E10 - Synchronisation to School Bytes via Direct Connection

Modified on Fri, 30 Jan at 1:31 AM

TABLE OF CONTENTS

Preamble
Which data is sent to the other system?
Which data can be received from the other system into the Tes timetable file?
Steps to Synchronise data

Preamble

Timetabling data that exists in Timetable files is 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 of 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 check 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 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	Has this feature received by the other system?	Other notes
Bell times	Bell times as per the Grid structures	Yes
Campuses	Campuses and their associated rooms	Yes
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	Unsure	We are sending the data from our end, but are unsure whether School Bytes supports this feature. Please check with School Bytes
Duty roster		Unsure
Faculty data		Yes
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	Unsure
On-call roster		Unsure
Priority classes	The priority class that shows on students' timetables where they have class clashes	No
Room data	Room Code, Name, Size, Comment	No
Rotation classes	Classes from particular rotations	Yes
RTO roster		No
Student data	Student Code, First name, Last name, Year level, Gender, GUID	Yes
Study roster	Study classes, staffing and rooming roster	Unsure
Sub-classes		Unsure
Teacher data	Teacher Code, First name, Last name, Faculty, 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 filebut we are unsure if it is being processed and supported by School Bytes.

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

Tes data	Can this data be drawn down into the timetable file?	Other notes
Get sport List	Yes	This downloads class lists for sports classes. The classes and students need to already exist in the timetable file before doing this call.
Class List	Yes	While download class list when doing a Basic sync

Get sport list option won't remove the student from the old sport class; it will be in both the new and old sport classes.
A workaround that you can do is to clear the class in Students>Class list manager > click on the first Action bar: Populate/clear class lists and click Clear. After you have done that, then resync again using the Get sport list option to only show the student in the new sport class.

Steps to Synchronise data

Step 1: Check if any School Bytes setup is required

Many systems require some setup prior to receiving timetable data from the timetable file. Check with School Bytes.

Step 2: Configure the Timetable file

Go to File>Synchronise>Configure>Sync
Click the plus sign and select ‘School Bytes‘ from the new dropdown, and then click on Configure.
In the Connection tab, enter the credentials that you received from School Bytes. (Contact School Bytes if unsure about these details).

Go to the 'Other' tab and enter your preferences.

Option	Details
Sync timetable & class lists every time you save	This will send only the timetable and class membership data to School Bytes 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 send to School Bytes. 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.

Step 3: Perform the sync

Basic Sync

To perform an Basic sync:

Go to File > Synchronise > Sync Now, and select the ‘Basic’ sub-tab
Ensure “School Bytes” is selected from the dropdown in the top-right corner
Input the date range you wish to update the School Bytes 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 School Bytes 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 could apply to 'English' or 'Engineering' for both classes.

Advanced Sync

To perform a advance sync:

Go to File > Synchronise > Sync Now, and select the ‘Advanced’ sync sub-tab
Ensure “School Bytes” is selected from the dropdown in the top-right corner
Select which data you want to sync with School Bytes, or if you want to download sport list to the timetable file, click on 'Get sports list' (This downloads class lists for sports classes. The classes and students need to already exist in the timetable file before doing this call).
Input the date range you wish to update the School Bytes data in, and select the rotation you wish to sync

5. 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.