Enabling eKadence to Aeries Gradebook Sync is easy and can be done at any time in your grading term. However it is always easiest to begin with fresh empty gradebooks, and you will be able to more easily see the data move as time goes on.


Initial Setup for each section

To make all this magic happen, we must first go through some steps to ensure the data on both sides are matched up initially. Because there are many settings that will affect how a gradebook behaves and how final class grades are calculated, it is important that these settings match in both eKadence and Aeries.


The following are setup steps that must be done for each section that you have in Aeries and eKadence.


1. In Aeries, create the gradebook for this course in Aeries. If you do already have your gradebook in Aeries created, it is recommended that you make a backup of any data in there.


2. In Aeries, set up your grading categories with weights (if any).


3. In your Aeries gradebook, add students to this Gradebook. This is a critical step because a gradebook without students will not be able to receive scores from eKadence.


4. 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.


5. In eKadence, go to your class > Setup Class. Click the button indicating "Enable gradebook sync".



6. 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.



7. 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).



8. 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.



9. If after step 8 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 8 will apply here, but in the opposite direction.


In this step, you need to specify which activities in eKadence will need to be sent to Aeries. If you uncheck an activity, that means it will NEVER be sent to Aeries.




10. 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.)



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



12. Finally, to ensure class final scores calculate the same way in both systems, these flags in BOTH systems must match:

  • The weights of each grading category
  • Apply scores immediately setting
  • Grade Scales
  • Grading floor (Minimum grade in Aeries, Floor in eKadence)


13. After the above steps have been completed for each class, you can now link your sections in eKadence. For more information with linking sections, you can See Here and jump to the directions in Step 2.


NOTE: It is recommended that you link sections only in eKadence. While Aeries does have a Link Gradebooks feature, this is not officially supported yet and some unexpected behavior may happen if you choose to do this.



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. 


Force sync button

If for any reason the gradebooks do become out of sync, there is a Force Sync button in your class setup that you can click.


Conclusion

Steps 8 and 9 are the most critical and sensitive. If you have any concerns or questions, please do NOT proceed with this process 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.