How to Switch Your Timetable Setup

Who this is for: School administrators responsible for setting up next year’s classes and keeping enrolments in sync with Edrolo.

Setup window for next academic year: what to expect and what to do

This article explains when the setup window opens, what changes during that period, and how to send your data and switch your sync to the new academic year. For step‑by‑step walkthrough of Admin Hub actions, see the Timetabling Setup Guide: Setting Up Timetables in Admin Hub

Key dates and timing

• Setup window opens: November (date subject to final confirmation communicated by Edrolo)
• What changes: Edrolo pauses reconciliation of timetable data for the current year while you prepare and confirm the switch to the new year
• What does not change: Your current coupling/integration remains connected. You can act any time in the window when your data is ready

Important: You can begin earlier. If you’re ready before the window opens, you can send data via CSV or ask to switch your coupling to the new year. Your current year classes remain in place until the subscription period ends.

What happens during the setup window

• Incoming timetable data continues to flow from your configured source, but reconciliation into classes pauses until you confirm the switch to the next academic year
• When you’re ready, you “unpause and switch” in Admin Hub → Timetabling. This immediately triggers processing against the next year’s subscription and guides you through class mapping if needed
• After processing:
  • If no action is required, you’ll see a confirmation
  • If mapping is required, you’ll be prompted to complete Class Mapping before classes are created
• You can change your data source during this window if needed. Only one source is active at a time

What you need to do

1) Prepare your data

• Check teacher emails are correct and unique in your SIS
• Ensure subject codes and year levels are consistent. Where possible, include the academic year in your codes or metadata

2) Decide how you’ll send data

• Compass, LISS, or Wonde integrations
• CSV upload (if you don’t use an integration or need an early start import)

3) When ready, switch to the next academic year in Admin Hub

1. Log in to Admin Hub → Timetabling
2. Review or change your active source if required
3. During the setup window, your current timetable integration will be paused. You'll see a message with a button to Activate for the next Academic Year (e.g., 2026)
4. Click to Unpause/Activate for 2026. The system will then unpause the integration and process your data for the selected year
5. Complete Class Mapping if prompted. You can return any time to map late‑arriving classes

Sending your data: source‑specific notes

Edrolo handles the rollover the same way regardless of source. During the setup window, we pause reconciliation, you confirm the switch to the new year in Admin Hub, then mapping runs and classes are created once ready. What differs by source is how you prepare data and trigger the sync.

What to prepare in your SIS (all sources)

• Teacher emails are correct, unique, and match your SIS
• Subject codes and year levels are consistent. Where available, include the academic year in codes or metadata
• Ensure next‑year classes are created and published in your SIS before you attempt a sync </aside>

Wonde

What you do in your SIS and Wonde

• Finalise and publish next‑year classes in your SIS. Check class names/codes and year levels
• In Wonde, ensure the school has approved the Edrolo app for Students, Classes, and Staff data categories
• If you run Headstart/Term 4 classes for next year, either ensure they exist in your SIS so they appear in Wonde, or provide a CSV early start upload

How the sync runs with Edrolo

• Automatic syncs continue, but reconciliation is paused until you confirm the switch in Admin Hub for the next academic year
• After you confirm, Edrolo processes available data against your next‑year subscription and prompts for Class Mapping if required

LISS (Timetabling Solutions/Edval)

Recommended LISS settings and checklist: 

Configuration in vendor portals varies, but these defaults are commonly recommended and align well with Edrolo ingestion:

• Communication protocol: JSON
• Enable “Sync on save” or scheduled syncs if available
• Exclude Yard Duties, Study/Private periods, On‑call and non‑teaching groups
• Publish next‑year timetable to the Management Portal before enabling LISS </aside>

What you do in your timetabling system

• Create next‑year timetable and publish via your vendor’s LISS tools
• Ensure your LISS endpoint is configured and credentials are valid. Recommended vendor settings are available in their guides
• Best practice: enable “sync on save” where supported and exclude non‑teaching groups from the feed

How the sync runs with Edrolo

• Syncs continue to arrive; Edrolo pauses reconciliation until you confirm the switch in Admin Hub
• When you confirm, data is processed for the nominated year and you’ll complete Class Mapping if needed

Compass

What you do in Compass

• Obtain a Compass API key for your school from Compass support and have your Compass domain ready
• Ensure next‑year subjects and class structures exist in Compass and reflect the intended enrolments
• When ready to enable, in Admin Hub, select Compass as your source, enter your domain and API key, and select the target Academic Year

How the sync runs with Edrolo

• Once connected, data will be available to process. During the setup window, reconciliation is paused until you confirm the switch in Admin Hub, then we process against your next‑year subscription and prompt for mapping where needed

CSV uploads

Use this if you’re not integrated or for early‑start classes while your current‑year sync remains active.

• Prepare CSVs per Edrolo’s format and choose the Academic Year when uploading
• Upload in Admin Hub → Timetabling.
• Our team will validate and process the file set

Managing the current (ending) academic year

• Your current year classes remain available until your subscription end
• If you need to adjust current‑year classes after you’ve switched the sync to next year:
  • Use Class Management in Admin Hub for small changes
  • Use a CSV upload for bulk updates
• Switching back to the prior year is not available in Admin Hub once you have enabled to switch to the forthcoming one. If exceptional circumstances require it, contact Edrolo Support

Early start classes (e.g., Term 4 starts for next year)

• Provide early start classes via CSV while current‑year syncs are ongoing
• Once you confirm the switch, any additional next‑year classes from your source will be processed and can be mapped as they arrive

If you’re running late or haven’t switched yet

• You can switch any time during the setup window when you’re ready
• Edrolo will send reminders to schools that have not yet switched. If you need help, contact our Support team

Troubleshooting and support

• Connection or authorisation issues: re‑authorise your integration (Compass/Wonde) or verify LISS access
• No classes detected: ensure you selected the correct Academic Year and that classes are published in your SIS
• Mapping required: complete Class Mapping; use Class Management for minor corrections while you fix upstream data

Need More Support

If you need help at any point, raise a support request to our Customer Care team at help@edrolo.com.au with your active source, academic year, and an example class.