E10 - Synchronisation to edQuire via Direct Connection
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 file 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 upload 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 whether they are 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 |
| Bell times | Bell times as per Grid structures | No | |
| Campuses | Campuses and their associated rooms | Unsure | |
| Classes | Classes as per Class data screens | 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 | Unsure | ||
| Multi-file | Two (or more) timetable files | Unsure | |
| 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 | Unsure | |
| Room data | Room Code, Name, Size, Campus, Comment | Yes | |
| Rotation classes | Classes from particular rotations | Unsure | |
| RTO roster | Unsure | ||
| Student data | Student Code, FirstName, Surname, Year level, House, Gender, StatewideID, Comment, Email, Phone | Yes | |
| Study roster | Study classes, staffing and rooming roster | Unsure | |
| Sub-classes | Unsure | ||
| Teacher data | TeacherID, Teacher Code, FirstName, Surname, DisplayName, StaffType, Faculty, Comment, Gender, Email, Phone, GUID | Yes | |
| Teacher days off (Unavailable) | No | ||
| Timetable data | Yes | ||
| Two (or more) rooms at once | A class with two or more rooms at the same time | Unsure | |
| Two (or more) teachers at once | A class with two or more teachers at the same time | Unsure | |
| Year levels (non-numeric) | Year levels such as SPT, LSUP, ROLL, Yr9+10 etc | Unsure |
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 3rd party system.
Steps to synchronise data
Step 1: Check if any edQuire set up is required
Many systems require some set up at their end prior to receiving timetable data from the Timetable file. Please check with edQuire support team.
Step 2: Configure the Timetable File
- Open the relevant the Timetable file, and go to File > Synchronise > Configure > Sync tab
- Select the + button and choose 'edQuire' from the drop down menu.
- Go to File > Synchronise > Configure > Connection tab: Enter the following information into the Connection screen:
| Option | Details |
URL | Contact edQuire support for your school's URL |
| Username | edQuire username |
| Password | edQuire Password |
School code | School code to be provided by edQuire |
| Proxy | Not usually required. See your school network administrator if a proxy message appears after Testing connection. |
- Click the 'Test Connection' button to check that the details are correct and the link between the Timetable file and edQuire is working correctly.
- Go to File > Synchronise > Configure > Other tab
| Option | Details |
| Communication protocol | It dictates what data format for Tes timetable to sync to edQuire with. By default 'JSON' is selected. Please contact edQuire support on which is best for your school. |
| Sync timetable & class lists every time you save | Sends enrolment data to edQuire upon every save. |
| Exclude Yard Duties | Excludes Yard duties from getting added in the sync if unticked |
| Exclude Study Classes | Excludes Study classes from getting added in the sync if unticked |
| Exclude On-call | Excludes On-calls from getting added to the sync if unticked |
Which Years | - Sync all year levels: By default, all year levels are ticked, in which case all year levels will be synced. - Sync some year levels: Select only the desired year levels where not all year levels should be synced. Include Meetings if duties are to be included, as this is where duties are stored. This option will become available if the file is a Multi Grid file. It allows you to indicate which Year levels are synced to edQuire. |
Step 3: Perform the sync
- Go to File > Synchronise > Sync now.
There are two sync options: Basic or Advanced.
Go to File > Synchronise > Sync now.
There are two sync options: Basic or Advanced.
There are two sync options: Basic or Advanced.
Basic Sync
The Basic sync sends Class lists, Timetable and Duty roster to edQuire for the desired time period.
To perform a Basic sync:
- Go to File>Synchronise>Sync Now, and select ‘Basic’
- Ensure ‘edQuire’ is selected from the dropdown in the top-right corner.
- Input the date range you wish to update for.
- Click ‘Go’ to sync.
Options | Details |
Date | Select the date range you would like to sync to Sentral, Schools usually prefers a 2 weeks, term or whole year based date range. |
Create support log file | Ticking this box will create a log file once sync is completed. The log file will be opened automatically in your desktop and as well saved in the folder where your timetable file is located. The file name would be debug.txt. The log file will assist Integration support specialist to diagnose the issue if there is any problem with syncing. Please read here on what to provide to Tes to assist in troubleshooting the issue. |
Timetable Rotations | Select the rotation you want to sync to Sentral. |
Check course codes | Click this button to see if there is any confusion over course code that edQuire might not support. edQuire only takes the course code into consideration and not the class identifier so if if you have two similar course codes, but different subject names, then edQuire will pick one of the subject names for both course codes. e.g. if you have class codes 11AHI.H1 (History), 11AHI.S2 (Ancient History) with the same code of AHI, edQuire will pick randomly one of the course names and assign it to both. |
The basic sync may download staff data that is not wanted in the timetable file, such as admin and support staff. The Advanced option may be used to avoid this situation.
The basic sync may download staff data that is not wanted in the timetable file, such as admin and support staff. The Advanced option may be used to avoid this situation.
Advanced Sync
The Advanced sync allows the user to maintain full control over what data is synced back and forth between the Timetable file and edQuire.
The right hand side box (Timetable --> edQuire server) shows the options for data transfer from the Timetable file into edQuire.
The right hand side box (Timetable --> edQuire server) shows the options for data transfer from the Timetable file into edQuire.
To perform an Advanced sync:
- Go to File>Synchronise>Sync Now, and select ‘Advanced’
- Ensure ‘edQuire’ is selected from the dropdown in the top-right corner.
- Select which data you want to sync to edQuire
- Enter the sync dates and relevant rotation.
- Click ‘Go’ to sync
Create support log file: Occasionally, Integration support specialists may ask you to perform a sync and tick this box, which will create a text file in the same location as the timetable file. This file can be sent to Tes to help with troubleshooting.Related Articles
E10 - Synchronisation to Bromcom via Direct Connection
Click the 'Attachments' tab below. For the user guide to Sync SIMS Please read the attached PDF file called Tes Timetable and Bromcom integration - A Guide for Schools: