Timetable Daily - Synchronisation to Daymap via Direct Connection

Modified on Tue, 13 Jan at 11:28 PM

TABLE OF CONTENTS

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

Preamble

Timetabling data that exists in Timetable files are usually sent on to one or more other non-Tes systems, such as student learning management systems, reporting systems, administration systems, and many more. The Tes integration team works with other systems to make sure that the data required to be sent is in the correct format.

This document can be referenced for:

new school Daily set up
synchronisation processes
synchronisation troubleshooting

The following information has been provided by the Daymap team and was correct at the time of publication. Please check the Daymap documentation for any changes to the process. Please contact them for any support required in the set up in this system, as Tes consultants are not able to advise.

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 sync is performed by a 'LISS' sync, which is a sync that sends and receives data at the push of a button with no need to manually upload data into the other 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 feature

Tes Timetable feature	Notes on feature	Is this feature received by the other system?	Other notes
Cycle date mapping	bell times and date mapping calendar	Yes
Campuses	Campuses and their associated rooms	Yes
Classes	Class code, GUID, Faculty, Course Name, Assigned teacher	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		Yes
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	Unsure
Multi-grid	Multiple grids with different bell times	Unsure
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	Yes
Room data	Room Code, Name, Size, Comment	Yes
Rotation classes	Classes from particular rotations	Yes
RTO roster		Yes
Student data	Student Code, First name, Last name, Year level, Gender, GUID	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		No
Teacher data	Teacher Code, First name, Last name, Faculty, GUID	Yes
Teacher days off (Unavailable)		No
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...	Yes
Publish Daily Timetable	Sends the following Daily data: Events, Covers, Absences and Room swaps	Yes

Yes - The data is sent from our end and is being received and processed by 3rd party system.

No - The data is not supported by 3rd party systems and is not sent from the Timetable file.

Unsure - The data is being sent from the Timetable file but we are unsure if it is being processed and supported by Daymap.

Steps to synchronise data

Step 1: Check if any Daymap set up is required

Many systems require some set up prior to receiving timetable data from the Timetable file. Check with Daymap.

Step 2: Configure the Timetable Daily Sync

Go to Daily > Synchronise
Choose 'Add sync system' and select Daymap from the system dropdown.
Enter your Daymap credentials that you received from Daymap. (Contact Daymap if unsure about these details).
The 'Auto Sync' section is deselected by default. If you wish Timetable Daily to sync room bookings and/or cyclical timetable changes from the timetable file automatically then select one or both of these options. For more information on this feature please see the following document: Automated Instant Synchronisation.

In the 'Other' section please select your preferences and then click Save.

Option	Details
Exclude Yard duties	When ticked Yard duties will be ignored for syncing purposes
Exclude Study classes	When ticked Study classes will be ignored for syncing purposes
Exclude On-calls	When ticked On-calls will be ignored for syncing purposes
Exclude teacher Admin IDs (not recommended)	When ticked, teachers Admin IDs will be ignored for syncing purposes (In Admin>Users>Teacher Admin ID)

Step 3: Perform the sync

Go to Daily --> Synchronise > Choose Daymap from the 'Sync configs'

There are two sync options: Basic or Advanced.

Advanced Sync

This sync type is normally used for the first time when needing to perform a full sync which could be a very first time setup or new academic year or new semester with major changes coming from timetable file. This sync type would not only send the daily data but also any timetable related will be synced.

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.

To perform a advance sync:

Go to Daily > Synchronise and select the Daymap sync configuration.
Select 'Advanced sync' from the actions panel.
Select the data that is required to be sent.
Select 'Sync' to complete the process.

Create support log file: Occasionally, Tes specialists may ask you to perform a sync and tick this box, which will create a text file in the Download location in your computer. This file can be sent to Tes to help with troubleshooting

Basic Sync

The basic sync can be performed on daily basis and this would sync the basic daily information with some extra information but not the extend that Advanced sync is sending. The recommended approach for school is to peform Advanced sync at first and then moving forward continue doing Publish & Sync.

To perform Basic sync:

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

Publish & Sync

Publish & Sync option is the recommended approach used daily by daily organisers. This will sync all the daily variations happening for the date range.

To perform Publish and Sync:

Go to Daily > Cover and Click on the Publish.
Select Publish and Sync with other system from the Publish covers panel.
Enter the dates required.
Select Sync to complete the process.

For more information on this feature please see the following document: Timetable Daily: Covers Tab

Delete Sync System

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