E10 - Synchronisation to Zunia via Direct Connection

Modified on Thu, 14 Aug at 1:03 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Which data can be received from the other system into Timetable file?
Steps to synchronise data

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

The following information has been provided by the other system and was correct at the time of publication. Please check the other system's documentation for any changes to the process and contact them for any support required, as Tes specialists are not able to advise.

Type of sync

This sync is performed by a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need 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, 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	Bell times as per Grid structures	Yes
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	Yes
Duty roster		No
Faculty data		No
Grid structure codes		No
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	Yes
On-call roster		No
Priority classes	The priority class that shows on student's timetables where they have class clashes	No
Room data	Room Code, Name, Size, Campus, Comment	No
Rotation classes	Classes from particular rotations	No
RTO roster		No
Student data	Student Code	No
Study roster	Study classes, staffing and rooming roster	No
Sub-classes		No
Teacher data	Teacher Code	No
Teacher days off (Unavailable)		No
Timetable data		Yes
Two (or more) rooms at once		No
Two (or more) teachers at once		Yes
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc..	No

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.

Which data can be received from the other system into Timetable file?

Tes Timetable data	Can this data be drawn down into the Timetable file?	Other notes
Download Rooms	Yes
Download Teachers	Yes
Download Student	Yes

Steps to synchronise data

Step 1: Set up the Zunia Sync

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

Step 2: Configure the Timetable file

Go to File>Synchronise>Configure>Sync
Click on the plus sign and select ‘Zunia’ from the new dropdown.
Click on Configure.
In the Connection tab, input your credentials. Zunia will provide you with the URL, Client Id and Client Secret.
Proxy - Not usually required. See your school network administrator if a proxy message appears after testing your connection.
Click the 'Test Connection' button to check that the details are correct and the link between Tes timetable and Zunia is working correctly.

Go to the ‘Other’ tab and change any options to your preference.

Option	Details
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to Zunia each time you save the file
Exclude Yard duties	When ticked Yard duties will be ignored for syncing purposes
Exclude Study classes	When ticked Study classes will be ignored for syncing purposes
Exclude On-calls	When ticked On-calls will be ignored for syncing purposes
Accept Statewide ID's that are send to Timetable (recommended)	Student Id's can be displayed in Students> Student data >View>Statewide ID
When downloading the list students, What format?	Select whether the formal or preferred name for the students that are downloaded.
Which years?	This option allows you to select the specific year levels to sent to Zunia. Please leave all of the year levels un-ticked if you want to send everything. Note. This function will only appear if the timetable file is a Multi grid.
Get Academic Periods	When clicking this option it will display list of Academic Periods and their start/end date. After you get the Academic Periods you will need to map the Academic Periods to the Rotations in the Rotation to Academic Periods.

Important Information about Academic Period

They're created in Zunia by the user and they can have as many as they want and any start/finish. Please contact Zunia to know how to create the Academic periods.
They can also overlap e.g. Can have a term 1, term 2 and semester 1 (where the semester 1 will span the terms 1 and 2)
Classes cannot be in more than one academic period, so if a class is in more than one rotation, all those rotations must map to the same academic period.
- e.g.: if you have a rotation per term (1,2,3,4) and a class is in 1 and 2, then rotations 1 and 2 will both need to map to a semester 1 academic period.

Step 3: Perform the sync

Basic Sync

To perform a Basic sync:

Go to File>Synchronise>Sync Now, and select ‘Basic’
Ensure ‘Zunia’ is selected from the dropdown in the top-right corner.
Input the date range you wish to update the Zunia data in.
Click ‘Go’ to sync.

Check course codes: This button checks that classes with the same course codes but different subject names are flagged as Schoolbox does not differentiate between them and applies the first subject name it sees for all classes with that course code. E.g. 12ENG1 - English and 12ENGA - Engineering. Course code for both classes is '12ENG' and Schoolbox could label both as either 'English' or 'Engineering'.

Advanced Sync

To perform an Advanced sync:

Go to File>Synchronise>Sync Now, and select ‘Advanced’ sync.
Ensure ‘Zunia’ is selected from the dropdown in the top-right corner.
Select which data you want to sync to Zunia.
Click ‘Go’ to sync

Create support log file: Occasionally, Tes specialists may ask you to perform a sync and tick this box, which will create a text file in the same location as the timetable file. This file can be sent to Tes to help with troubleshooting.