Troubleshoot Aeries sync errors

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Misty Flowers

This article covers common Aeries sync issues in Finalsite, including how to diagnose missing constituent data and reconnect after the annual Aeries database rollover.

💡 Quick answers

  • A student, parent, or staff record looks wrong or missing in Finalsite. What should I check first? Confirm the record is correct and current in Aeries itself before assuming Finalsite is at fault.
  • The sync stopped working around the start of the school year. What's likely wrong? Aeries has likely rolled over to a new database, and the connection needs to be repointed. See the steps below.
  • Who repoints the connection after a rollover? This is expected to be handled by the district's own IT staff, using the steps in this article.
  • Who should I contact if the issue doesn't resolve? Finalsite Support, with the details described below.

In this article

Confirm the record in Aeries

Before escalating a missing or outdated record in Finalsite, confirm the record is accurate and current in Aeries. The integration can only sync what Aeries has; if the source record itself is incomplete, incorrect, or not yet saved, Finalsite will reflect the same gap.

Allow for the sync schedule

The Aeries sync runs on a schedule, not in real time. A change made in Aeries within the last few hours may simply not have synced yet. Confirm the record is correct in Aeries, then allow some time before treating a delay as an error.

Reconnect after the annual database rollover

Aeries creates a new database each academic year. Districts connecting through Connect or MN/MXRE using VBScripts or Datalink need to repoint the connection to the new database once it exists.

  • Step 1: Open Control Panel, then Administrative Tools, then ODBC Data Source (64-bit, in most cases).
  • Step 2: Select the System DSN tab, choose the connection used for Connect, and select Configure, then Next.
  • Step 3: Enter credentials if prompted, then select Next.
  • Step 4: Look for the database name starting with the current year's prefix (for example, DST20000 plus the district name). A name starting with the prior year's prefix (for example, DST19000) means the connection still points at last year's data.
  • Step 5: If the new-year database doesn't exist yet, complete the Aeries rollover on the district's end first. The connection can't be repointed to a database before it exists.
  • Step 6: Select the new database, then Next, then Finish, and select Test to confirm the connection.

Contact Finalsite Support

Contact Finalsite Support if a record is confirmed correct in Aeries and has had enough time to sync but still doesn't appear correctly in Finalsite, or if repointing the connection after a rollover doesn't resolve the issue. Include:

  • The student, parent, or staff name and Aeries record identifier
  • When the record was last updated in Aeries, or when the database rollover happened
  • What is showing incorrectly (or missing) in Finalsite, including whether it also affects message recipient groups or Chat room membership

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