No more double entry! Your training data is automatically synchronized between Training Orchestra and Edusign. đ„°
Functioning
The integration allows Edusign to retrieve training-related data from Training Orchestra. This information is used to generate attendance sheets on Edusign.
Attention! The default condition for your attendance sheets to be properly synchronized is that the Sessions linked to Sequences must be in "Validated" status or "In Qualification" on Training Orchestra.
Then, you (or your professors) can record the attendance of students.
The sheet is ready and signed!
Finally, attendance and absence records are sent to Training Orchestra once the sheets have been signed and filed.
Feel free to read this documentation to learn more about how the synchronization between Edusign and TrainingOrchestra works.
Synchronization Frequency
The connector synchronizes twice a day:
Between 11:30 a.m. and 1:30 p.m. â Paris time
Between 7:30 p.m. and 8:30 p.m. â Paris time
During a synchronization:
The information is retrieved from Training Orchestra and sent to Edusign
Attendance and absence data for locked sheets are sent to Training Orchestra
The rolling 15 calendar days are retrieved from Training Orchestra.
A course available on Training Orchestra more than 15 days into the future will not yet be visible on Edusign. You will need to wait.
Note: Edusign can adjust the synchronization window if necessary.
Training Orchestra â 2 APIs, 2 possibilities
Training Orchestra has two APIs:
API | Usage | Example |
Training Organization (TO ) | Training courses open to the public, not just your employees | Business-to-Business Catalog |
HR (Human Resources) | Training programs intended exclusively for your employees | Internal Training Plan |
It is possible to use both APIs at the same time. Our teams need to know which API(s) you are using in order to set up the integration.
Tip: If you use both APIs, you can either create a separate Edusign account for each API (one for OF, one for HR) or sync both into a single Edusign account.
Installation
To set up the integration between Edusign and Training Orchestra, you'll need to provide the following information to your Edusign contact.
Prerequisite Information
Parameter | Description |
apiTokenURL | URL for retrieving the access token (OAuth2 endpoint) |
apiBaseURL | URLs used to make API requests, including the API version |
clientID | The login credentials for connecting to the API |
clientSecret | The password for logging in to the API |
edusignToken | API access token, which you can retrieve from your Edusign account (if you are the account owner). Our team can generate it for you if needed |
Additional Settings
In addition to your login information, we'll need to know:
Parameter | Description |
API Used | OF, HR, or bothâsee the section above |
Separation of OF and HR | If you're using both APIs, would you like to separate them into two Edusign accounts, or combine them into a single account? |
Reasons for Absence | Screenshot of your Training Orchestra absence reasons (along with their codes), to ensure consistency between the two systems |
Additional Options Available
Please indicate the desired options to your Edusign contact.
Option | Description |
Split into half-days | If enabled, sessions longer than 4 hours are automatically split into a morning and an afternoon segment to comply with Qualiopi standards. |
Importing Courses Without Students | If enabled, this allows courses to be synchronized even if no learners are enrolled on the Training Orchestra side |
Filter by Management Entity | Allows you to limit synchronization to specific management entities |
Synchronization of Training Programs | If enabled, creates "Training" objects in Edusign that group together the sessions within the same training session |
Automatic Sending of Login Credentials | If enabled, participants and/or learners created in Edusign automatically receive an activation email |
Is your connector already installed and do you want an option activated?
Reach out to us via chat.
Visibility of User API Data
The API user you create in Training Orchestra must be associated with a management entity high enough in your hierarchy to cover all the contacts and sessions you want to synchronize with Edusign.
IP Address to Whitelist
52.47.74.210
Email Addresses to Whitelist
To prevent our emails from ending up in your spam folder, we suggest that you whitelist the following addresses:
edusign.fr/*.edusign.fr/*.*.edusign.fredusign.app/*.edusign.appedusign.com/*.edusign.com/*.*.edusign.com
Information flowing down to Edusign
Attendance Sheets
When you create or edit sessions/sequences on Training Orchestra, all the information associated with them will be synced back to Edusign in the form of attendance sheets. This information transfer only occurs during synchronization to automatically create or modify presence sheets showing:
Course Name (Sequence)
Their start and end time
The training room
The speaker(s)
The student(s)
The associated training (if the option is enabled)
Note: Only sessions with the status "Approved" or "Pending Approval" are synchronized. Sessions with the status "Closed" or "Canceled" are ignored.
The learners
Once synchronization is complete, any student who has a class scheduled on Edusign during the synchronization window will be automatically added. You will then find all student profiles/sheets from the students menu, which will display:
Their name (mandatory)
Their first name (mandatory)
Their e-mail (mandatory)
Speakers
Similarly, once synchronization is complete, the instructor who has a class scheduled on Edusign during the synchronization window will be automatically added. You will then find all profiles/sheets of your teachers from the teachers menu, which will display:
Their name (mandatory)
Their first name (mandatory)
Their e-mail (mandatory)
Note: A user (learner or instructor) will only be created on Edusign once the attendance sheets are linked to that individual. In other words, don't worry if you don't see all the records/profiles of your students and professors on Edusign. They will only appear in the app once they have a training session scheduled within the synchronization window.
Submitting Attendance and Absence Data to Training Orchestra
Attendance data can be sent to Training Orchestra once the sheets have been locked in Edusign.
Functioning
The instructor has the students sign in on Edusign
The attendance sheet is locked (manually or automatically)
During the next synchronization, Edusign sends attendance and absence data to Training Orchestra
Scope of the affected sessions
The connector sends absence data only based on the session status in Training Orchestra. The "educational qualification" checkbox is ignored: only the session status determines whether attendance data is sent.
TO Session Status | Absences are submitted? | Details |
Approved | Yes | The session is automatically reset to "Qualification in Progress" before it is sent |
In Progress | Yes | Direct Submission of Attendance Data |
Clos | No | Session Ignored |
Canceled | No | Session Ignored |
In summary: A session with the status âIn the process of qualificationâ is affected regardless of whether the pedagogical qualification is in progress or complete (whether the box is checked or not). The connector does not distinguish based on this criterion.
Classification of Attendance
For each learner, the connector sends one of the following qualifications:
Qualification | Code | Meaning |
Present |
| The student was present |
Absent |
| The student was absent |
Partially Present |
| The student attended only part of the session (used in particular with the half-day option) |
Reasons for Absence
If absence reasons were configured during installation, the reason entered in Edusign is automatically sent to Training Orchestra along with the corresponding code and name.
Common Problems and Checks
Verification | Details |
Session Status | Is the session in "Validated" or "In the process of qualification" status? Sessions marked as "Closed" or "Canceled" are not synchronized |
Period Covered | Is the sequence scheduled for the next 15 days? Sessions that have already taken place or are too far in the past are not imported |
Management Entity | Is the API user associated with an entity at a high enough level to cover the sessions in question? |
Entity Filter | If a filter by management entity is configured, the session must belong to an authorized entity |
Missing speakers | Does the presenter have a valid email address in Training Orchestra? |
Absences Not Reported | Is the worksheet properly locked in Edusign? Only locked sheets trigger the report |
If you have any questions, you can contact Edusign support by including:
An example of a relevant session/sequence (Training Orchestra screenshot)
Synchronization Date and Time
Session Status in Training Orchestra
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