Importing timetables into Synergetic

Export (FROM Synergetic)

Convert Synergetic data into a Timetabler, Time Chart or FirstClass 2000 file.

Note: Synergetic does not support exports to other timetable programs at present.

Import Timetable (INTO Synergetic)

Import data from a supported timetable program to Synergetic.

Import Student Classes (INTO Synergetic)

Import student class information from a supported timetable program to Synergetic.

Import/Update Subject Classes (INTO Synergetic)

Import or update class information from a supported timetable program to Synergetic.

ID

Link records by student ID.

Timetable Code

Timetabler users only
Link records by generated or manually entered timetable code.

Bar Code

Link records by bar code field.

Alternate Code

Link records by selected code.

Tip: This allows you to use a field other than the Synergetic ID code for mapping records from the timetable import file to Synergetic. For example, you might decide to use the student's name instead of their ID.

Name (Surname and Preferred)

Link records by surname and preferred name.

Name (Surname and Full Given)

Link records by surname and given names.

Name (Surname and 1st Given)

Link records by surname and first given name.

Previous System Code

Link records by old system codes.
This maps the codes in the timetabling program to the Synergetic codes, maintained on the Codes tab of Current Student Maintenance.

Prefix Class with Year

Select to prefix the class code with the year level.

Tip: If a class has been given the same code for different year levels, this helps distinguish between the two classes by prefixing the class code in the year level. For example, if a class is given the code ENG (for English) in year 8 and the same code is given for year 9 English, the two classes become 8ENG and 9ENG.

Prefix Class with Year (leading zero)

Select to prefix the class code with the year level with a leading zero.

Tip: This helps you to sort your classes. For example, 8ENG becomes 08ENG.

Print Errors

Select to print errors automatically after the import.

Tip: If there are any anomalies they are be printed out if this field is selected. For example, a new student or staff member who has not been created in Synergetic.

TTabler v8 format

Select if using Timetabler version 8 file formats.

Note: This selection is only available if the Timetabler program is selected.

Find the file using the Microsoft Windows Find Directory window.

Clear current timetable Synergetic

Select to clear all timetable records in the current year and term.

Clear Subject-Staff teaching subjects

Select to clear all staff records in the current file year and term, at the current campus. This clears out any current information before the import process starts.

Note: The information about the campus is usually a field in the import file. Alternatively you can select it from the Setting timetable import/export Synergetic selections window.

SchoolStaffCodes may be duplicated across Campuses

Select to only search for staff at the specified campuses, if staff codes can be duplicated across campuses.

For example, a teacher at one campus has a staff code of ABC. Another teacher has the same code ABC at a different campus. In this case, Synergetic cannot use the staff code alone; the campus is also required to distinguish between teachers.

Allow timetable import if no staff member for Class/Period

Select to allow the timetable to be imported even if no staff member is associated with the class and period.

For example, a study period has been set up as a class but does not have an allocated staff member.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.

If the flag is cleared:

• core subjects cannot be cleared from the students
• imported classes that do not exist in the students current list are not set as stopped or non-assessable.

Delete Markbooks not belonging to class teacher

Select to delete any markbooks that were not created by the staff member who teaches the class.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not made inactive.

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Remove * characters from Staff Codes

Select to remove non-alphanumeric characters from staff codes.

Allow insert of rooms in luRoom

Select to insert rooms into the luRoom lookup table. See Maintaining lookup tables in the System maintenance manual.

Match on StaffID not SchoolStaffCode

Select to match records based on the staff Synergetic identifier not the staff code.

Period Offset(+ or -)

Offset required to align timetable period with Synergetic periods.

Note: Your periods in Synergetic may not tie in exactly with the periods in your timetabling program. For example, an offset of -1 makes period 2 in the timetable package equate to period 1 in Synergetic.

Clear current timetable Synergetic

Select to clear all timetable records in the current year and term.

Clear Subject-Staff teaching subjects

Select to clear all staff records in the current file year and term, at the current campus. This clears out any current information before the import process starts.

Note: The information about the campus is usually a field in the import file. Alternatively you can select it from the Setting timetable import/export Synergetic selections window.

SchoolStaffCodes may be duplicated across Campuses

Select to only search for staff at the specified campuses, if staff codes can be duplicated across campuses.

For example, a teacher at one campus has a staff code of ABC. Another teacher has the same code ABC at a different campus. In this case, Synergetic cannot use the staff code alone; the campus is also required to distinguish between teachers.

Allow timetable import if no staff member for Class/Period

Select to allow the timetable to be imported even if no staff member is associated with the class and period.

For example, a study period has been set up as a class but does not have an allocated staff member.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.

If the flag is cleared:

• core subjects cannot be cleared from the students
• imported classes that do not exist in the students current list are not set as stopped or non-assessable.

Delete Markbooks not belonging to class teacher

Select to delete any markbooks that were not created by the staff member who teaches the class.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not made inactive.

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Remove * characters from Staff Codes

Select to remove non-alphanumeric characters from staff codes.

Allow insert of rooms in luRoom

Select to insert rooms into the luRoom lookup table. See Maintaining lookup tables in the System maintenance manual.

Match on StaffID not SchoolStaffCode

Select to match records based on the staff Synergetic identifier not the staff code.

Period Offset(+ or -)

Offset required to align timetable period with Synergetic periods.

Note: Your periods in Synergetic may not tie in exactly with the periods in your timetabling program. For example, an offset of -1 makes period 2 in the timetable package equate to period 1 in Synergetic.

Clear current timetable Synergetic

Select to clear all timetable records in the current year and term.

Clear Subject-Staff teaching subjects

Select to clear all staff records in the current file year and term, at the current campus. This clears out any current information before the import process starts.

Note: The information about the campus is usually a field in the import file. Alternatively you can select it from the Setting timetable import/export Synergetic selections (on page ) window.

SchoolStaffCodes may be duplicated across Campuses

Select to only search for staff at the specified campuses, if staff codes can be duplicated across campuses.

For example, a teacher at one campus has a staff code of ABC. Another teacher has the same code ABC at a different campus. In this case, Synergetic cannot use the staff code alone; the campus is also required to distinguish between teachers.

Allow timetable import if no staff member for Class/Period

Select to allow the timetable to be imported even if no staff member is associated with the class and period.

For example, a study period has been set up as a class but does not have an allocated staff member.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.

If the flag is cleared:

• core subjects cannot be cleared from the students
• imported classes that do not exist in the students current list are not set as stopped or non-assessable.

Delete Markbooks not belonging to class teacher

Select to delete any markbooks that were not created by the staff member who teaches the class.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not made inactive.

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Remove * characters from Staff Codes

Select to remove non-alphanumeric characters from staff codes.

Allow insert of rooms in luRoom

Select to insert rooms into the luRoom lookup table. See Maintaining lookup tables in the System maintenance manual.

Match on StaffID not SchoolStaffCode

Select to match records based on the staff Synergetic identifier not the staff code.

Period Offset(+ or -)

Offset required to align timetable period with Synergetic periods.

Note: Your periods in Synergetic may not tie in exactly with the periods in your timetabling program. For example, an offset of -1 makes period 2 in the timetable package equate to period 1 in Synergetic.

Clear current timetable Synergetic

Select to clear all timetable records in the current year and term.

Clear Subject-Staff teaching subjects

Select to clear all staff records in the current file year and term, at the current campus. This clears out any current information before the import process starts.

Note: The information about the campus is usually a field in the import file. Alternatively you can select it from the Setting timetable import/export Synergetic selections (on page ) window.

SchoolStaffCodes may be duplicated across Campuses

Select to only search for staff at the specified campuses, if staff codes can be duplicated across campuses.

For example, a teacher at one campus has a staff code of ABC. Another teacher has the same code ABC at a different campus. In this case, Synergetic cannot use the staff code alone; the campus is also required to distinguish between teachers.

Allow timetable import if no staff member for Class/Period

Select to allow the timetable to be imported even if no staff member is associated with the class and period.

For example, a study period has been set up as a class but does not have an allocated staff member.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.

If the flag is cleared:

• core subjects cannot be cleared from the students
• imported classes that do not exist in the students current list are not set as stopped or non-assessable.

Delete Markbooks not belonging to class teacher

Select to delete any markbooks that were not created by the staff member who teaches the class.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not made inactive.

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Remove * characters from Staff Codes

Select to remove non-alphanumeric characters from staff codes.

Allow insert of rooms in luRoom

Select to insert rooms into the luRoom lookup table. See Maintaining lookup tables in the System maintenance manual.

Match on StaffID not SchoolStaffCode

Select to match records based on the staff Synergetic identifier not the staff code.

Period Offset(+ or -)

Offset required to align timetable period with Synergetic periods.

Note: Your periods in Synergetic may not tie in exactly with the periods in your timetabling program. For example, an offset of -1 makes period 2 in the timetable package equate to period 1 in Synergetic.

Clear current timetable Synergetic

Select to clear all timetable records in the current year and term.

Clear Subject-Staff teaching subjects

Select to clear all staff records in the current file year and term, at the current campus. This clears out any current information before the import process starts.

Note: The information about the campus is usually a field in the import file. Alternatively you can select it from the Setting timetable import/export Synergetic selections window.

SchoolStaffCodes may be duplicated across Campuses

Select to only search for staff at the specified campuses, if staff codes can be duplicated across campuses.

For example, a teacher at one campus has a staff code of ABC. Another teacher has the same code ABC at a different campus. In this case, Synergetic cannot use the staff code alone; the campus is also required to distinguish between teachers.

Allow timetable import if no staff member for Class/Period

Select to allow the timetable to be imported even if no staff member is associated with the class and period.

For example, a study period has been set up as a class but does not have an allocated staff member.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.

If the flag is cleared:

• core subjects cannot be cleared from the students
• imported classes that do not exist in the students current list are not set as stopped or non-assessable.

Delete Markbooks not belonging to class teacher

Select to delete any markbooks that were not created by the staff member who teaches the class.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not made inactive.

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Remove * characters from Staff Codes

Select to remove non-alphanumeric characters from staff codes.

Allow insert of rooms in luRoom

Select to insert rooms into the luRoom lookup table. See Maintaining lookup tables in the System maintenance manual.

Match on StaffID not SchoolStaffCode

Select to match records based on the staff Synergetic identifier not the staff code.

Period Offset(+ or -)

Offset required to align timetable period with Synergetic periods.

Note: Your periods in Synergetic may not tie in exactly with the periods in your timetabling program. For example, an offset of -1 makes period 2 in the timetable package equate to period 1 in Synergetic.

Duplicate Double Periods

Select to duplicate double periods.

Tip: When you import double periods from WinSchool, Synergetic cannot distinguish the fact that the second period is for the same subject unless you select this box.

Term does not repeat

Select to indicate that that the term does not repeat.
If it is not selected, Synergetic imports the same information into all terms.

Saturday means Monday

Select if your organisation has a six (or more) day rotating timetable.