How to LISS Sync with Timetabling Solutions (Timetable & Subject Data)

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1

TASS Knowledge Base > How To / Checklists > HOW - Timetable.

Ensure all ‘Prerequisites for Successful Upload’ listed in the ‘How to Upload Timetable and Subject Data from Timetabling Solutions’ article are met, and your Timetabling Solutions and TASS.web data are correctly configured.

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2

TASS Knowledge Base > How To / Checklists > HOW - Timetable.

Optional but recommended.

Before a LISS synchronisation, TASS recommends manually importing your timetable to verify data quality and validate the import. Refer to the ‘How to Upload Timetable and Subject Data from Timetabling Solutions’ for details.

If the manual upload fails, you will receive an ‘Exception Report' listing invalid records that require attention. You can also check the TASS.web ‘Validate Imported Data’ and ‘Exception Log’ programs for details.

These data validation features available during a manual import are unavailable during the LISS sync process.

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3

Timetabling Solutions Welcome Page.

Open your Timetabling Solutions software and ensure you are running version 10.1.0.104 or later. Then, open the relevant timetable file.

If your school has multiple timetables, select one. After completing this checklist, repeat these steps for each timetable to synchronise.

In Timetabling Solutions, the Global Administrator is the only user who can configure LISS integrations.

After the LISS integration is set up, your school’s Daily Organiser (or equivalent) can then either schedule or manually trigger the sync by clicking the ‘Sync’ button on the Daily Organiser app homepage.

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4

Timetabling Solutions Management Portal > [2] Configuration > [2A] Manage School.

On the Timetabling Solutions ‘Manage School’ screen, ensure your school has both ‘School’ and ‘Campus’ information populated.

If your school has multiple timetables, assign a separate campus for each timetable.

Take note of the ‘Term Dates’ entered here.

Timetabling Solutions supports terms or trimesters only. To run semester-based timetabling in TASS, enter term dates in Timetabling Solutions and the same dates in the semester-based timetable within TASS.web Timetable Calendar Setup.

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5

TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable' tab.

Check your Timetable configurations on the 'Timetable' tab of the TASS.web Timetable Setup program, and ensure:

• The ‘Maximum number of Days’ field reflects the total number of days in your Timetabling Solutions timetable.

• The ‘Maximum number of Periods’ field is the sum of both the ‘Lesson Periods’ and ‘Yard Duty Sessions’ from Timetabling Solutions.

• The 'Unitised/Vertical Timetable' is set to ‘Yes', as LISS sync is not available for non-unitised timetables.

• If your school has multi-timetables, the 'Multiple Timetables Enabled' field is set to ‘Yes’. Then, skip the remaining dot points in this step and proceed to Step 6.

• If your school uses a single timetable, the 'Multiple Timetables Enabled' field is set to 'No'.

• If your school uses a single timetable and the Yard Duties or Meetings features in Timetabling Solutions, set the 'Allow Teacher & Room Clashes' field to 'Yes' to allow TASS.web to schedule all teachers in the same room for meetings or assign multiple teachers to the same duty area. When this is set to 'No', TASS.web prevents teacher or room clashes by not scheduling the same teacher or room more than once per period each day. Then, skip to Step 8.

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6

TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Timetable Definitions' tab.

For schools with multiple timetables only. Single timetable schools: Skip to Step 8.

Check your Timetable configurations on the 'Timetable Definitions' tab of the TASS.web Timetable Setup program, and ensure:

• Ensure a timetable definition exists for the timetable you want to LISS sync with. If the definition does not exist, create a new one.

• If your school uses the Yard Duties or Meeting features in Timetabling Solutions, set the ‘Clash Flag’ field to 'Yes' to allow TASS.web to schedule all teachers in the same room for meetings or assign multiple teachers to the same duty area. When this is set to 'No', TASS.web prevents teacher or room clashes by not scheduling the same teacher or room more than once per period each day.

• Take note of the ‘ID’ number from the ‘Timetable' field, as you will need to enter this in Timetabling Solutions later.

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7

TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Year/TT Definitions' tab.

For schools with multiple timetables only. Single timetable schools: skip to Step 8.

Check your Timetable configurations on the 'Year/TT Definitions' tab of the TASS.web Timetable Setup program, and ensure:

• Each ‘Year Group’ in your TASS database is mapped to the correct Timetable Definition for the desired ‘Year’ and ‘Term/Semester’ to sync with LISS. Create a new definition if none exists.

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8

TASS.web Student Admin > Timetable > Setup Information > Timetable Setup on the 'Rooms' tab.

Go to the 'Rooms' tab of the TASS.web Timetable Setup program:

• Ensure default Room Codes exist in TASS.web for Yard Duties, Meetings and Rostered Time Off (RTOs) if your school uses these features in Timetabling Solutions.

These default codes will be assigned later in Step 13 and used when the LISS Sync cannot find a matching Room Code in TASS.web.

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9

TASS.web Student Admin > Timetable > Setup Information > Timetable Calendar Setup.

In the TASS.web Timetable Calendar Setup program:

• Select the relevant ‘Timetable ID’.

Schools with multiple timetables should select the ‘Timetable ID’ recorded during Step 6. Schools with a single timetable should note the number shown in the ‘Timetable’ field for the corresponding Year/Term/Semester as their ‘Timetable ID’.

• Ensure ‘Term Dates’ in Timetabling Solutions (noted during Step 4) match the dates entered for the selected ‘Timetable ID’.

• Ensure the Timetable Calendar is mapped using the ‘Day Codes’ defined in TASS.web Student Admin > Timetable > Setup Information > Timetable Setup in the 'Days' tab.

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10

Timetabling Solutions Timetable Development Module > [1] Parameters > [1A] General.

Go to Timetabling Solutions Timetable Development Module > [1] Parameters > [1A] General.

• Ensure the ‘Start Date’ and ‘End Date’ for Meetings and Yard Duties in the ‘LISS Export Only’ section are within the date range defined in the TASS.web Timetable Calendar Setup program (in Step 9).

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11

TASS.web Student Admin > Timetable > External Data Interface > Define Subject/Class Translations.

In the TASS.web Define Subject/Class Translations program:

• Ensure each incoming Timetabling Solutions ‘Class Code’ is mapped to a TASS.web ‘Subject Code’ and ‘Class Group’.

• If your school uses the Yard Duties, Meetings, and Rostered Time Off features in Timetabling Solutions, ensure there is a Subject/Class Translation for each of them.

Class Codes are defined in Timetabling Solutions Timetable Development Module > [7] Curriculum Details > [7D] Class Names.

See the ‘Prerequisites for Successful Upload’ section of the ‘How to Upload Timetable & Subject Data from Timetabling Solutions’ article for details.

To save time manually checking your data, consider exporting the ‘Class Code’ data from Timetabling Solutions to an Excel spreadsheet. Then, edit this spreadsheet into the required format to use the TASS.web ‘Upload' feature. See the ‘Define Subject/Class Translations’ article for details.

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12

Timetabling Solutions Knowledge Base > Technical Support - Desktop.

Before syncing LISS, Timetabling Solutions recommends performing a LISS Pre-Export Compliance Check to ensure your timetable data is in the correct format. Resolve any issues identified during this check before proceeding.

Refer to the user documentation supplied with Timetabling Solutions for more information.

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13

TASS.web System Admin > Utilities > API Gateway Maintenance on the ‘External APIs’ tab.

On the ‘External APIs’ tab of the TASS.web API Gateway Maintenance program:

• Set up your LISS Integration Gateway by referring to the LISS Integration APIs article.

The School, Username, and Password fields authorise synchronisation between TASS.web and Timetabling Solutions; they do not affect other TASS information or settings. Your school creates its own username and password; neither TASS nor Timetabling Solutions issues them.

• Yard Duties: If your Timetabling Solutions timetable includes Yard Duties, select the ‘Include Duty’ checkbox, then choose the ‘Default Duty Room Code’ from Step 8 to be applied to duties without an assigned ‘Room Code’ when using the ‘Publish Timetable’ LISS endpoint to import data into TASS.web.

• Meetings: If your Timetabling Solutions timetable includes Meetings, select the ‘Include Staff Meetings’ checkbox, then choose the ‘Default Staff Meeting Room Code’ from Step 8 to be applied to all Meetings without an assigned ‘Room Code’ when using the ‘Publish Timetable’ LISS endpoint to import data into TASS.web.

• RTOs: If your Timetabling Solutions includes Rostered Time Off (RTO) data, select the ‘Include Rostered Time Off’ checkbox, then choose the ‘Default Rostered Time Off Room Code’ from Step 8 to be applied to all RTOs when using the ‘Publish Timetable’ LISS endpoint to import data into TASS.web.

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14

Timetabling Solutions Timetable Development Module > Home Page > Publish Timetable.

Go to Timetabling Solutions Timetable Development Module > Home Page > Publish Timetable.

• Publish your most recent timetable.

• When preparing to publish your timetable:

  • Ensure the ‘Year’ reflects the TASS ‘Current Year’ configured on the 'Timetable' tab of the TASS.web Timetable Setup program (in Step 5).

  • Ensure the ‘Start Date for the published file’ is a date from within the range set for the ‘Timetable ID’ in TASS.web Timetable Calendar Setup program (in Step 9).

The LISS Integration API 'Publish Timetable' endpoint publishes all timetable data for the entire year, term, or semester. It does not use the 'Start Date for the published file' parameter.

The LISS Integration API 'Publish Daily Deltas' updates rooms or teachers for specific dates. A separate setup is required; see How to LISS Sync with Timetabling Solutions for Daily Room Changes & Teacher Substitutions for details.

The endpoints used for the sync are selected in Steps 15 and 17 below.

• To publish your timetable:

  • With the Daily Organiser Module enabled, click ‘Publish Timetable for Web Daily Organiser’ to publish the timetable to the Timetable Developer and Daily Organiser Modules, by sending the timetable file from your computer to web storage (the cloud).

  • Without the Daily Organiser Module: click ‘Publish Timetable’ to publish the timetable in the Timetable Development Module.

All Published Daily Organiser datasets are listed in Timetabling Solutions Management Portal > [6] Daily Organiser > [6B] Published Timetables.

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15

Timetabling Solutions Management Portal > [7] Integrations > [7A] SIF/LISS Integrations.

Go to Timetabling Solutions Management Portal > [7] Integrations > [7A] SIF/LISS Integrations.

• Add a new LISS Provider via the ‘+ Add' button

• On the ‘Integration Details’ screen, enter the following details to establish and validate the initial connection between Timetabling Solutions and TASS.web.

Integration Details	TASS Recommended Settings
Liss Provider URL	https://[your school's domain]/tassweb/api/liss/index.cfm
School	Enter the same ‘School Name’ that was entered in TASS.web during Step 13.
Campus	Select the campus for the timetable that you set up in ‘[2A] Manage School’ during Step 4.
Academic Year	Select the year for the timetable that you set up in ‘[2A] Manage School’ during Step 4.
UserName	Enter the same ‘Username’ that was entered in TASS.web during Step 13.
Password	Enter the same ‘Password’ that was entered in TASS.web during Step 13.
LISS Schema	Leave as ‘LISS Standard’.
Past Days	Set these fields as required by your school. Refer to Timetabling Solutions documentation for more information.
Future Days
Sync Future Dated	Set these fields as required by your school. This option can be used to publish a future timetable while still in the current year. Refer to Timetabling Solutions documentation for details.
Timetable Structure	This field appears only for schools running multiple timetables after the initial LISS Sync connection. Use this field to enter or select the TASS.web Timetable ID you want to LISS sync with, as noted above in Step 6. More information about this field follows in the next step.
Manual Sync Only	For your first sync, select ‘Manual Sync Only.’ A sync schedule can be created later after your first successful manual sync.
Sync at specific time
Select the integration calls you want to perform with this LISS partner.	For your initial LISS sync connection, select ‘Publish Classes’ only. The ‘Publish Classes’ endpoint sends ‘Class Codes’ from Timetabling Solutions to TASS.web, establishing the Subject/Class Translations needed for timetable import.

Save and validate your LISS Integration:

• If you are establishing the LISS connection for the first time, click ‘Save and Validate’ to save your information and confirm the service account connection.

• If you have done this before, click 'Save', then click 'Validate’ to confirm that the service account details connect successfully.

Then, click ‘View Log’ to review the connection status.

• If validation is successful, continue.

• If validation fails, ensure the details you entered match the instructions above, then try again.

Then, click ‘Synchronise’. 

During peak times, simultaneous syncing across multiple schools may cause delays of up to 20 minutes. Most syncs complete within minutes.

Click ‘View Log’ to view the progress of the ‘Publish Classes’ call. Check that the endpoint has successfully synchronised before proceeding to the next step.

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16

Timetabling Solutions Management Portal > [7] Integrations > [7A] SIF/LISS Integrations.

For schools with multiple timetables only. Single-timetable schools: skip to Step 17.

On the 'Integration Details' screen (configured in the previous step), after your initial connection succeeds, if multiple timetables are enabled, the 'Timetable Structure' field appears after running the 'Publish Classes' endpoint and establishing your connection.

In the 'Timetable Structure' field, enter the ‘Timetable ID’ number from TASS.web, as noted above in Step 6.

Then, click ‘Synchronise’. 

Click ‘View Log’ to view the progress of the ‘Publish Classes’ call again. Check that the endpoint has successfully synchronised before proceeding to the next step.

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17

Timetabling Solutions Management Portal > [7] Integrations > [7A] SIF/LISS Integrations.

On the ‘Integration Details’ screen (configured in the previous step), deactivate the ‘Publish Classes’ endpoint by deselecting the checkbox.

The endpoints you select next will depend on what you are trying to achieve.

The following core master timetable endpoints are essential for timetable synchronisation:

The following ad hoc endpoints can be activated and deactivated as required:

Ad Hoc Endpoints
Get Students	The 'Get Students' endpoint can be used to add and synchronise Current Students from TASS.web into Timetabling Solutions. Deactivate this endpoint after synchronisation succeeds. During the LISS-sync, the 'Get Students' endpoint sends the following data from TASS.web to Timetabling Solutions: Student Code, Name (Surname, First Name, Preferred Name), Gender, House, and Year Group.
Get Rooms	The ‘Get Rooms’ endpoint can be used to synchronise Room Codes from TASS.web into Timetabling Solutions. Deactivate this endpoint after synchronisation succeeds.
Publish Classes	The ‘Publish Classes’ endpoint sends ‘Class Codes’ from Timetabling Solutions to TASS.web, establishing the Subject/Class Translations needed for timetable import. Use this endpoint whenever you add new Subject Codes or Classes and need Subject/Class Translations mapping from Timetabling Solutions into TASS.web. Deactivate this endpoint after synchronisation succeeds.
Publish Class Memberships	The ‘Publish Class Memberships’ endpoint can be used to send Student Subject and Class membership data from Timetabling Solutions to TASS.web. Deactivate this endpoint after synchronisation succeeds.
Publish Daily Deltas	The ‘Publish Daily Deltas’ endpoint sends Teacher Substitutions and Daily Room Changes from Timetabling Solutions to TASS.web. A separate setup process is required for this. Refer to ‘How to LISS Sync with Timetabling Solutions for Daily Room Changes & Teacher Substitutions’ for details.

TASS does not support the following endpoints. This data must be entered manually in TASS, as the LISS sync cannot transfer it from Timetabling Solutions to TASS:

• Get Bell Times

• Publish Bell Times (e.g. importing Period Start and End Times into TASS.web)

• Publish Rooms (e.g. importing Room Details into TASS.web)

• Publish Students (e.g. importing Student Details into TASS.web)

• Publish Teachers (e.g. importing Teacher Details into TASS.web)

• Publish Daily Data

• Publish Calendar (e.g. importing the Timetable Date Range into TASS.web)

Ensure the data for these areas in TASS.web is accurate, and that the source of truth is TASS.web.

If you add a new Class Code in Timetabling Solutions, you must manually enter it in TASS.web and ensure a subject/class translation exists for the new code. The LISS sync cannot perform this task.

After selecting your preferred endpoints, click ‘Synchronise’. 

Click ‘View Log’ to view the progress of each call. Check that the endpoints have successfully synchronised before proceeding to the next step.

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18

TASS.web Student Admin > Timetable > Listings & Reports > Print Master Timetable

Go to TASS.web and check that your test data has synchronised as expected from Timetabling Solutions.

You might also check some student and teacher timetables in TASS.web and/or Staff Kiosk to ensure the data appears correct.

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19

Timetabling Solutions Management Portal > [7] Integrations > [7A] SIF/LISS Integrations.

Optional.

After your first successful synchronisation, you can enable automatic synchronisation between the two systems by going to the ‘Integration Details' screen, entering a time in the 'Sync at specific time' field, then clicking 'Save’.

The endpoints you selected for regular sync should run at the specified time daily.

TASS recommends scheduling this to occur after school hours.

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20

TASS Knowledge Base > How To / Checklists > HOW - Timetable.

For schools with multiple timetables only.

If your school has multiple timetables, repeat this checklist for each timetable you want to sync with LISS.

You must set up a separate API integration in Timetabling Solutions for each Separate ‘Timetable ID’.

For each timetable, use the same School, Username, and Password configured for the LISS Integration API in TASS.web System Admin > Utilities > API Gateway Maintenance on the ‘External APIs’ tab.

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