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1️⃣ Downward Synchronization: The Essentials!
The standard downward synchronization between Edusign and Hyperplanning allows importing and automatic updating of your Edusign schedule once the data is entered in Hyperplanning.
However, it's important to note that the downward synchronization occurs:
🕛 Twice a day around 12 PM and 10 PM.
📅 For all sessions/classes/attendance sheets within the next 14 rolling days.
In other words: you don't need to create anything manually, no double entry of information is necessary. You've already done the work once on Hyperplanning, the Edusign connector takes over 😉
2️⃣ What information syncs to Edusign?
📖 Classes
Among the information synced from Hyperplanning to Edusign, we find classes. When you create or modify sessions/classes/courses in Hyperplanning, all associated information descends to Edusign as attendance sheets.
To ensure good synchronization of scheduling on Edusign, it's important that each session includes:
A name (mandatory)
A date (mandatory)
Start and end time (mandatory)
An professor with a valid email address (mandatory)
The student(s) or student group (mandatory)
Attached room (optional)
Important: It's normal not to see your sheets beyond 14 days, and it's normal that not all your students and professors are created at the start. They will be as soon as they have a training session scheduled within the following 14 days (since synchronization only happens for the next 14 days 😉).
To further personalize synchronization, a filter can be added on courses to sync or exclude from syncing using families and categories related to courses on Hyperplanning.
Learn more about course filters.
👨🎓 Students/students
While synchronizing your schedule, your students are automatically created on Edusign. You don't need to add them manually, no double entry of information is needed.
Once synchronization is complete, the student who has a class scheduled on Edusign within the next 14 days is created automatically. You will then find all your students' profiles/cards from the students menu on your Edusign account.
To ensure good student synchronization, it's important that each Hyperplanning student file includes:
A name (mandatory)
A first name (mandatory)
An email address (mandatory)
The name of the training followed (recommended)
The name of the host company (recommended)
The MA/external/tutor attached to the contract (recommended/option)
One or more student tag (optional)
If you use multiple Edusign accounts, your students must also have the correct family and category on Hyperplanning.
Learn more about Hyperplanning's "families and categories."
👨👩👧👦 student Groups
Student groups, promotions, or even class groups are automatically synced to Edusign. To create a group, at least one student from the group must be scheduled for a session taking place within the next 14 days.
If within the same group, some students need to be synced and others not, only students linked to the correct "family and category" will be synced.
👨🏫 Trainers/professors
Just like students, the professor with a class scheduled on Edusign within the next 14 days is created automatically. You'll find all your professors' profiles/cards from the professors menu on your Edusign account.
To ensure good professor synchronization, it's important that each file on Hyperplanning includes:
A name (mandatory)
A first name (mandatory)
A valid email (mandatory)
👩🍳Tutors/Master Apprentices
During student synchronization, it's also possible to sync the attached external/tutor/MA.
Important: Tutor/MA management differs depending on the version of Hyperplanning you're using:
If you're using HP2022 or an earlier version, external/tutor/MA information must be filled in the Internship section.
If you're using HP2023 or later, then external/tutor/MA information can be entered in either the Internship or Alternance sections. Please note this during the initial setup of the connector between Hyperplanning and Edusign.
To ensure good synchronization of your MAs/externals/tutors, it's important that each file on Hyperplanning includes:
A name (mandatory)
A first name (mandatory)
A valid email (mandatory)
Note: The connector uses the contract dates and stops syncing the tutor once the contract ends. However, the learner's profile will remain displayed in Edusign until it is updated by a new synchronization of the connector (which will then assign the learner to new attendance sheets for the coming days).
3️⃣ Most Common Synchronization Errors
🔁 Some attendance sheets are missing
To resolve 95% of cases, if an attendance sheet is missing, it's advised to check that:
The session is properly scheduled within the next 14 days
The session is correctly linked to an professor with a valid email address
The session is linked to at least one student (pay attention to family/category filter)
If these details are correctly filled in Hyperplanning, then check if a filter is applied to student and/or course families and categories.
If all necessary information is correctly entered in Hyperplanning, here's a template message for effective communication with our support (support@edusign.fr). :
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Hello,
One or more attendance sheets weren't created on my Edusign account.
Here are the references:
[Session name]
[Session date and time]
[professor's email]
[At least one student's email]
Could you take a look at this?
--
Note of caution: the connector doesn't allow creating backdated sheets. Only future sheets can be automatically synchronized. If you notice a sheet is missing after the session start date has passed (or on the day), then you must manually recreate the attendance sheet and manually report attendance data on Hyperplanning. Add a manual attendance sheet on Edusign.
🔁 Some students or groups of students are missing
In 99% of cases, a student's unsynched status is explained in two ways:
The student has never signed on Edusign and isn't scheduled within the next 14 days.
=> Verification is done directly on Hyperplanning by checking the student's next scheduled date.
The student's family and category aren't properly filled compared to the applied filter.
=> Verification is done both on Hyperplanning (Learn more about "families and categories" on Hyperplanning) and Edusign (Learn more about "families and categories" on Edusign)
If all necessary information is correctly entered in Hyperplanning, here's a template message for effective communication with our support (support@edusign.fr). :
--
Hello,
One of my students hasn't been created on my Edusign account.
Here are the references for their next class:
[Session name]
[Session date and time]
[Session's professor email]
[student's email]
Could you take a look at this?
--
Quick reminder: the connector only creates Edusign students who have a class scheduled within the next 14 days.
🔁 Some trainers/professors are missing
In 99% of cases, an professor's unsynched status is explained in two ways:
The professor hasn't yet made attendance with Edusign and isn't scheduled in the next 14 days.
The professor doesn't have a valid email address (e.g., special characters at the end, period after the @, ...)
If all required information is correctly entered on Hyperplanning, here's a template message for effectively communicating with our support (support@edusign.fr). :
--
Hello,
One of my professors hasn't been created on my Edusign account.
Here are the references for their upcoming class:
[Session name]
[Session date and time]
[professor's email]
[At least one attendee's email]
Could you take a look at this?
--
Quick reminder: the connector only creates Edusign professors with a class scheduled in the next 14 days.
🔁 Some MA/externals/tutors are missing
A external/tutor/MA's unsynched status can be explained in three ways:
The MA/external/tutor isn't linked to their apprentice
The MA/external/tutor doesn't have a valid email address
The MA/external/tutor's first and/or last name isn't filled in
If all necessary data is entered correctly on Hyperplanning, verify if the student was created correctly.
If the student does not exist on Edusign, it is essential to identify why (the MA/external/tutor is created simultaneously with their student).
If the student exists on Edusign, you need to know which version of Hyperplanning you are using. Learn more about syncing MAs/externals/tutors.
If after these checks you still have partial synchronization, here is a template message to effectively communicate with our support (support@edusign.fr). :
--
Hello,
One of my MAs/external/tutor has not been created on my Edusign account.
Here are the useful references
[Email of the MA/external/tutor]
[Email of the associated student]
[Name, date, and time of the student's next class]
[HP version used (2023? Before? After?)]
Could you please check on it?
--
Reminder: the connector only creates MAs/externals/tutors on Edusign who are linked to a student with a planned course within the next 14 days.
🔁 The room linked to the sheets is incorrect
Before anything else, it is advised to check the information you wish to sync on Edusign. You can choose between the “Room Code” and “Room Name”. The synchronization between Hyperplanning and Edusign may allow retrieving one or the other of these pieces of information.
The standard connector setting allows retrieving the "Room Name" information. If you wish to retrieve the "Room Code" information, simply request it via chat from our super support team!
If the situation is not resolved with the "Room Code" or "Room Name", we invite you to send Edusign support a screenshot of a course happening in the next 14 days for which the room is not correct. Screenshot example:
If you have more than one room associated with certain courses, this requires a special operation from our technical team. This operation slows down synchronization and is therefore not recommended outside of using NFC tag technology.
🔁 My students' company name is not synchronized
In some cases, the company name of your students does not synchronize, which can impact your certificate of achievement.
In most cases, the absence of synchronization of your students' companies is explained in two ways:
If you are using HP 2023 or a later version, companies must be completed either in the Internship part or the Alternance part of Hyperplanning. You should specify where the information is located to our support team.
If you are using HP 2022 or an earlier version, companies must be filled in the Internship part of Hyperplanning.
⚙️ Synchronization Optimization: Classes vs. Sessions
To ensure excellent performance without overloading your Hyperplanning server (especially if you have a very large volume of data), the connector uses separate synchronization windows.
It is essential to distinguish between two concepts:
A course: The educational framework or subject matter (e.g., “Private International Law”).
A session: The specific time this class is held (e.g., next Tuesday from 10 a.m. to 12 p.m.).
How does the recovery window work?
Search for classes: By default, the connector searches for active classes over the next 30 days (this is the
nbDaysToGetsetting). For performance reasons, the Edusign team may shorten this window (for example, to 3 days) to limit the number of requests to your server.Session Retrieval: Once a course is identified as active, Edusign processes and imports its sessions within a strict window of no more than 14 days (this duration is fixed and cannot be configured).
💡 In practice: If we've narrowed your class search window to 3 days to reduce the load on your servers, Edusign will search for classes with a session within the next 3 days. As soon as he finds one, he'll upload all the sessions for that course scheduled for the next 14 days.
This is why attendance records may appear in Edusign up to 14 days later, even though the connector's initial search is highly restricted. This is perfectly normal behavior, designed to protect your servers while giving your teaching teams two weeks of visibility!
To learn more, visit our help center.
💬 If you can't find what you're looking for, contact us via chat. 💬