Timetable Daily - Synchronisation to Firefly via via Direct Connection

Modified on Thu, 14 Aug at 1:05 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system?
Steps to synchronise data

Preamble

Timetabling data that exists in Timetable Daily 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:

Timetable 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

Timetable Daily currently has a flat file export function for Firefly. This sync is performed by exporting a TXT file that has been correctly formatted, ready uploading into Firefly.

The flat file export creates the following data files:

Export events
Export teachers
Export students
Export parents

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		Yes
Classes	Classes as per 'Events' exported TXT file	Yes
Composite (linked) classes	One teacher teaching more than one class at the same time	No
Duty roster		Yes	Timetable Daily sending the Duties in the "events" exported TXT file unsure if supported by Firefly.
Family data	Family code, Parent name, Student first name, Student last name, Family email address as per 'Parents.TXT'	Yes
Grid structure codes		No
Multi-file	Two or more timetable files	No
Multi-grid	More than one bell times structures set up	No
On-call roster		No
Room data	Room Code	Yes	Timetable Daily sending the rooms in Events exported file unsure if supported by Firefly.
Rotation classes	Classes from particular rotations	Yes	All rotated classes are exported.
Student data	Student Code, full name, Year level, Email	Unsure	Timetable Daily is sending the student data unsure if supported by Firefly.
Study roster	Study classes, staffing and rooming roster	No
Teacher days off (Unavailables)		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	Meetings are exported in the 'Events' TXT file
Daily data	Sending the cyclical timetable as well as Daily changes	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 Firefly.

Steps to synchronise data

Step 1: Check if any Firefly set up is required

Many systems require some set up prior to receiving timetable data from Daily. Check with Firefly.

Step 2: Configure the Timetable Daily

Go to Daily > Synchronise > and click on "Add sync system"
Select "Firefly Flat File" from the drop down

Step 3: Perform the sync export

1. Go to Daily > Synchronise and Select “Firefly”. Click on “Advanced sync”.

2. Please select the date range and the data that you would like to export.

3. Click the “Sync” button to export the flat files that you have selected in the above screen. The data files that will be exported are shown in the below screenshot.

4. You can navigate to the file location to look at the data if desired.

A sample below is from the events sheet.

The below table explains what type of data each TXT file contains when exported:

Note: The number of classes and columns on teachers and students TXT could extend depending on how many classes the students or the teachers may have taken.

Step 4: Upload/Import the TXT files into Firefly

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