Timetable Daily: Synchronisation to Sentral via Direct Connection

Modified on Thu, 8 Jan at 7:28 AM

TABLE OF CONTENTS

Preamble
Type of sync
Which data is sent to the other system
Steps to synchronise data
Frequently Asked Questions
- Unable to locate tenant by code "..."

Preamble

Timetable data that exists in 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

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 features.

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	Classes must contain students.
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time	Yes	Has the 'Composite' tag in the Sentral timetable.
Duty roster		Yes	Has the 'Duty' tag on the Sentral timetable.
Faculty data		No
Grid structure codes		Yes
Multi-file	Two (or more) timetable files	Yes
Multi-grid	Multiple grids with different bell times	Yes	Sentral requires that each grid must have the same number of periods.
On-call roster		Yes	Has the 'On-Call' tag on the Sentral timetable.
Priority classes	The priority class that shows on student's timetables where they have class clashes	Yes	Sentral's teacher timetable will show both classes, but PxP will show the higher priority class only.
Room data	Room Code, Name, Size, Comment	Yes	Sentral is our source of room data; we only send rooms in reference to a class. Room changes must be managed in Sentral first.
Rotation classes	Classes from particular rotations	Yes
RTO roster	Rostered time off	No
Student data	Student Code, First name, Last name, Year level, Gender, GUID	Yes
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		Yes	Sentral's Teacher timetable will show the umbrella (main) class for both teachers.
Teacher data	Teacher Code, First name, Last name, Faculty, GUID	Yes
Teacher days off (Unavailable)		No	Sentral will show a blank period on the timetable.
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	Sentral is our source of truth for year levels. They will ignore references to unrecognized year levels from Tes Timetable and Daily.
Publish Daily Timetable	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 Sentral.

Steps to synchronise data

Step 1: Check if any Sentral set up is required

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

Step 2: Configure the Timetable Daily Sync

Go to Daily > Synchronise
Choose 'Add sync system' from the right hand side and select Sentral from the system dropdown.
Enter your Sentral credentials. Please contact Sentral if you're 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

There are three methods of syncing to Sentral from Daily in order of convenience. The Advanced sync is important for troubleshooting and special cases so please familiarize yourself with it.

Sentral does not allow the syncing of daily variations for date ranges exceeding 30 days.

Publish & Sync

This option is recommended for everyday syncing. This will sync all the daily variations included in the date range, for every system configured in Daily > Synchronise. For more information on publishing, please see the following document: Timetable Daily: Covers Tab

To publish and sync:

Go to the Covers tab on the Daily home page and select Publish covers.
Select Publish and Sync with other systems.
Enter the dates required.
Select Sync to complete the process.

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 perform Advanced sync at first and then moving forward continue doing Publish & Sync.

To perform Basic sync:

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

Advanced Sync

This method is normally used for first-time setup, syncing a new academic year or new semester. This method can send all timetable data as well as daily variations.

To perform an advanced sync:

Go to Daily > Synchronise and select the Sentral sync configuration.
Select 'Advanced sync' from the actions panel.
Select the data you.
Select 'Sync' to complete the process.

Create support log file: The support team may ask you to provide a log file by ticking this box and performing a sync. It will allow you to download a text log of the sync through your browser. Please attach this file to your ticket to expedite the support process.

Frequently Asked Questions

Unable to locate tenant by code "..."

When syncing you may see the error message: 'Unable to locate tenant by code "...". Please ensure your LISS username is the Sentral school code for the school you are using.'
This means that your sync username and/or password are incorrect. Sentral has since moved away from using user accounts and instead requires 'service accounts' for syncing instead. For more information please contact Sentral support.