E10 - Synchronisation to IDAttend via Export

Modified on Thu, 14 Aug at 12:43 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Other important information
Steps to synchronise data
Step 1: Check if any IDAttend set up is required
Step 2: Configure the Timetable file
Step 3: Perform the sync export
Step 4: Upload/Import the TXT files into IDAttend

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:

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 a csv file that has been correctly formatted, ready uploading into IDAttend.

The IDAttend export function will export four TXT files:

SCOURSES.TXT
STAFF.TXT
STUDENTS.TXT
TTABLE.TXT

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		Yes
Classes	Classes as per Class data screens	Yes
Class lists			Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	No
Duty roster		Yes
Faculty data		No
Grid structure codes			Yes
Multi-file	Two or more timetable files	No
Multi-grid	More than one bell times structures set up	No
On-call roster		No
Priority classes	The chosen class on a student's timetable where they have class clashes.	No
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	Yes	The timetable file exports rotation based on current rotation in the settings->file->current rotations. Unsure if IDAttend support current rotations.
RTO roster		No
Student data	Student Code, Name, Preferred name, Year level, Letter group, House, Gender	Yes
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		No
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone	Yes
Teacher days off (Unavailables)		No
Timetable data		Yes
Two (or more) rooms at once		No
Two (or more) teachers at once	A class with two or more teachers at the same time	No
Year levels	Year levels such as SPT, LSUP, ROLL etc	Yes

Other important information

Translation tables may need to be set up in IDAttend where class codes in the timetable file differ from IDAttend reporting codes.

Steps to synchronise data

Step 1: Check if any IDAttend set up is required

Many systems require some set up prior to receiving timetable data from Timetable file. Check with IDAttend.

Step 2: Configure the Timetable file

Open the relevant Timetable file, and go to File > Synchronise > Configure > Sync tab
Select the + button and choose 'Compass' from the drop down menu.

Multiple systems can be set up to sync. It is common to have both the Edval webserver, the schools learning management system configured, along with any other systems the school wishes to regularly sync to.

Select the Configure button, which will move you to the Connection tab. A destination folder must be selected to direct where the .csv files will be saved. Select Browse and locate or create the desired location.

'Sync each time you save' - This means the 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

Step 3: Perform the sync export

Go to File > Synchronisation > Sync now.
Ensure ‘IDAttend ’ is selected from the dropdown in the top-right corner.
Select Create TT publish file

Select OK

You can navigate to the file location to look at the data if desired.

The below table explains what type of data each csv file contains when exported:

Step 4: Upload/Import the TXT files into IDAttend

Please refer to IDAttend documentation for instructions on how to upload/import the TXT files.