TABLE OF CONTENTS
Preamble
Timetabling data that exists in the 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, where known by Tes specialists, whether they are also 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 feature | Notes on feature | Is this feature received by the other system? | Other notes |
Bell times | Bell times as per Grid structures | Yes | |
Campuses | Campuses and their associated rooms | Unsure | |
Classes | Classes as per Class data screens | Unsure | |
Class lists | Unsure | ||
Composite classes (linked classes) | One teacher teaching more than one class at the same time | Unsure | |
Duty roster | Unsure | ||
Faculty data | Unsure | ||
Grid structure codes | Unsure | ||
Multi-file | Two (or more) .etz timetable files | Unsure | |
Multi-grid | Multiple grids with different bell times | ||
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 | Unsure | |
Rotation classes | Classes from particular rotations | Unsure | |
RTO roster | Unsure | ||
Student data | Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone | Yes | |
Study roster | Study classes, staffing and rooming roster | Unsure | |
Sub-classes | Unsure | ||
Teacher data | Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone | Yes | |
Teacher days off (Unavailables) | Unsure | ||
Timetable data | Yes | ||
Two (or more) rooms at once | Unsure | ||
Two (or more) teachers at once | Unsure | ||
Year levels (non-numeric) | Year levels such as SPT, LSUP, ROLL, Yr9+10 etc | Yes / No / Unsure |
Steps to synchronise data
Step 1: Check if any set up is required in MyEDiary (DD)
Many systems require some set up prior to receiving timetable data from Tes. Check with MyEDiary (DD) team please.
Step 2: Configure the Tes Timetable file
- Go to File > Synchronise > Configure
- Select the ‘Sync’ sub-tab
- Click the '+' and select "MyEDiary (DD)" from the dropdown
- Go to the ‘Connection’ sub-tab
- Ensure that “MyEDiary (DD)” is selected in the top-right corner
- Input your credentials. MyEDiary (DD) will provide you with the MyEDiary (DD) Server URL, Username, Password
- Click the "Test connection" button to check that the details are correct and the link between Tes and MyEDiary (DD) is working correctly.
- Go to File > Synchronise > Configure > Other tab and enter your preferences
Option | Details |
Sync timetable & class lists every time you save | This will send only the timetable and class membership data to MyEDiary (DD) every time you save the file. |
| Which years? | Sync all year levels: By default, all year levels are unticked, 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. |
Step 3: Perform the sync
There are two options for syncing Tes data to MyEDiary (DD):
- Basic sync
- Advanced sync
Basic sync
Basic sync is used for general syncing.
To perform a basic sync:
- Go to FIle > Synchronise > Sync Now, and Select the ‘Basic’ tab.
- Ensure ‘MyEDiary (DD)’ is selected from the dropdown in the top-right corner.
- Enter the date range and select the rotation you wish to sync.
- Click Go! to sync.
Advanced sync
The advance sync gives you control about which data is sync'd with MyEDiary (DD).
For example, sometimes users might like to perform parts of the sync, publish the classes, class lists, timetable, belltimes, students and teachers to MyEDiary (DD).
To perform an Advanced sync:
- Go to FIle > Synchronise > Sync Now, and select the ‘Advanced’ tab.
- Ensure ‘MyEDiary (DD)’ is selected from the dropdown in the top-right corner.
- Tick the data you want to download into the etz file, and/or send to MyEDiary (DD).
- Enter the date range and select the rotation you wish to sync.
- Click Go! to sync.
Create support log file: Occasionally, Tes specialists may ask you to perform a sync and tick this box, which will create a text file in the same location as the .etz file. This file can be sent to Tes to help with troubleshooting.
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