TABLE OF CONTENTS
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
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.
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 | |
Classes | Classes as per Class data screens: ClassCode, GUID etc. | Yes | |
Class lists | ClassCode, TimetableClassCode, StudentId | Yes | |
Composite classes (linked classes) | One teacher teaching more than one class at the same time | Unsure | |
Duty roster | Unsure | ||
Faculty data | Unsure | ||
Grid structure codes | Unsure | ||
Multi-file | Two (or more) the timetable files | Unsure | |
Multi-grid | Multiple grids with different bell times | Unsure | |
On-call roster | Unsure | ||
Priority classes | The priority class that shows on student's timetables where they have class clashes | Unsure | Priority class is being sent with a 'PriorityInClash' value of '0' |
Room data | Room Code, Name, Size, Campus, Comment | Yes | |
Rotation classes | Classes from particular rotations | Unsure | |
RTO roster | Unsure | ||
Student data | Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone | Yes | |
Study roster | Study classes, staffing and rooming roster | Unsure | |
Sub-classes | Unsure | ||
Teacher data | Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone | Yes | |
Teacher days off (Unavailable) | Unsure | ||
Timetable data | DayNumber, Period, ClassCode, TeacherID, TeacherCode | Yes | |
Two (or more) rooms at once | Unsure | ||
Two (or more) teachers at once | Unsure | ||
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 SOBS set up is required
Many systems require some set up at their end prior to receiving timetable data from the timetable file. Please check with SOBS support team.
Step 2: Configure the Timetable file
- Open the relevant Timetable file, and go to File > Synchronise > Configure > Sync tab
- Select the + button and choose 'SOBS' from the drop down menu.
- Go to File > Synchronise > Configure > Connection tab: Enter the following information into the Connection screen:
Option Detail URL Username SOBS username Password SOBS Password School codeSchool code to be provided by SOBSProxy Not usually required. See your school network administrator if a proxy message appears after Testing connection. - Click the 'Test Connection' button to check that the details are correct and the link between the timetable file and SOBS is working correctly.
- Go to File > Synchronise > Configure > Other tab
Option Details Sync timetable & class lists every time you save Sends enrolment data upon every save. Exclude Yard Duties When unticked, Yard duties are not sent Exclude Study Classes When unticked, Study classes are not sent Exclude On-call When ticked, On-calls are not sent Which years? - Sync all year levels: By default, all year levels are ticked, in which case all year levels will be synced.
- Sync some year levels: Select only the desired year levels where not all year levels should be synced. Include Meetings if duties are to be included, as this is where duties are stored.
This option will become available if the file is a Multi Grid file. It allows you to indicate which Year levels are synced to.
Step 3: Perform the sync
- Go to File > Synchronise > Sync now.
There are two sync options: Basic or Advanced.
Basic Sync
To perform a Basic sync:
- Go to File> Synchronise >Sync now, and select ‘Basic’
- Ensure ‘SOBS’ is selected from the dropdown in the top-right corner.
- Input the date range you wish to update the SOBS data in.
- Click ‘Go’ to sync
The Basic sync sends Classes, Students, Class lists and Timetable data to SOBS for the desired time period.
Option | Details |
Check course codes | Checks the Class codes and Subject fields |
The Basic sync may download staff data that is not wanted in the timetable file, such as admin and support staff. The Advanced option may be used to avoid this situation.
Advanced Sync
The Advanced sync allows the user to maintain full control over what data is synced back and forth between the timetable file and SOBS.
Timetable --> SOBS shows the options for data transfer from the timetable file into SOBS.
Timetable --> SOBS shows the options for data transfer from the timetable file into SOBS.
To perform an Advanced sync:
- Go to File >Synchronise >Sync now, and select ‘Advanced’
- Ensure ‘SOBS’ is selected from the dropdown in the top-right corner.
- Select which data you want to sync to SOBS
- Click ‘Go’ to sync
- Enter the sync dates and relevant rotation. If using the Advanced sync, tick the data that is to be sent/received.
- Press Go!
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