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:

1. new school file set up
2. synchronisation processes
3. 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 exporting correctly formatted files, usually formats, ready uploading 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 Timetable feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	Unsure
Campuses	Campuses and their associated rooms	Unsure
Classes	Class Name, Class Code, Year level, Number of Students, Department(Faculty)	Yes
Class lists		No
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) 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	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	No
Study roster	Study classes, staffing and rooming roster	Unsure
Sub-classes		Unsure
Teacher data	Teacher Name,Email	Yes
Teacher days off (Unavailables)		Unsure
Timetable data		No
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	Unsure

The timetable file outputs the data in the CSV file called ‘Edval to Pivot’’. This file can be used to import timetable file data to Pivot portal.

Steps to synchronise data

Step 1: Set up the Pivot sync

The information contained within this article is a collaborative effort between timetable file and Pivot. If there is anything missing or requires change, kindly get in touch with Pivot.

1. Navigate to File > Synchronise > Configure
2. Select the 'Sync' tab
3. Click on the blue plus button  and select "Pivot" from the dropdown

Step 2: Perform the export

1. On the Connection Tab click ‘Browse’ to configure a destination folder (This is where the CSV file is saved)

'Sync each time you save' - This means, sync will occur automatically on a ctrl-S save. In this case, data is first saved locally to disk, and then an attempt is made to sync with all external systems. This is simple, but you may want to disable this if the external systems or your network is slow to sync, or you want more control about 'when' you publish data through to other systems. No message is shown on a sync-on-save, as it is done quietly. Only active sync via menu/ctrl-K will show a completion message.

1. The relevant file named "Edval to Pivot" will be saved in the folder that you specified earlier

Please refer to Pivot's documentation for instructions on how to upload/import the files.