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1️⃣ Upward synchronization: The essentials!
Upward synchronization allows for syncing each student's attendance states directly on Hyperplanning without manually re-entering who was present and who was not.
This upward synchronization to Hyperplanning is done twice a day, similar to downward synchronizations, between 12 PM and 2 PM, then between 7 PM and 10 PM.
Attention! Connector limitation: unarchiving a sheet and then re-archiving it doesn't allow for resending data a second time. Any state change after an initial archiving must be manually updated in Hyperplanning.
Good to know: when resending attendance states, the connector "closes the call" on Hyperplanning. In other words, you can verify the successful transfer of data from the plan view thanks to the green checkmark that indicates the call has been made.
2️⃣ What information is sent back to Hyperplanning?
👨🎓 Attendance states (present, absent, justified absence)
For each session/class, a student can be 'Present', 'Absent', or 'Justified Absent'. Activating the return of absences must be done through our support team.
Hyperplanning allows defining certain absence statuses as justified or unjustified. It is possible to match available absence reasons on Edusign so that the correct absence reason is sent to Hyperplanning. In other words, no more manual data entry into Hyperplanning.
👨🏫 Labels of absence reasons
Some Hyperplanning databases contain dozens of reasons created over time, sometimes temporarily. Upon initial setup of the connector, it is important to specify the reasons to synchronize. Our technical team manages the matching of expected reasons on your Edusign account.
In case of changes in reasons, for instance, if you create a new reason on Edusign, then the same reason must be created on Hyperplanning. We handle the delta and correspondence before re-synchronizing your reasons.
Attention: If you modify a reason's label on Hyperplanning while it is linked to an absence reason on Edusign, data transfer will not work. You must create a new reason (hence the accumulation of reasons for certain Hyperplanning databases).
To request a new synchronization of absence reason labels between Hyperplanning and Edusign, here's a template message to communicate effectively with our support (support@edusign.com). :
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Hello,
I would like to resynchronize the absence reasons.
Here is the full list of reasons to keep/add:
[Reason label 1]
[Reason label 2]
[Reason label ...]
Can you please take the necessary actions?
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3️⃣ Lack of synchronization of attendance states on Hyperplanning
🗃️ Understanding the concept of archiving an attendance sheet
Archiving an attendance sheet informs Edusign "I have finished processing this sheet, we can send the data to Hyperplanning." It is therefore important to collect signatures and/or justify absences before archiving the attendance sheet.
Once archiving is done, the data is sent the same evening and is directly visible in Hyperplanning. Attention, sending attendance states works only at the first archiving of each attendance sheet.
For more information on archiving and its general functioning, you can read: understanding the archiving of attendance sheets.
🥵 Identifying a manually created attendance sheet
In very rare cases, it may be necessary to manually create an attendance sheet. When archiving the attendance sheet, the data cannot be sent to Hyperplanning since the creation was manual.
Attendance states must be entered manually on Hyperplanning. To efficiently find manually created attendance sheets, you can add a filter on the creator:
🔁 Retrieving transferred data (or not!) on Hyperplanning
There are several ways to view the transfer of attendance data on Hyperplanning. For example, you can follow this scheme:
