TABLE OF CONTENTS
- Preamble
- Type of sync
- Which data is sent to the other system?
- Steps to synchronise data
- Step 1: Check if any Edrolo (flat file) set up is required
- Many systems require some set up at their end prior to receiving timetable data from the etz Timetable file. Please check with Edrolo(flat file) support team.
- Step 2: Configure the Timetable file
- Step 3: Perform the export
- Step 4: Email the two files to the Edrolo School Support Team
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 process
- 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 CSV format ready 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 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 | No | |
| 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 | Unsure | |
| Duty roster | No | ||
| Faculty data | No | ||
| Grid structure codes | No | ||
| Multi-file | Two (or more) timetable files | Unsure | |
| Multi-grid | Multiple grids with different bell times | Unsure | |
| On-call roster | No | ||
| Priority classes | Unsure | ||
| Room data | No | ||
| Rotation classes | Classes from particular rotations | Unsure | |
| RTO roster | Unsure | ||
| Student data | Student Code, First name, Last name, Email, Year level, Class code | Yes | |
| Study roster | Export has Study class and teacher but no room | Yes | |
| Sub-classes | Yes | ||
| Teacher data | Export has Teacher firstname, lastname and email | Unsure | |
| Teacher days off (Unavailability) | No | ||
| Timetable data | No | ||
| Two (or more) rooms at once | A class with two or more rooms at the same time | No | |
| Two (or more) teachers at once | A class with two or more teachers at the same time | No | |
| 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 recieved 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 Edrolo (flat file) set up is required
Many systems require some set up at their end prior to receiving timetable data from the etz Timetable file. Please check with Edrolo(flat file) support team.
Step 2: Configure the Timetable file
- Navigate to File > Synchronise > Configure
- Select the 'Sync' tab
- Click on the blue plus button
and select 'Edrolo (flat files)
- Click on the Configure button, or, select the 'Connection' tab.
- Destination Folder: Browse to select the folder where the two csv export files are to be saved, OK
Option | Detail |
Sync each time you save | Sends enrolment data to Edrolo upon every save. |
Step 3: Perform the export
- Go to File > Synchronise > Sync now
- Select 'Edrolo (flat files)' from the Filter menu
- Select 'Create TT publish file'
The sync will create two csv files in the folder specified earlier:
Below is the table explaining the content and format of these .csv files:
File name | Data column (A) | Data column (B) | Data column (C) | Data column (D) | Data column (E) | Data column (F) |
Classes.csv | Subject name | Subject code | Class code | Teacher first name | Teacher last name | Teacher email |
Students.csv | Student code | First name | Last name | Email | Year level | Class code |
Step 4: Email the two files to the Edrolo School Support Team
- Email both files to supportteam@edrolo.com
Repeat whenever there are class lists changes.
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