Troubleshoot Aeries sync errors

Misty Flowers

September 24, 2026 15:28

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.

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Before escalating a missing or outdated record in Finalsite, confirm the record is accurate and current in Aeries.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

Related resources

Finalsite's integration with Aeries: An overview
Chat for district and site admins: Constituent data management
Aeries Support (Aeries Software's own support and documentation site, for managing Aeries-side account access, records, and data)