Uploading 'Next Rotation' in Tes Timetable file from E10 to Timetable Daily

Modified on Thu, 14 Aug at 12:52 AM

TABLE OF CONTENTS

Preamble
Approach 1 - Schools wait until after the last period of rotation 1 finishes before sending the rotation 2 timetable data
- Step 1: Alter the E10 Timetable file rotation setting
- Step 2: Sync to Edval web server (Timetable Daily)
Approach 2 - Schools wish to send the next rotation's timetable data to Daily prior to the end of the current rotation

Preamble

Schools commonly upload timetable data to Timetable Daily for particular rotations only, such as Rotation 1. At some point, we then need to upload the next rotation timetable data. This needs to be done very carefully so that we do not wipe existing data for the previous rotation(s) in Timetable Daily. There are two approaches to this and schools can choose any to suit their requirements.

Don't forget to check that Timetable Daily > Date mapping page has the rotations marked correctly prior to syncing your E10 Timetable file before performing any of the approaches listed below. Timetable Daily: Date Mapping.

'Rotation' and 'Semester' modes within the 'Date mapping' are 2 separate options. For this process, you need to make sure the 'Mode' Rotation is chosen and set accordingly.

There is often a misunderstanding that if you sync your next semester's timetable file to Timetable Daily by selecting the future date in sync screen then Daily's current instance wont be overwritten and the change will take effect only from the date chosen in syncing date range, unfortunately this is not true and regardless of the future date chosen some of your data will be changed effective immediately from that current day that you are syncing, It is very important to read our Sync date range concept to understand more on how the dates in syncing works.

Approach 1 - Schools wait until after the last period of rotation 1 finishes before sending the rotation 2 timetable data

The schools wait until after the last period of rotation 1 finishes before sending the rotation 2 timetable data. This approach ensures that no data from rotation 1 is compromised. Steps involved are:

Step 1: Alter the E10 Timetable file rotation setting

The timetabler may be using either the master years' file, or a separate rotation file for this sync.

Go to Settings > File
Change the 'Current rotation' to relevant rotation. Eg '2'.

Step 2: Sync to Edval web server (Timetable Daily)

Go to File > Sync now
Select 'Edval web server' from the drop down menu
Enter the date range from the start of relevant rotation, E.g. '2', until the end of the school year.
Sync

Tip: Check the latest sync log data in Daily via Admin > System log.

Approach 2 - Schools wish to send the next rotation's timetable data to Daily prior to the end of the current rotation

Many schools wish to send the next rotation's timetable data to Daily prior to the end of the current rotation, so that they can begin to manage daily organisation early.

Unfortunately, this is not fully supported if schools were to sync their teacher data, student data, room data changes and/or classlist changes as these types of data do not follow the date range and will sync the changes effectively from the sync day even if a future date is selected. However, if schools wish to only sync their timetable data (timetabled classes with a teacher and room) they can tick the option “Timetable data” in sync option as this option will follow date range. Please read the 'Sync date range concept' document to understand which sync option follows the date range.

Note that the approaches explained in this document, considers a 2 rotation file to be used in Term3, but the concepts apply to files with more than 2 rotations as well.

Please do check the latest System log data in Daily via Admin --> System log

Warning

For schools who do not have any future changes (Class list, student, teacher or room changes) to consider or for any other reason are fine with future changes impacting the current daily data, they can sync to Edval Web Server with everything on the 'Sync page' ticked, after changing the current rotation to the next rotation in the Timetable file and then reverting it back to the current rotation post the sync completion.

Timetable data in Timetable Daily will be changed from the date entered into the 'from' field, so check this is correct carefully prior to syncing.

Daily organisers must be aware that taking the above approach will send every 'future/next rotation' teacher, student, room and class list changes to the 'present/current' rotation and thus overwrite the current data with the new one in Daily. So, use this approach with caution if you do not wish this to happen.

Notes

Some schools may still need to perform syncs using the 'current' rotation (Eg.'1'), once they have completed a sync with 'next'(Eg.'2') rotation set in the file. Please follow the below process if this is the case:

- If the timetabler is using a separate Timetable file with the rotation already set, there is no need to perform this step.
- If the timetabler is using the master timetable file to perform this sync and they wish to continue syncing for the remainder of the current rotation:

Go to Settings > File
Change the 'Current rotation' back to the current rotation (Eg. '1')
When performing any further sync, ensure the from and to dates reflects only the current rotation's date range, Eg. From the following day until the end of rotation 1. This will leave the next rotation's (Eg. Rotation 2) data previously sync'd correct in Daily.