports to apprenticeship/tutor teachers.
6️⃣ FAQ upward synchronization.
If you still have questions about upward synchronization, a FAQ written by us can provide even more answers. 😉
⏱️ Maximize your time with account parameters. ⏱️
For further information, visit our help center.
💬 If you can't find what you're looking for, contact us via the chat. 💬