In this article you will find:
1️⃣ What is Edusign? A quick recap
Edusign is a software package that allows you to digitalize the management of attendance sheets:
Get your learners and instructors to sign.
Monitor and control attendance.
Archive (for 10 years! 😮).
Complementary or independent, Edusign also enables you to sign documents 100% digitally, as well as send MCQs and surveys to your learners and lecturers.
2️⃣ How the connection works.
You use in-house training planning software called "ERP". With Edusign, you can concentrate primarily on enrolment and attendance monitoring.
To synchronize data, a "connector" is set up between the two programs.
Synchronization is bidirectional. There are two different information flows, in one direction and in the other:
A top-down flow, from your ERP to Edusign 🛬: your planning goes down to Edusign from your ERP, there's no manual input of information.
An upward flow from Edusign to your ERP🛫: learner and lecturer attendance (presences, absences, justified absences) goes back up to your connector.
🕛🕙 Twice a day around 12pm and 7pm.
📅 For all sessions/attendance sheets for the next x sliding days (the number of days will be specified when Edusign is set up).
📖 Attendance sheets: once you've scheduled the courses on your ERP, these sessions will come up on Edusign in the form of an attendance sheet (with title, date, start and end times, training room, speaker(s), learner(s)).
Please note! Attendance sheets will not be created if they do not meet all the conditions (a name, a date, times, a speaker with a valid surname/first name/email address 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 heading must be correct; etc.). Please always check your sessions in detail.
Once synchronization is complete, a learner with a course scheduled on Edusign within x days will be created automatically. You'll then find all your learners' profiles in the Learners menu (with a first and last name and an e-mail address).
In the same way as for learners, once synchronization has taken place, a lecturer with a lesson scheduled on Edusign within x days will be created automatically (with a first and last name and an e-mail address).
Note: it's only when an attendance sheet associated with an individual (learner or instructor) is downloaded to Edusign that the latter will be created on Edusign.
🕛🕙 Once a day around 6pm.
📅 For all sessions/seances/attendance sheets locked on the same day, regardless of the course date.
This synchronization returns information to the ERP for attendance, absences, justified absences (with reason) and possibly (depending on the connector) late/early departures.
To authorize this transmission, attendance sheets must have been archived on Edusign.
Note: sheets that have been locked once and whose information has already been uploaded to the ERP system will not generate new information if they are unarchived, modified (signatures, justified absences) and then re-archived. These modifications will then have to be manually transferred to your in-house software.
3️⃣ Sign an attendance sheet.
Your speakers will be able to sign the sheets you've associated them with in 5 different ways from their account.
If you are both administrator and trainer, you can manage everything from the admin platform.
By clicking on the relevant attendance sheet, you can have your learners sign in by e-mail or directly on your device. You can also sign in as a trainer in the bottom right-hand corner of the sheet (provided you use your trainer profile or a generic trainer profile used by all admins).
Note: From the admin platform, you won't be able to register your learners by QR code.
Learners' attendance and absence statuses will be displayed on the attendance sheet:
Present if the student has signed in.
Absent if the student has not signed in.
Absence justified following a request for justification accepted by the administrator or added by him/her.
Pending if signed by e-mail: the e-mail has been sent and the learner's signature is pending.
Instructors and administrators can also ask learners to re-sign a session, or justify an absence from a completed session that has not been archived.
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 in order 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.
Group: all sessions signed by the same group over a given period.
Note: the calculation of the number of hours displayed on the documents corresponds to the time of archived sessions signed by a learner.
After archiving, the account owner can unarchive an attendance sheet only to make changes to signatures (resend signature e-mail, justify absence, etc.).
Finally, at the end of the course, you can download a standardized certificate attesting to the completion of the course, based on the hours attended by your learners. Learn how to generate a certificate of completion!
5️⃣ Easily manage and monitor attendance.
While Edusign makes it easy to get your attendance sheets signed, it's also a valuable time-saving tool for managing absences, justified absences and late arrivals.
You can use the absences sub-tab to catch up on attendance, check the presence of a group, add justified absences and much more.
The Statistics menu will also be a great help in giving you an idea of the key attendance figures for your OF.
6️⃣ Signing documents on Edusign.
Sign training contracts, internal regulations, etc. You can do all this from the Documents tab.
You can send your documents in bulk, and the information you want to appear (surname, first name, course(s) attended, etc.) will be updated according to your recipients, whether they are learners, administrators or external contacts. 😮
Find out how to add and sign your documents on Edusign!
7️⃣ Survey: surveys or MCQs for your learners and speakers.
On Edusign, you can create questionnaires in survey format to gather feedback from your employees or learners, as well as MCQs for evaluation purposes.
From the Survey 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.
Last but not least, you can customize your account settings in a number of ways.
A comprehensive guide will help you become an expert in managing these settings: automatic signature reminders, customization of attendance sheets, rights granted to learners/instructors/admin account users, etc.
We'll be happy to answer any questions you may have about deploying Edusign. 😊
🎉 Congratulations! You know Edusign inside out 🎉
To find out more, visit our help center.
💬 If you can't find what you're looking for, contact us via chat. 💬