Timetable Daily: Synchronisation to Synergetic via Direct Connection

Modified on Thu, 14 Aug at 12:52 AM

TABLE OF CONTENTS

Preamble
Type of Sync
Which data is sent to the other system?
Steps to synchronise data

Preamble

This document will provide information on how to correctly configure Tes Timetable Daily to sync to Synergetic via their own SynAPI method. Daily can publish timetable data, events and cancelled classes 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 Synergetic (SynAPI) sync is performed through a direct connection. This means that data is sent at the push of a button and there is no need to manually handle files and their upload.

Which data is sent to the other system?

Publish timetable

For general timetable data, please see the table in our E10 document here.
Specific to Daily is the cover data, we send any new teachers or rooms for published changes.

Publish events

Event name
Event comments
Event type
Student list
Teacher list
Date & time of event beginning and end

Synergetic does not support event rooms from Daily

Publish cancelled classes

Class campus
Class code
Cancellation date
Cycle day and period

Steps to synchronise data

Step 1: Setup

Navigate to Daily>Synchronise
Select 'Add sync system' from the right hand side
Find 'Synergetic (SynAPI)' from the system dropdown list
Enter your Synergetic details for server address, password and web GUID. If you're unsure about any of these please contact Synergetic support for clarification.
Set default and yard duty timetable codes. These will match what you have already configured in Synergetic and set in your timetable file.
Select other settings explained below.

Auto sync room booking/swap changes
Auto sync cyclical timetable changes
Put the 4-digit year in front of the timetable code
Put the rotation in front of the timetable code
Put 'StaffCode' and 'StaffSeq' in 'Teacher' element and have it as 'SubjectClass' child
Default campus

Step 2: Syncing

Add Synergetic as a sync system

Go to Daily > Synchronise
Choose 'Add sync system'

Choose 'Synergetic (SynAPI)' from the dropdown menu in the 'System' field.

Single Grid/Campus School

Multi Grid/Campus School

Note the following with each input field within the sync configuration:

1. Ensure the system selected is Synergetic (SynAPI)

2. The server address, password, and Web GUID are supplied by Synergetic, if you are unsure of any of these credentials please contact Synergetic.

3. Tick the box for 'Put Staff Code and StaffSeq in Teacher element and have it as SubjectClass child' if you wish to have them be in "Teacher' element and added as a child element of 'SubjectClass'.

4. Ensure that the 'Default timetable code' and the 'Yard duty timetable code' are the same as what has been input within the timetable file.

Once the correct data has been entered select the 'Save' option to save these settings.

Delete Sync System

To delete the Synergetic synchronisation pathway, select the Synergetic sync config and use the 'Delete sync system' action which will become active when a sync config is selected.

Step 3 Synchronising

Publish and Sync

Syncing the daily changes, including class covers, room changes, lesson cancellations and events can be done from the Covers page. This type of sync through publishing will send classes, class lists and daily changes.

From the Covers page, choose Publish covers

Select 'Publish and Sync'

Enter sync dates and email preferences

Select 'Publish'

Basic and Advanced Syncs

To complete a basic or an advanced sync go to Daily > Synchronise.

Basic Sync

A basic sync will send rooms, students, teachers, classes, class lists and cyclical timetable data for selected dates

To perform a Basic sync

Go to Daily > Synchronise and select the Synergetic configuration
Select Basic sync from the actions panel
Enter the dates required
Select Sync to complete the process.

Advanced Sync

The advanced sync allows you to choose which data to immediately push through to Synergetic. This feature is useful if you want greater control over which data is to be sent.

To perform an advanced sync:

Go to Daily > Synchronise and select the Synergetic sync configuration
Select 'Advanced sync' from the actions panel.
Select the data that is required to be sent
If requested by Tes support, select 'Create support log file' to generate a log that can be used to analyse any issues
Select 'Sync' to complete the process.

Frequently Asked Question:

Daily only outputs what has been changed as part of daily variation in the Publish TimetableAndDailyData. The daily change shows the teacher covering the class and the room is still the same so in daily variation it won't show the room as there is no change. The room will be viewed in cyclical transaction showing the original room.

Example: If there is any room change along with the teacher change then Publish TimetableAndDailyData transaction will also show the (RoomCode) which is the Daily room change and (OriginalRoomCode) which is the cyclical room.

Note: A warning message will appear when a sync is attempted before cover data has been published.

This warning is shown for the first date in the date range for which covers have not been published.