Timetable Daily: Synchronisation to Synergetic via Direct Connection

Modified on Mon, 9 Feb at 4:32 AM

TABLE OF CONTENTS

Preamble
Type of Sync
Which data is sent to the other system?
Steps to synchronise data
Frequently Asked Question:

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.

This document can be referenced for:

new school Daily set up
synchronisation processes
synchronisation troubleshooting

The following information has been provided by the Synergetic team and was correct at the time of publication. Please check the Synergetic 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

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?

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	Unsure	We are sending the data from our end but are unsure that Synergetic is supporting this feature. Please check with Synergetic
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	Unsure
Duty roster		Unsure
Faculty data		Yes
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	Unsure
On-call roster		Unsure
Priority classes	The priority class that shows on student's timetables where they have class clashes	No	Both classes will show in the timetable in Synergetic, there is no concept of a 'priority' class in Synergetic. However, Synergetic does offer a workaround by either hiding the class in the student timetable or cancelling it in the timetable. For more details on these options, please contact Synergetic Support.
Room data	Room Code, Name, Size, Comment	Yes
Rotation classes	Classes from particular rotations	No
RTO roster		Yes
Student data	Student Code, First name, Last name, Year level, Gender, GUID	Yes
Study roster	Study classes, staffing and rooming roster	Unsure
Sub-classes		Unsure
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		No
Two (or more) teachers at once		No
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc...	Unsure
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 Synergetic.

Steps to synchronise data

Step 1: Check if any Synergetic set up is required

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

Step 2: Configure the Timetable Daily Sync

Go to Daily > Synchronise
Choose 'Add sync system' and select Synergetic from the system dropdown.
Enter your Synergetic credentials that you received from Synergetic. (Contact Synergetic if unsure about these details).

4. 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.

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

Option	Details
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'.
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.

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

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.

To perform a advance 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.
Select 'Sync' to complete the process.

Step 3: Perform the sync

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

There are two sync options: Basic or Advanced.

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 Questions:

Q1: Why is daily variation not showing the room while it does show teacher change?

A1: 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.

Q2: Synergetic is not receiving my Events from Daily, even though the Publish event is ticked when syncing to Synergetic?

A2: Event management is an extra subscription in Synergetic that you must have it. By default in a standard package of Synergetic, you would normally have the daily data changes only excluding the event management, if you would like Daily events to be processed by Synergetic, you must have extra subscription added to your package, Daily events includes Exam event, excursion event, cancellation events etc

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.