TABLE OF CONTENTS
Preamble
This document will provide information on how to correctly configure E10 to sync to Synergetic via their own SynAPI method. Tes can send across timetable data, classes and class lists as well as some other items to Synergetic. Users are expected to sync to Synergetic whenever changes to those data types are made, to ensure Synergetic has the most recent information.
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
The SynAPI method is a direct connection, however it can be used to generate an xml file for manual upload or more likely diagnostics. A direct connection sends data at the push of a button, without the need to manually handle files and their upload.
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 | Tes periods are mapped to Synergetic |
Campuses | Campuses and their associated rooms | No | Tes campuses are mapped to Synergetic |
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 | No | |
Duty roster | Yes | ||
Faculty data | No | ||
Grid structure codes | No | ||
Multi-file | Two (or more) timetable files | Yes | |
Multi-grid | Multiple grids with different bell times | Yes | |
On-call roster | No | ||
Priority classes | The priority class that shows on student's timetables where they have class clashes | No | |
Room data | Room Code, Name, Size, Campus, Comment | No | |
Rotation classes | Classes from particular rotations | Yes | Rotation set prior to syncing. |
RTO roster | Rostered time off | 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) | No | ||
Timetable data | Yes | ||
Two (or more) rooms at once | Yes | ||
Two (or more) teachers at once | Yes | ||
Year levels (non-numeric) | Yes |
Steps to synchronise data
Step 1: setup
Firstly you will need to add a new sync configuration and enter your synergetic credentials before you can proceed with synchronisation. Afterwards, you will only need to update settings when core changes are made to the timetable or you're setting up the next academic year.
Go to File > Synchronise > Configure
Select the ‘Sync’ sub-tab
Click the '+' and select 'Synergetic (SynAPI)' from the dropdown
Next, we will navigate to the Connection tab where you will enter your sync credentials. As these are provided by Synergetic you will need to contact them first if you have an issue here.
- Click 'configure' beside the new configuration.
- Enter the URL Synergetic have provided, it will be similar to the one you use to access Synergetic generally.
- Enter your Synergetic Password
- Enter your Web GUID
- (Optional) Set a file location for manual syncs to appear when triggered. Click 'Browse' on the right and choose your preferred location.
Finally move to the 'Other' tab to access the settings for the sync. Options will appear differently depending on whether your school is single-campus, multi-campus or multi-grid, please follow the directions for your respective format.
Single-campus
- Default timetable code: Entering text here will override the timetable code which otherwise defaults to your Tes school code, which you can find in Setup>School Info. Regardless, the timetable code will not have the year or rotation prefixed.
- Yard duty timetable code: this is the timetable code which is exported for yard duties. When left blank this will be the default timetable code, if you wanted yard duties to have their own timetable in Synergetic you can add this here.
- Sync on save: if you tick this box, whenever you save it will automatically sync your data to Synergetic.
- Edit period mappings: It is a mandatory requirement that Tes periods are mapped to those in Synergetic. Enter periods in the leftmost column to apply them to the whole row, unless you have uneven days in your grid cycle.
Multi-campus or multi-grid
- Add 4-digit year: Tick this option to add the file's academic year to the front of the timetable code in YYYY format.
- Add Rotation: Tick this option to add the file's rotation to the front of the timetable code in 'T[rotation]' format, e.g. T2 Tes. If the year is added as well, rotation will be inserted after that.
- Default timetable code: Entering text here will override the timetable code which otherwise defaults to your Tes school code, which you can find in Setup>School Info. Regardless, the timetable code will not have the year or rotation prefixed.
- Yard duty timetable code: this is the timetable code which is exported for yard duties. When left blank this will be the default timetable code, if you wanted yard duties to have they're own timetable in Synergetic you can add this here.
- Default campus: Override the default campus for the classes of year levels that lack a specific campus.
- Sync on save: if you tick this box, whenever you save it will automatically sync your data to Synergetic.
- Edit period mappings: It is a mandatory requirement that Tes periods are mapped to those in Synergetic. Enter periods in the leftmost column to apply them to the whole row, unless you have uneven days in your grid cycle. You must do this for each grid in a multi-grid timetable, however the default grid is most often unused.
Step 2: Synchronise
Once you have finished configuring, you can now begin to synchronise your timetable information.
- Click on the 'Sync now' tab at the top next to configure and it will take you to the Advanced sync screen:
- If applicable, select which timetable rotation to send
- Select 'Publish timetable'
FAQ
Can I still choose to import a file into Synergetic?
You will still be able to generate and upload a file for Synergetic via the alternate CSV sync method, or otherwise using the '...to file' option from the 'Sync now' tab with the SynAPI method. For the SynAPI method, this feature exists primarily for troubleshooting purposes. If you are submitting a support ticket relating to unexpected behavior in the sync, providing this file will expedite our investigation. For more information on how to upload an import file to Synergetic, please review their documentation or contact their support team for further assistance.
Why are student groups or 'forms' missing in Synergetic?
The SynAPI sync deviates slightly from its CSV counterpart in that it takes a different field from the timetable to fill Synergetic's corresponding 'form' field. The CSV sync takes this from a student's letter group, however SynAPI will instead take it from the timetable's 'Statewide ID' column. Please note that the name of this column may change depending on your region.
To correctly sync forms to Synergetic via SynAPI you will need to copy your groups column into the Statewide ID one. This is most easily accomplished by exporting your student data into a spreadsheet by clicking the spreadsheet icon towards the top of the screen. Then from your preferred spreadsheet editor (Excel, Sheets, etc.) you can copy the column over and reimport to Timetable. This is only workable if your school doesn't already use the Statewide ID field, if this becomes a roadblock for you please contact integration support for further assistance.
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