In this article, you will find all the necessary information to become a super connector user 🦸♂️:
1️⃣ First thing first.
Caution! When you use a connection between an ERP and Edusign, you must be aware that it is strongly discouraged to create and/or modify elements directly on Edusign. If you proceed otherwise, you risk the deletion or duplication of your sessions/learners/speakers. Edusign will not be held responsible for such use.
Having said that, let's go! 🚀😄
2️⃣ Edusign and SC-Form: In a nutshell!
The connection established between Edusign and SC-Form allows data to be synchronized between the two systems. The synchronization is bidirectional, meaning there are two distinct information flows, in both directions:
A downward flow 🛬. This allows the full transmission of your scheduling from SC-Form to Edusign, thus avoiding duplicate information entry on both SC-Form and Edusign.
An upward flow 🛫. This information transfer from SC-Form to Edusign enables the transfer of attendance/absence/justified absences to your connector for your training sessions.
3️⃣ The downward synchronization of information 🛬.
The standard downward synchronization between Edusign and SC-Form allows the import and automatic update of your scheduling on Edusign once the data is entered on SC-Form.
However, it is important to note that downward synchronization occurs:
🕛🕙 Twice a day around 12 PM and 10 PM.
📅 For all sessions/meetings/attendance sheets scheduled for the next 14 rolling days.
-- What information is sent to Edusign? --
📖 Attendance Sheets
When you create or modify sessions/meetings/courses on SC-Form, all associated information will be sent down to Edusign in the form of attendance sheets. This information transfer will only occur during synchronization to automatically create or modify attendance sheets displaying:
Their name.
Their date.
Start and end time.
The training room.
The speaker(s).
The learner(s).
Note: It is only when attendance sheets associated with an individual (learner or speaker) are created that they will appear on Edusign. In other words, don't worry if you don't see all your learner and speaker profiles on Edusign, they will only appear in the application only when they have a training session scheduled in the next 14 days (synchronization occurs only for the next 7 days 😉).
Note: As of today, it's not possible to automatically resend signature emails. It has to be done manually.
👨🎓 The learners.
Once synchronization is complete, a learner who has a course planned on Edusign within the next 14 days will be automatically created. You will then find all profiles/cards of your learners from the Learners menu which will display:
Their name (mandatory).
Their first name (mandatory).
Their personal or OF email. (mandatory).
Their phone number (optional).
Their company if the learner is linked to an agreement (optional).
👨🏫 The speakers.
Similarly for learners, once synchronization is complete, a speaker who has a course planned on Edusign within the next 14 days will be automatically created. You will then find all profiles/cards of your speakers from the Speakers menu which will display:
Their name (mandatory).
Their first name (mandatory).
Their email (mandatory).
Their phone number (optional).
➕ Additional options for downward synchronization
Please note that some more advanced synchronization parameters can be activated to send more information to Edusign. The request for activating these parameters is made with Edusign through chat.
These parameters may allow:
Aligning absence reasons between Edusign and SC-Form.
Importing the information of the apprenticeship master/tutor (name, first name, email).
Uploading OPCOs to Edusign.
Separating your OF entities into several Edusign accounts via company ID. It is also possible to segment further via the industry code.
Syncing groups by "Path Groups" on Edusign.
Synchronizing students without active agreements on SC-Form.
Sync all your courses to a default room.
Note: Upon request and depending on technical feasibility, other parameters can be designed and considered together. 😮
4️⃣ FAQ downward synchronization.
If you still have questions about downward synchronization, a FAQ written by us can bring you even more answers. 😉
5️⃣ Upward synchronization of attendance data 🛫.
The standard upward synchronization from Edusign to SC-Form enables automatic updates of each learner's attendance data (absences/justified absences/presences) based on the attendance sheets they have signed or not. The information transfer allows synchronizing the presence and absence data of your speakers to ease payroll management.
This upward synchronization occurs:
Twice a day, between 12 and 2 PM and then again between 5:30 and 7:30 PM.
Only for attendance sheets that have been archived.
-- What information is sent up from Edusign? --
👨🎓 The attendance status (presences/absences/justified absences) of learners for each of the attendance sheets linked to them, along with any possible delays.
👨🏫 Additionally, the presence and absence status of your speakers based on the attendance sheets.
➕Additional options for upward synchronization
Just like downward synchronization, it is possible to modify/add certain parameters to the standard synchronization. This advanced configuration enables importing more information. The request for activating these parameters should also be made to Edusign.
Upload the correct absence reasons from Edusign to SC-Form.
Automate the sending of absence records to apprenticeship masters/tutors.
Synchronize early departures from Edusign to SC-Form
Synchronize learner tardiness from Edusign to SC-Form.
6️⃣ FAQ upward synchronization.
If you still have questions about upward synchronization, a FAQ written by us can bring you even more answers. 😉
⏱️ Gain maximum time with your account settings. ⏱️
To go further, visit our help center.
💬 If you don't find what you need, contact us via chat. 💬