Timetable Daily - Synchronisation to Engage(DoubleFirst) 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?
- Step 3: Perform the sync

Preamble

Daily data that exists in Edval web server is usually sent 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 Daily sync 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 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.

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 synchronization 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
Cycle date mapping	bell times and date mapping calendar	Yes
Campuses	Campuses and their associated rooms	Yes
Classes	Class code, GUID, Faculty, Course Name, Assigned teacher	Yes
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time	Yes
Duty roster		Yes
Faculty data		Yes
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	Yes
Multi-grid	Multiple grids with different bell times	Yes
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	Yes
Room data	Room Code, Name, Size, Comment	Yes
Rotation classes	Classes from particular rotations	No
RTO roster		Yes
Student data	Student Code, First name, Last name, Year level, Gender, GUID	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		Yes
Teacher data	Teacher Code, First name, Last name, Faculty, GUID	Yes
Teacher 'Days Available'		Yes
Timetable data		Yes
Two (or more) rooms at once		Yes
Two (or more) teachers at once		Yes
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc...	Yes
Publish Daily Timetable	Sends the following Daily data: Events, Covers, Absences and Room swaps	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 Daily.

Unsure - The data is being sent from Daily but we are unsure if it is being processed and supported by Engage(DoubleFirst).

Steps to synchronise data

Step 1: Check if any Engage(DoubleFirst) set up is required

Many systems require some set up at their end prior to receiving timetable data from Daily. Please check with Engage(DoubleFirst) support.

Step 2: Configure the Timetable Daily Sync

Go to Daily > Synchronise
Choose 'Add sync system' and select Engage(DoubleFirst) from the system dropdown.
Enter the credentials that you received from Engage(DoubleFirst). (Contact Engage (DoubleFirst if unsure about these details)
The 'Auto Sync' section is deselected by default. If you wish Daily to sync room bookings and/or cyclical timetable changes from the etz file automatically then select one or both of these options. For more information on this feature please see the following document: Automated Instant Synchronisation.
In the 'Other' section please select your preferences and then click Save.

Step 3: Perform the sync

Go to Daily --> Synchronise > Choose Engage(DoubleFirst) from the 'Sync configs'

There are two sync options: Basic sync or Advanced sync.

Basic Sync

The basic sync here is the same as "Advanced Sync" in terms of what data is being synced, the only difference with Advanced is that it has preselected all type of data unlike "Advanced sync" where you can select what data type to sync and basic also does not have "Create support log file" that can be helpful if Engage(DoubleFirst)/Tes support team needs access to the log to troubleshoot the issue.

Go to Daily > Synchronise and select the Engage(DoubleFirst) configuration.
Select Basic sync from the actions panel.
Enter the dates required.
Select Sync to complete the process.

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 timetalbe file. This sync type would not only send the daily data but also any timetable related will be synced.

To perform a advance sync:

Go to Daily > Synchronise and select the Engage(DoubleFirst) sync configuration.
Select 'Advanced sync' from the actions panel.
Select the data that is required to be sent.
Select 'Sync' to complete the process.

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

Publish & Sync

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

To perform Publish and Sync:

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

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