E10 - Synchronisation to Schoolbox via Direct Connection

Modified on Thu, 14 Aug at 12:54 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 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 a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to manually upload data 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 and whether they are 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	Unsure	We are sending the data from our end but are unsure that Schoolbox is supporting this feature. Please check with Schoolbox
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	Unsure
Duty roster		Unsure
Faculty data		Yes
Grid structure codes		Unsure
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	Unsure
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	No
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	Yes	Only shows current rotation classes that is selected in Settings>File>Current rotation
RTO roster		No
Student data	Student Code, Name, Preferred name, Year level, Gender, Email	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code, Name, Preferred name, Faculty, Gender, GUID	Yes
Teacher days off (Unavailable)		No
Timetable data		Yes
Two (or more) rooms at once		No
Two (or more) teachers at once		No
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc...	Unsure

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.

Steps to Synchronise data

Step 1: Check if any Schoolbox set up is required

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

Step 2: Configure the Timetable file
Go to File > Synchronise > Configure
Select the ‘Sync’ sub-tab
Click the '+' and select "Schoolbox" from the dropdown
Go to the ‘Connection’ sub-tab
Ensure that “Schoolbox” is selected in the top-right corner
Input your credentials. Schoolbox will provide you with the Schoolbox Server URL, Username, Password.
Proxy - Not usually required. See your school network administrator if a proxy message appears after testing your connection.
Go to the ‘Other sub-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 Schoolbox 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
Which years?
This option allows you to select the specific year levels to sent to Schoolbox.

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 has the Multi grid function enabled.

Step 3: Perform the sync

Basic Sync

To perform an Basic sync:

Go to File > Synchronise > Sync Now, and select the ‘Basic’ sync sub-tab
Ensure “Schoolbox” is selected from the dropdown in the top-right corner
Input the date range you wish to update the Schoolbox data in and select the rotation you wish to sync
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. Eg 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 a advance sync:

Go to File > Synchronise > Sync Now, and select the ‘Advanced’ sync sub-tab
Ensure “Schoolbox” is selected from the dropdown in the top-right corner
Select which data you which to sync with Schoolbox
Input the date range you wish to update the Schoolbox data in and select the rotation you wish to sync
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.

Option	Details
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to Schoolbox 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
Which years?	This option allows you to select the specific year levels to sent to Schoolbox. 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 has the Multi grid function enabled.