TABLE OF CONTENTS
Preamble
Timetabling data that exists in the 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
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 ManageBac.
The ManageBac export function will export four one file:
- TIMETABLE.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 feature | Notes on feature | Is this feature received by the other system? | Other Notes |
| Bell times | No | ||
| Classes | Class code | No | |
| Class lists | No | ||
Composite (linked) classes | One teacher teaching more than one class at the same time | No | |
| Duty roster | No | ||
| Faculty data | No | ||
| Grid structure codes | Yes | ||
| Multi-grid | More than one bell times structures set up | No | |
Multi-file | Two or more .etz timetable files | 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 | No | . |
| Rotation classes | Classes from particular rotations | Yes | All rotation classes are exported. |
| RTO roster | Yes | ||
| Student data | No | ||
| Study roster | Study classes | Yes | |
| Sub-classes | No | ||
| Teacher data | Yes | ||
| Teacher days off (Unavailables) | No | ||
| Timetable data | ClassID, Year, Rotation, period number, room | No | |
| 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 (non-numeric) | Year levels such as SPT, LSUP, ROLL 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 Tes.
Unsure - The data is being sent from Tes but we are unsure if it is being processed and supported by ManageBac.
Steps to synchronise data
Step 1: Check if any ManageBac set up is required
Many systems require some set up prior to receiving timetable data from Tes. Check with ManageBac.
Step 2: Configure the Tes Timetable file
- Open the relevant Timetable file, and go to File > Synchronise > Configure > Sync tab
- Select the + button and choose 'ManageBac' 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.
Select Connection:
Enter the name of the folder where the export csv is to be stored.
| Option | Details |
| Academic year start month | Choose your starting month for the data to be exported |
| Academic Year end month | Choose your ending month for the data to be exported. |
Step 3: Perform the sync export
- Go to File > Synchronisation > Sync now.
- Ensure ‘ManageBac’ 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 the csv file contains when exported:
| File Name | Data column (A) | Data column (B) | Data column (C) | Data column (D) | Data column (E) |
| TimetableImport.csv | Class ID e.g. 7ART1 | Academic Year (This column will export the month that has been defined in other tab) | Rotation day Number, 1, 2, 3, e.g. This will record which day the class is happening. | Period Number e.g. 1, 2, 3 , L1, R1 | Location (Room) e.g. A1, A2 |
Step 4: Upload/Import the TXT file into ManageBac
Please refer to ManageBac documentation for instructions on how to upload/import the TXT files.
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