TABLE OF CONTENTS

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

Preamble

1. new school Daily 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

1. Export Student
2. Export Class lists
3. Export Daily Timetable
4. Export Teachers
5. Export Cyclical Timetable
6. Export Event Membership

Which data is sent to 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
Classes	Class code, Subject name, Teacher code, room code	Yes
Class lists	Student code, Class code, Subject name, Teacher code	Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Grid structure codes		Yes
Multi-file	Two or more .etz 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.	Yes
Room data	Room Code, Name, Size, Campus, Comment	Yes
Rotation classes	Classes from particular rotations	Yes	All rotations are exported.
RTO roster		Yes
Student data	Student code, Student full name, Year level, House, gender, StatewideID	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher days off (Unavailables)		No
Timetable data (Cyclical timetable)	Day number, Year levels, Periods, Class code, Teacher code, Room code, Class type e.g. (Duty and study class), Subject name	Yes
Two (or more) rooms at once	Self-explanatory	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
Publish Daily Timetable	Sends the following Daily data: Events, Covers, Absences, Assigned teachers, Assigned rooms, Cancelled classes.	Yes

Steps to synchronise data

Step 1: Check if any iScholaris flat file set up is required

Step 2: Configure the Timetable Daily Sync

1. Go to  Daily > Synchronise
2. Choose 'Add sync system' and select iScholaris Flat file from the system dropdown.

Step 3: Perform the sync export

Go to Daily --> Synchronise > Choose iScholaris from the 'Sync configs'

There are two sync options: Basic or Advanced.

Advanced Sync

This sync type is normally used for the first time when needing to perform a full sync which could be a very first time setup or new academic year or new semester with major changes coming from timetable file. This sync type would not only send the daily data but also any timetable related will be synced.

 The data files that will be exported are shown in the below screenshot.

Basic Sync

The basic sync can be performed on daily basis and this would sync the basic daily information with some extra information but not the extend that Advanced sync is sending. The recommended approach for school is to peform Advanced sync at first and then moving forward continue doing Publish & Sync.

To perform Basic sync:

1. Go to Daily > Synchronise  and select the iScholaris Flat file configuration.
2. Select Basic sync from the actions panel.
3. Enter the dates required.
4. Select Sync to complete the process which will export the flat files in a zip compressed folder.

    5. The compressed zip folder will consist of all the exported files as per screenshot below. 

Publish & Sync

Publish & Sync option is the recommended approach used daily by daily organisers. This will sync all the daily variations happening for the date range.

1. Go to Daily > Cover  and Click on the Publish.
2. Select Publish and Sync with other system from the Publish covers panel.
3. Enter the dates required.
4. Select Sync to complete the process.

For more information on this feature please see the following document: Edval Daily: Covers Tab 

The below table explains what type of data each csv file contains when exported when performing an advance sync:

File Name

Data column (A)

Data column (B)

Data column (C)

Data column (D)

Data column (E)

Data column (F)

Data column (G)

Data Column (H)

Data Column (I)

Data Column (J)

Data Column (K)

Data Column (L)

Data Column (M)

CLASSLESSONS.TXT (Cyclical timetable)

Day

Year Level

Period

Class Code

Teacher Code

Room Code

Class Type (E.g. Study, Duty

Subject Name

PrecedenceClass

N/A

N/A

N/A

N/A

CLASSLISTS.TXT (Class lists)

Student Code

Class Code

Subject Name

Teacher Code

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

DAILYTIMETABLE.TXT

Date

Class Code e.g. 12GEO1

Course Code e.g. 12GEO

CourseId (e.g. GEO

Type (E.g. Duty, Study))

Subject name

Teacher Code

Room Code

Date From (E.g. 08:10)

Date To  (E.g. 08:40

Period

Cancelled classes

PrecedenceClass

EVENETMEMBERSHIP.TXT (Students in the event with the date stamp)

Date

Class Code

Student Code

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

EVERYONE.TXT (Student data)

Student Code

Student Full Name

Year Level

House (E.g. Red, Blue, Green

Sex (Gender)

StatewideID

N/A

N/A

N/A

N/A

N/A

N/A

N/A

TEACHERS.TXT

Teacher Code

Teacher Full Name

Teacher Email

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

Step 4: Upload/Import the TXT files into iScholaris

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