TABLE OF CONTENTS
Preamble
This document will provide information on how to correctly configure E10 to sync to Edumate and elaborate on all aspects of the sync method.
Tes can send across timetable data, classes and class lists as well as some other items to Edumate. Users are expected to sync to Edumate whenever changes to those data types are made to ensure Edumate has the most recent information. There is a Basic and Advanced sync method, however in the majority of cases you would not need to consider the Advanced sync.
Edumate is the source of truth for teachers, students, subjects and classnames.
For any questions related to the set up of the school's database, please contact Edumate.
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 Edumate sync is a direct connection and thus sends and retrieves data at the push of a button, without the need to manually upload data into their 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 feature | Notes on feature | Is this feature received by the other system? | Other notes |
Bell times | Bell times as per Grid structures | No | This is preconfigured in Edumate |
Campuses | Campuses and their associated rooms | No | These are converted to Edumate's timetable objects in Tes |
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 | Yes | |
Duty roster | Yes | ||
Faculty data | No | Managed in Edumate | |
Grid structure codes | No | ||
Multi-file | Two (or more) timetable files | Yes | |
Multi-grid | Multiple grids with different bell times | Yes | |
On-call roster | Yes | ||
Priority classes | The priority class that shows on student's timetables where they have class clashes | No | Managed in Edumate |
Room data | Room Code, Name, Size, Campus, Comment | No | |
Rotation classes | Classes from particular rotations | Yes | Tied to Rotation start dates in config |
RTO roster | Yes | ||
Student data | Student Code, Name, Preferred name, Year level, Letter group, House, Gender, StatewideID, Email, Phone | No | |
Study Roster | Study classes, staffing and rooming roster | Yes | |
Sub-classes | Yes | ||
Teacher data | Teacher Code, Name, Preferred name, Faculty, Gender, Email, Phone | No | |
Teacher days off (unavailabilities) | Yes | ||
Timetable data | Yes | ||
Two (or more) rooms at once | Yes | ||
Two (or more) teachers at once | Yes | ||
Year levels (non-numeric) | Year levels such as SPT, LSUP, ROLL, Yr9+10 etc | No | Mapped to Edumate timetable objects prior to sync |
Steps to synchronise data
Step 1: Configuration
First we must add Edumate as a configuration:
Go to File > Synchronise > Configure
Select the ‘Sync’ sub-tab
Click the '+' and select 'Edumate' from the dropdown
Then we will enter our Edumate credentials in the connection tab:
- Select 'Configure', beside the new configuration
- Enter the URL Edumate have provided you, it may differ from the default placeholder in format
- Enter your Edumate username and password
- Select 'Test connection' to confirm your credentials are correct.
If there was an issue with the above then please check that the Edumate account your trying to use does not use LDAP or SSO authentication. You may need to create a specific user in Edumate without these enabled to facilitate the sync. For your convenience set that the user doesn't need to change their password periodically and name them clearly so they aren't accidentally deleted.
You should now be able to test and see the success notification:
Finally, move to the 'Other' tab to access the finer settings for the sync, some options will appear differently if you're on a multi-grid file. There are a lot of options on this screen so we'll break it down and explain them:
- Class names: Select whether Tes timetable file or Edumate class names are used in the sync. If you've already set these up in Edumate then you may not want to select those to preserve them.
- Timetable mapping: Each year level must be assigned to an Edumate timetable or they must all be left unmapped, though we recommend the former if applicable. Multi-grid schools will map campuses instead, in which case all year levels need to belong to a campus in Tes timetable Setup > Year Levels.
- Other stuff: The 'no teacher', 'no room' default to NT and NR respectively but can be changed to whatever is most appropriate for your school. Edumate expects every class to have a teacher and room so these are placeholders that will be inserted to satisfy Edumate, while maintaining the timetable you've created in Tes. This detail must be flagged with Edumate, so that the sync can proceed.
Term entry is to tell Edumate which term each timetable object is starting on, there is often only one option unless the sync date spans more than one term. - Rotation start dates: A Tes rotation is an assignment representing a period of time for which a class will run. As Edumate doesn't use the concept of rotations, we have to outline the dates they take effect so that Edumate can correctly separate class lists, etc. It is not recommended to make changes to rotations or dates after they are initially set up, if you have to for some reason you must consult support. The first rotation start date will be your first day of the academic year. A rotation start date must be more than one day apart from another and not a past date to be valid. In other words, the rotation Start dates determine when the next rotation kicks in. The Start dates:
must be in chronological order
must not be repeated
must not be for dates in the past - Create support log file: You will need to check this before syncing when a support agent requests it, or you are trying to investigate the sync data yourself. With this checked, your sync will occur as usual however a log file will be saved for you.
- Refresh Edumate data: If a change has been made in your Edumate portal that isn't yet reflected in the 'other' tab then you can refresh the screen here.
An Edumate course with the class code base of ‘Duty’ (not ‘duty’ or ‘DUTY’) must exist for duties to be accepted by Edumate. Additionally, the duties in Tes's Setup > Subjects must have the course code 'Duty', which will be there by default, you cannot customise them when using Edumate.
Step 2: Syncing - Basic & Advanced
There are two types of syncs in E10, basic and advanced. If you use the 'sync all selected' button in Configure > Sync, this will perform a basic sync for all configurations in the list. However if you need to set a specific sync date or only send certain things, you can go into the sync now tab and choose this from one of the two sync types. See the table at the very bottom for technical specifications of sync data to Edumate.
- Basic – sends standard content, downloads students, allows you to set the ‘from’ and ‘to’ date of the sync data.
- Advanced - allows you to set specifically which data types will be sent or received, as well as the 'from' and 'to' date.
Basic Sync
The basic sync will be your usual go to, unless you're syncing multiple systems at once or need to exclude data types. The 'from' and 'to' date will default to tomorrows date until the end of the year, any adjustments made will reset each time you open Tes. The 'from' date must always be a future school day, not a holiday (set in Edumate) or past date. For example, if you're syncing on a Friday then the default 'from' date will be a Saturday and thus not valid. Additionally you may need to troubleshoot your sync, in which case ticking 'Create support log file' will generate a log that can be read to inspect the data being sent by Tes. When creating a support ticket with us, attaching this support log at the start will help us resolve your issue faster. Once you're ready to do a basic sync, simply press 'Go!' at the bottom.
Trying to sync from the present day can cause issues, as the day is already running through Edumate. Please avoid this unless absolutely necessary.
- Enter desired dates
- Click 'Go!'
Advanced Sync
Building on the Basic sync explained above, the Advanced sync gives tick boxes to finely control the downloading of Edumate content and the sending of Tes content. If you want Tes unavailabilities to come across to Edumate then you will need the Advanced sync and '(include unavailabilities as Meetings)' ticked. Downloading can be useful if you prefer to keep Rooms, Students or Teachers up to date on Edumate and would rather import them to Tes. Please be aware that this will allow Edumate to overwrite records in the ticked areas, so make necessary back ups before downloading.
If setting up for the next year, remember to sync as of day 1, next year. Specifically:
1. Sync Advanced (select publish classes only). If setting up for the next year - use from day set to day 1 of Term 1 next year in the first sync tab.
2. Class memberships can be added as soon as these are in any tidy shape for the next year – sync Advanced (select publish Class lists). This can be done over and over repeatedly during the break, as new students come in to both systems and are assigned classes in Tes.
3. Sync Advanced Publish TT can happen last, separate from the other elements.
4. Press Go! from the Advanced tab, NOT the first sync tab.
- Enter data selection in the tick boxes
- Enter desired dates
- Click 'Go!'
The below attached 'Introduction to Tes - Edumate sync' document was supplied by Edumate to Tes in January, 2024.
Users can refer to it while also making sure they have access to and refer to the latest, up to date docs of Edumate via their support.
Users can refer to it while also making sure they have access to and refer to the latest, up to date docs of Edumate via their support.
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