E10 - Synchronisation to edQuire via Direct Connection

Modified on Thu, 14 Aug at 1:01 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Steps to synchronise data
Go to File > Synchronise > Sync now.There are two sync options: Basic or Advanced.
The basic sync may download staff data that is not wanted in the timetable file, such as admin and support staff. The Advanced option may be used to avoid this situation.

Preamble

Timetabling data that exists in Timetable files are usually sent on to one or more other non-Tes systems, such as student learning management systems, reporting systems, administration systems, and many more. The Tes integration team works with other systems to make sure that the data required to be sent is in the correct format.

This document can be referenced for:

new school file set up
synchronisation processes
synchronisation troubleshooting

While Tes takes all care to ensure any mention to the other system is correct and up to date, it is the user's responsibility to check with the other system prior to an initial sync. If the user becomes aware of any changes to the other system, we would very much appreciate this feedback.

Type of sync

This sync is performed by a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to upload into the other system.

Which data is sent to the other system?

This table lists many of the data and features found in Tes and whether they are understood by the other system.

Note that Tes builds many excellent features to help users build high quality timetables, and while these features can be sent onto the other system through the synchronisation process, not all systems have built the capability on their end to receive/display these features.

Tes Timetable feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	No
Campuses	Campuses and their associated rooms	Unsure
Classes	Classes as per Class data screens	Yes
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Faculty data		Yes
Grid structure codes		Unsure
Multi-file	Two (or more) timetable files	Unsure
Multi-grid	Multiple grids with different bell times	Unsure
On-call roster		Unsure
Priority classes	The priority class that shows on student's timetables where they have class clashes	Unsure
Room data	Room Code, Name, Size, Campus, Comment	Yes
Rotation classes	Classes from particular rotations	Unsure
RTO roster		Unsure
Student data	Student Code, FirstName, Surname, Year level, House, Gender, StatewideID, Comment, Email, Phone	Yes
Study roster	Study classes, staffing and rooming roster	Unsure
Sub-classes		Unsure
Teacher data	TeacherID, Teacher Code, FirstName, Surname, DisplayName, StaffType, Faculty, Comment, Gender, Email, Phone, GUID	Yes
Teacher days off (Unavailable)		No
Timetable data		Yes
Two (or more) rooms at once	A class with two or more rooms at the same time	Unsure
Two (or more) teachers at once	A class with two or more teachers at the same time	Unsure
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc	Unsure

Yes - The data is sent from our end and is being received and processed by 3rd party system.

No - The data is not supported by 3rd party systems and is not sent from the Timetable file.

Unsure - The data is being sent from the Timetable file but we are unsure if it is being processed and supported by 3rd party system.

Steps to synchronise data

Step 1: Check if any edQuire set up is required

Many systems require some set up at their end prior to receiving timetable data from the Timetable file. Please check with edQuire support team.

Step 2: Configure the Timetable File

Open the relevant the Timetable file, and go to File > Synchronise > Configure > Sync tab
Select the + button and choose 'edQuire' from the drop down menu.
Go to File > Synchronise > Configure > Connection tab: Enter the following information into the Connection screen:

Option	Details
URL	Contact edQuire support for your school's URL
Username	edQuire username
Password	edQuire Password
School code	School code to be provided by edQuire
Proxy	Not usually required. See your school network administrator if a proxy message appears after Testing connection.

Click the 'Test Connection' button to check that the details are correct and the link between the Timetable file and edQuire is working correctly.
Go to File > Synchronise > Configure > Other tab

Option	Details
Communication protocol	It dictates what data format for Tes timetable to sync to edQuire with. By default 'JSON' is selected. Please contact edQuire support on which is best for your school.
Sync timetable & class lists every time you save	Sends enrolment data to edQuire upon every save.
Exclude Yard Duties	Excludes Yard duties from getting added in the sync if unticked
Exclude Study Classes	Excludes Study classes from getting added in the sync if unticked
Exclude On-call	Excludes On-calls from getting added to the sync if unticked
Which Years	- Sync all year levels: By default, all year levels are ticked, in which case all year levels will be synced. - Sync some year levels: Select only the desired year levels where not all year levels should be synced. Include Meetings if duties are to be included, as this is where duties are stored. This option will become available if the file is a Multi Grid file. It allows you to indicate which Year levels are synced to edQuire.

Step 3: Perform the sync

Go to File > Synchronise > Sync now.
There are two sync options: Basic or Advanced.

Basic Sync

The Basic sync sends Class lists, Timetable and Duty roster to edQuire for the desired time period.

To perform a Basic sync:

Go to File>Synchronise>Sync Now, and select ‘Basic’
Ensure ‘edQuire’ is selected from the dropdown in the top-right corner.
Input the date range you wish to update for.
Click ‘Go’ to sync.

Options	Details
Date	Select the date range you would like to sync to Sentral, Schools usually prefers a 2 weeks, term or whole year based date range.

Create support log file

Ticking this box will create a log file once sync is completed. The log file will be opened automatically in your desktop and as well saved in the folder where your timetable file is located. The file name would be debug.txt. The log file will assist Integration support specialist to diagnose the issue if there is any problem with syncing. Please read here on what to provide to Tes to assist in troubleshooting the issue.

Timetable Rotations

Select the rotation you want to sync to Sentral.

Check course codes

Click this button to see if there is any confusion over course code that edQuire might not support. edQuire only takes the course code into consideration and not the class identifier so if if you have two similar course codes, but different subject names, then edQuire will pick one of the subject names for both course codes. e.g. if you have class codes 11AHI.H1 (History), 11AHI.S2 (Ancient History) with the same code of AHI, edQuire will pick randomly one of the course names and assign it to both.

The basic sync may download staff data that is not wanted in the timetable file, such as admin and support staff. The Advanced option may be used to avoid this situation.

Advanced Sync

The Advanced sync allows the user to maintain full control over what data is synced back and forth between the Timetable file and edQuire.
The right hand side box (Timetable --> edQuire server) shows the options for data transfer from the Timetable file into edQuire.

To perform an Advanced sync:

Go to File>Synchronise>Sync Now, and select ‘Advanced’
Ensure ‘edQuire’ is selected from the dropdown in the top-right corner.
Select which data you want to sync to edQuire
Enter the sync dates and relevant rotation.
Click ‘Go’ to sync

Create support log file: Occasionally, Integration support specialists may ask you to perform a sync and tick this box, which will create a text file in the same location as the timetable file. This file can be sent to Tes to help with troubleshooting.