TABLE OF CONTENTS
- Preamble
- Type of sync
- Steps to synchronise data
- Step 1: Check if any eWorkspace set up is required
- Step 2: Configure the Timetable file
- Step 3: Perform the export
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
The following information has been provided by the eWorkspace team and was correct at the time of publication. Please check the eWorkspace documentation for any changes to the process. Please contact them for any support required in the set up in this system, as Tes consultants are not able to advise.
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 uploading into 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 feature
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 | No | |
Duty roster | Yes | ||
Faculty data | Yes | ||
Grid structure codes | Yes | ||
Multi-file | Two (or more) timetable files | Unsure | |
Multi-grid | Multiple grids with different bell times | No | |
On-call roster | Yes | ||
Priority classes | The priority class that shows on student's timetables where they have class clashes | No | |
Room data | Room Code | Yes | |
Rotation classes | Classes from particular rotations | Yes | |
RTO roster | Yes | ||
Student data | Yes | ||
Study roster | Study classes, staffing and rooming roster | Yes | |
Sub - classes | Yes | ||
Teacher data | 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 | Yes | |
Two (or more) teachers at once | A class with two or more teachers at the same time | Yes | |
Year levels (non-numeric) | Year levels such as SPT, LSUP, ROLL, Yr9+10 etc | Yes |
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 eWorkspace 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 eWorkspace support team.
Step 2: Configure the Timetable file
- Open the relevant the Timetable file file, and go to File > Synchronise > Configure > Sync tab
- Select the + button and choose 'eWorkspace' from the drop down menu.
- Go to File > Synchronise > Configure > Connection tab.
- Input your desired Destination Folder. This is the place you would like the exported .csv files to be placed when they are generated. The CSV export will be saved into this location.
| Option | Details |
| Sync each time you save | Exports enrolment data upon every save. |
Step 3: Perform the export
1. Complete the configuration steps listed above.
2. Go to File > Synchronise > Sync Now.
3. Select eWorkspace from the filter in the top-right corner.
4. Click Create TT publish file
The .csv files will be saved into the folder specified earlier after a prompt for which 'rotations' data one wants to export.
Below table describes what each .csv consists of:
| File Name (.csv) | Data column (A) | Data column (B) | Data column (C) | Data column (D) | Data column (E) |
| Classes | Subject Code | Class Code | N/A | N/A | N/A |
Classes_Staff | Class Code | Staff ID(Teacher code) | N/A | N/A | N/A |
Classes_Studs | Class Code | Student ID | N/A | N/A | N/A |
Subjects | Subject Name | Year level | Subject Code | Faculty | N/A |
Timetables | Day | Period | Class Code | Room | Staff ID(Teacher code) |
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