1️⃣ But what is Edusign? Quick recap
Edusign is a software that allows you to digitize the management of attendance sheets:
Get your learners and professors to sign.
Monitor and control attendance.
Archive (for 10 years!). 😮
Additionally or independently, Edusign also allows 100% digital document signing, as well as sending surveys and questionnaires to your learners and professors.
2️⃣ How the connection works.
You use an internal training planning software called "ERP". Edusign focuses primarily on signing and monitoring attendance.
To synchronize the data, a "connector" is set up between the two software.
The synchronization is bidirectional. There are two different information flows, one way and the other:
A downstream flow, from your ERP to Edusign 🛬: your planning descends to Edusign from your ERP, there is no manual data entry.
An upstream flow from Edusign to your ERP 🛫: the attendance of learners and professors (presence, absences, justified absences) is sent back to your connector.
! Attention!
When you use a connection between an ERP and Edusign, you should know that it is strongly discouraged to create and/or modify items directly on Edusign.
If yours is connected to a connector, during each synchronization, your connector will reset the students, groups, and professors as they are on the ERP.
Otherwise, you risk deletion or duplication of your sessions/learners/professors. Edusign cannot be held responsible for such usage.
That said, onwards! 🚀😄
The downstream synchronization.
🕛🕙 Twice a day around 12 p.m. and 7 p.m.
📅 For all sessions/schedules/attendance sheets for the x upcoming sliding days (the number of days will be specified upon implementation of Edusign).
📖 The attendance sheets: after scheduling the courses on your ERP, these sessions will be updated on Edusign as attendance sheets (with title, date, start and end time, training room, instructor(s), learner(s)).
! Attention!
Attendance sheets will not be created if they do not meet all the conditions (a name, a date, schedules, an instructor with a valid name/first name/email, and learners) or if a filter on your connector blocks them (e.g., on Ammon, the session must be validated and in progress; on HP, the family and section must be correct; etc.). Please always check the settings of your sessions in detail.
👨🎓 The learners.
Once synchronization is complete, the learner who has a scheduled course on Edusign in the x days will be created automatically. You will then find all the profiles/cards of your learners from the Learners menu (with a name, first name and an e-mail address).
👨🏫 The instructors.
In the same way as for learners, once synchronization is complete, the instructor who has a scheduled course on Edusign in the x days will be created automatically (with a name, first name and an e-mail address).
Note: it is only when an attendance sheet associated with an individual (learner or instructor) is updated on Edusign that the latter will be created on Edusign. Therefore, not all individuals will be created at once but gradually.
The upstream synchronization.
🕛🕙 Once a day around 6 p.m.
📅 For all sessions/schedules/locked attendance sheets for the same day, regardless of the course date.
This synchronization sends back the information to the ERP of presence, absences, justified absences (with reason) and, possibly (depending on the connector), delays/early departures.
To allow this return, the attendance sheets must necessarily have been archived on Edusign.
Note: the sheets that have been locked once and whose information has already been sent back to the ERP will not send back new information if they are unarchived, modified (signatures, justified absences) and then rearchived. These modifications will then need to be manually entered into your internal software.
3️⃣ Get an attendance sheet signed.
Instructors will be able to get the sheets they are associated with signed in 5 different ways from their account. Discover the instructor's area!
By clicking on the relevant attendance sheet, you can get your learners to sign via email or directly on your device.
It's also possible for instructors to sign at the bottom right of the sheet (provided you use your own instructor profile or a generic instructor profile used by all admins). Note: From the admin platform, you cannot get your learners to sign by QR code.
Note : From the admin platform, you won't be able to register your learners by QR code. The attendance and absence statuses of learners will be displayed on the attendance sheet:
Present if the student has signed.
Absent if the student has not signed.
Justified absence following a request for justification accepted by the administrator or added by them / the instructor.
Pending in the case of email signature: the email has been sent, and the learner's signature is pending.
Instructors or admins will also have the option to get the learners to sign again for a session or justify an absence on a completed non-archived session.
4️⃣ Archive, download and modify a sheet after archiving.
Once completed and signed, you can then archive your training sessions.
Archiving is a necessary step to download your attendance sheets in 3 formats:
Classic: the digital format of your old paper attendance sheets.
Individual: all sessions signed by a learner over a defined duration.
By group: all sessions signed by the same group over a period.
Note: the calculation of the number of hours displayed on the documents corresponds to the time of the archived sessions that have been signed by a learner.
Attention!
! Finally, at the end of the training, it is possible to download a standardized certificate to attest to the training followed based on the course hours followed by your learners.
After archiving, you should not modify an attendance sheet; even if you unarchive and modify the sheet, the information will no longer be taken into account by your connector.5️⃣ Easily manage and control attendance. While Edusign allows you to easily get your attendance sheets signed, it is also a tool that allows you to save valuable time in managing absences, justified absences, and delays.
To catch up on signatures, control the presence of a group, add justified absences, etc., you can perform many actions from the absences sub-tab. Learn how to generate a certificate of completion!
5️⃣ Easily manage and monitor attendance.
While Edusign allows you to easily sign your attendance sheets, it is also a tool that saves you precious time in managing absences, justified absences, and delays.
To catch up on sign-ins, monitor group attendance, add justified absences, etc., you can take many actions from the Absences sub-tab.
The Statistics menu will also be a great help in giving you an idea of key attendance figures for your training organization.
6️⃣ Document signing on Edusign.
Contract signing, internal rules, etc. All this is possible from the Documents tab.
You can send your documents in bulk, and the information you want to appear (name, first name, training(s) followed, etc.) will be updated according to your recipients, whether they are learners, administrators, or external contacts.
Discover how to add and get your documents signed on Edusign!
7️⃣ Questionnaires: surveys or MCQs for your learners and collaborators.
On Edusign, you can create survey-format questionnaires that will allow you to gather opinions from your colleagues or learners, and also MCQs for evaluations.
From the Questionnaires tab, you can: create, test, modify, send or schedule the sending of a questionnaire or associate it with a training session, and export the results in Excel or PDF format.
8️⃣ Set up your training organization.
Finally, be aware that many customizations are possible from your account settings.
A complete guide will enable you to become an expert on managing these settings: automatic signature reminders, customizing attendance sheets, rights granted to learners/instructors/admin account users, etc.
🔗 Go further on connectors.
If your offer includes setting up a connector with your training management solution, you can also refer to:
Our best practice guide summarizing the principles of the connector and tips for its use.
Our FAQ connectors.
You will also find the option to send the attendance report to the apprentice master by synchronizing from your ERP.
We remain, of course, at your disposal for any questions or assistance regarding the deployment of Edusign. :)
🎉 Congratulations! You know Edusign inside out 🎉
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To go further, visit our help center.
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