E10 - Synchronisation to Synergetic Via Export (CSV)

TABLE OF CONTENTS

• Preamble
• Step 1: Configure the sync
• Step 2: Perform the Sync (export)
• Step 3: Import CSV files into Synergetic

Preamble

The information contained within this article is a collaborative effort between Tes and Synergetic.

If there is anything missing or requires change, kindly get in touch with Synergetic.

Step 1: Configure the sync

1. Go to File > Synchronise > Configure
   
   
2. 
   
   
3. From the Sync tab, select Synergetic (CSV) from the dropdown options.
   
   
   
   
4. Click on Configure. You will be taken to the Connection tab. A destination folder must be selected to direct where the .csv files will be saved to. Select Browse and locate or create the desired location.
   
   
   
   
5. Go to the 'Other' tab and enter your preferences.
   1. Single Grid
      
      

1. Class code, class code (9GEO1, 9GEO1)
2. Course Code, Class Code (9GEO, 9GEO1)
3. Output yard duties (this will export the yard duties when conducting the export)
4. Output unavailabilities (this will export the teacher unavailabilities)
5. Output Day 11 (This will output an extra day. If you have a 10 day cycle, it will output 11 days. This outputs one lesson for each class on period 0 of a non-existent day. It will only output classes that are not timetabled)
6. Use Teacher Admin IDs (This will use the IDs from the Admin ID column)
   
   
1. Multi Grid
   
   
   
   1. The "Tes Campus" <-> "Seqta/Synergetic TimetableGrp" mapping is for multi grid schools
      
      

Step 2: Perform the Sync (export)

Once you have finished the configuration set up, the csv file can be exported.

1. Click on the 'Sync now' tab:
   
   
2. Select the campus you wish to sync (only if you are a multi campus school)
3. Select 'Create TT publish file'

Four files will be created into the destination folder as selected in the configuration screen.

The below table explains what type of data each csv file contains when exported:

File Name	Data column (A)	Data column (B)	Data column (C)	Data column (D)	Data column (E)	Data column (F)	Data column (G)	Data Column (H)	Data Column (I)	Data Column (J)
TTDetail.csv (Timetable data)	Day (+1 if you ticked 'Output Day 11)	Period	Year	Class Code	Room code	Teacher code	Campus	NA	NA	NA
TTSubClsExtended.csv (Publish Teacher and room changes)	Course code or Class Code (This is dependant on what you tick in the 'Other' tab)	Class Code	Subject Name	Class Type	Teacher Code	Room	NA	NA	NA	NA
TTStuCls.csv (Student Enrolment)	Student code	Student full name	Group (The identifier. 10A, 9B, etc.)	Class code	Gender	House	Roll Call Class	Year	NA	NA
TTSubCls.csv (Publish Classes)	Course code or Class code (This is dependant on what you tick in the 'Other' tab)	Class code	Subject name	NA	NA	NA	NA	NA	NA	NA

Synergetic can only take a maximum of 15 Characters for Class Codes and 50 Characters for Class Description

Study class codes are shortened if they are more than 15 characters. It is done by Tes as below:

We start with class.period (E.g. 11Study.R1.MonAP2MF)

If it's too long (more than 15 characters), we shorten "Study." to "St" (E.g. 11StR1.MonAP2MF)

If it's still too long, start removing forward slashes to try and make it fit in 15 characters.

If it's still too long after removing all forward slashes, we take the last 15 characters

The characters are removed from the beginning and not the end as the chances of the period name being unique is less if removed from the end. 
For example, for class periods: 11Study.R1.MonAP2MF &  11Study.R1.MonAP3MF, if 2/3 is removed, the class codes will become identical while 'Study' can be removed without any consequences.

Step 3: Import CSV files into Synergetic

For information on how to import your files into Synergetic, please contact Synergetic for assistance