E10 - Edval Staff: Introduction and set up
Preamble
This document is designed to provide an overview of the purpose, set up and use of Edval Staff. It will refer users to other Knowledge Base documentation for detailed guides.
Edval Staff is an excellent multi-user collaborative desktop application. It is specifically designed to be the primary tool for class list management by school users and general timetable display. Usually, this application will only show the current year's information and allow class list management within the current year only. Towards the end of the year, school users may wish to make class list changes or publish draft timetables to the following year's database in addition to the current year.
Functions
Edval Staff allows users to:
- View cyclical timetable for all teachers, classes, students and rooms
- View and change class lists
- Add or remove students from the file
With the correct files set up, data will seamlessly flow from the Edval .etz timetable file into Edval Staff, and changes made in Edval Staff automatically flow back into the Edval .etz file. For schools using Edval Daily, student information will also automatically flow to the Edval webserver.
Step 1: Download the Edval Staff application
Use the Edval10 Dashboard function > Get Help! to contact Edval if access to the application is required.
It is very important that only one instance of the Edval Staff application exists on the school's network in a location accessible to all those who require access. Multiple copies of the application will likely cause confusion and improper file management.
Note that the application is not able to be stored in a cloud-based location.
The timetabler will keep this software updated from within the Edval timetable software.
Step 2: Register the current .etz timetable file to Edval Staff application
The connection must be established between the up to date .etz timetable file and the Edval Staff application so that information flows correctly and seamlessly from one program to the other.
Refer to other Edval Staff Knowledge Base documentation for further options and information.
Step 3: Provide Edval Staff access to the relevant staff
This is done either by:
- Communicating the location of the Edval Staff application to relevant staff
- Providing a shortcut of the Edval Staff application to relevant staff, usually placed on their computer desktop.
It is very important that copies of the application itself are not provided to staff, but rather shortcuts to the application are provided. The timetable can only be registered to a single Edval Staff application, so all staff must be accessing the same Edval Staff application or data will not be transferred to the correct file.
Step 4: Synchronise the .etz file to Edval Daily
(Only relevant for schools using Edval Daily)
Configure and sync the .etz file to Edval Daily ( File > Synchronise).
Refer to other detailed Knowledge Base documentation that outlines the synchronisation options.
Step 5: Provide class list managers with their individual WebCodes
(Only relevant for schools using Edval Daily)
Users will be prompted for a WebCode when attempting to make changes to student data.
Refer to other Knowledge Base documentation for detailed information about User WebCodes.
Once the WebCode is entered, student data changes will automatically flow through to Edval Daily.
If school has set the multi-user password in timetable file then the password need to be shared with the user to be able to make class list changes in Edval Staff.
Refer here for more information on classlist changes password.
Refer here for more information on classlist changes password.
Note: Schools not using Daily and users who require the student data changes to only flow through to the .etz file, will need to select 'Don't connect to the Edval web server this session' and 'Ok'. When Edval Staff is closed the student data changes will flow through to the .etz file (and changes will reflect in the .etz file upon saving), but no student data changes will be sent to the Edval web server. However, where schools use Daily, the Daily Organiser should have up to date student data and class list information, as events and class cancellations etc are occurring, which requires up to date student data and class lists.
Step 6: Proceed with class list management
As student enrolments, exits and class list changes occur, the data flows automatically to two places:
- The registered .etz timetable file
- Edval webserver, allowing the Daily Organiser access to the latest student information (for Edval Daily schools)
There is no function in Edval Staff to 'sync' or 'save' the data, as registering the correct .etz file and entering a WebCode (for Edval Daily schools) allows this to occur seamlessly.
Step 7: Check that data is flowing from one program to the others successfully
It is good practice to always test that the registration and connections have been done correctly. This can be done by either:
- Make a student change in Edval Staff, open the .etz timetable file and save, then check to see if the student is showing the same change in the .etz file.
- Add a dummy student in Edval Staff, open the .etz timetable file and save, then check to see if the dummy student appears in the .etz file.
- Check a student's timetable in Edval Daily to ensure the correct classes and timetable are displaying.
Other synchronisations
Schools may have multiple synchronisation configurations set up to send data to other parties, such as Sentral, Compass etc. Once these systems have been configured and sync'd for the school year, further syncs will be required whenever changes to the timetable are made or when class list changes occur. Data can be sent to these external systems in a number of ways which best suit the school:
- Sync from the .etz file to other systems.
Refer to other Knowledge Base documentation for sync options for your particular system.
- Perform a basic or advanced sync from Edval Daily to other systems.
Refer to Edval Daily Knowledge Base documentation for sync options for your particular system.
FAQ
'Users still have this application in use' message appearing abnormally
This error message will appear when the already registered instance of staff is open anywhere else and you attempt to register or update the application from Edval 10.
It may be the case that you've closed the window but it's still running somewhere else. If you understand how to use task manager in windows then you can check if the process has ended there. Alternatively, please contact your IT department and have them follow this guide and the instructions below.For IT staff:
There are a few options available to circumvent this error message. If the Edval Staff executable is accessed via a server then it may simply be restarted when possible. Alternatively, on the users machine you can temporarily disconnect all open files from shared folders in Windows' computer management. Failing those methods you can locate the Edval Staff application and copy it to a new location (ideally local) and register to that location instead.
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