Aeries Gradebook Sync

Updated: Jan 11, 2021

Dear teachers,


We hope you had a wonder winter break and a happy new year! Our Aeries Gradebook Sync is now live for you to use.


First and foremost, we wanted to take great care not to cause problems such as creating a mess of duplicates in either gradebook. We also wanted to make this as easy and seamless as possible. With that in mind, once you enable Aeries Gradebook Sync, your class will have these abilities:


Realtime push to Aeries

When you save a single score in eKadence, that will push to Aeries immediately and automatically. There is no need to remember to click sync gradebook; the change is pushed immediately.


Nightly sync back from Aeries

Should you make changes directly in Aeries, that is OK too! We will sync that back nightly the same time that we sync the roster. (Unfortunately Aeries does not provide us a way to do this in real-time). However, this does mean we have 2-way integration!


Force sync button

If for any reason the gradebooks do become out of sync (for example if Aeries was down while you were saving grades).


Initial Setup

To make all this magic happen, we must first go through some steps to ensure the data on both sides are matched up initially.



1. If you haven't already, create the gradebook for this course in Aeries. Also don't forget to add your students to this gradebook!

If you do already have your gradebook in Aeries created, it is recommended that you make a backup of any data in there.


2. If you intend to use weighted grading categories, set those up in Aeries now also.


3. In eKadence, it is highly recommended that you have the same number of categories with the same name. It's very important that they are 1:1 mapping for the bi-directional integration.


4. In eKadence, go to your class > Setup. Click the toggle indicating "Gradebook not synced".

5. On the first screen, you will have a dropdown to select the Aeries gradebook linked to this class. Because Aeries allows you to create multiple gradebooks, make sure you choose the correct one here.


6. The second screen is where you match up the categories in both systems. (This is where your work in steps 2 and 3 pay off, as we will try our best to automatically match them up for you).


7. The next screen is more involved. This is where we detect what you have in Aeries already, and we try to match it up to those corresponding gradebook items in eKadence. For each of your Aeries activities, you can choose to:

- Create a new activity in eKadence

- Ignore (meaning this gradebook item will appear in Aeries only, and not in eKadence)

- Match to an existing activity in eKadence

- You can also indicate if we should overwrite the scores in eKadence with the values in Aeries.


8. If after step 7 you see a similar screen, that means we also have activities in eKadence were not matched to Aeries activities in the previous step. So the same process as in step 7 will apply here, but in the opposite direction.


9. The final step is the confirmation screen. This is where we will give you a summary of the steps we are about to take. Once you click Confirm and Sync, we will begin the process of syncing both gradebooks according to your selections! Depending on how many activities and scores there are, this may take some time so please be patient. (Fun tip: you can also go to your Aeries gradebook and refresh to see the new data get pushed over in realtime.)


10. If all goes well, you will see your Gradebook is now synced!


Conclusion

Steps 7 and 8 are the most critical and sensitive. If you have any concerns or questions, please do NOT proceed and contact support@ekadence.com for assistance. Once you click Confirm and Sync, that will begin the process of copying data from both gradebooks to each other.



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