E10 - How to: Set up and sync when using Tes Multi-Grid

Modified on Thu, 14 Aug at 12:57 AM

This information is ONLY for those schools that sync with Edumate AND use the Tes multi-grid feature.

Tes and Edumate made a change to the way multi-grid files sync with Edumate.

Terminology

In Tes, the File > Year levels are associated with a ‘campus’ and each ‘campus’ has a set of File > Grid structure bell times. A Tes ‘campus’ equates to an Edumate Timetable (Object) specified in Academic Years.

What has changed?

For these multi-grid schools only, the 'File > Synchronise > Configure > Other Tab' will no longer map each individual Tes year level to a timetable object in Edumate. Instead, the school will see the different ‘campus’ mappings and each 'Campus' would be mapped to a timetable object instead.

For example, a K-12 school that has different sets of belltimes for the Senior and Junior campus can now map different sets of Study and Meetings rosters. There will be no entry for 'Meetings' in the File > Synchronise > Configure > Other > 'Timetable mapping' column to the left. The sync will be based on the period names, so a Secondary duty that occurs in a Secondary period (as per File > Grid structure) will automatically map to the Edumate Secondary TT.

In this example, in Tes,

Yrs K-2 (Infants) will have their belltime periods starting with the letter 'I' and Yrs 3-6 (Primary) will have period names starting with 'P' to differentiate them from the Secondary period names.
Notice that even if there is no difference between the belltimes for Infants and Primary they must have their own grid structure set up correctly for the sync to work.
Do this by making sure the 'Campus' dropdown in the Grid structure matches the 'campus' belltimes being set up. All other year levels in that 'campus' will pick up the same period names and belltimes.

Edumate also must be set up accordingly.

Duties

The setup for Duties using a Multi-Grid file is as follows:

Each year level is associated with a 'campus' in Setup > Year levels. The campus is created via the 'Campus data' tab e.g. Primary; Secondary.

Each grid has periods with different names - e.g. each of the 'Primary' campus periods may start with the letter 'P' and the 'Secondary' with the letter 'S'.

In Duty areas:

Each campus has its own set of duties e.g. PCanteen for Primary and SCanteen for Secondary
All of the duties associated with the primary campus have 'Primary' and all of the duties associated with the secondary campus have 'Secondary' in the 'Campus' column. This column is only visible when the file has a valid Multi-Grid licence.
When syncing Tes timetable file with Edumate, the Tes Year level will show the campus (Primary; Secondary) and this is mapped to the relevant Edumate Timetable object.