If you have multiple copies of a cohort EYFSTT file that each teacher uses to enter data for just their own class you will periodically need to synchronise these files together. You will want to do this to view the results for the whole cohort, to make the Local Authority Early Years Foundation Stage Profile data return or to make a Year 1 Primary Target Tracker file for the whole cohort.

Data will be synchronised both ways and the most up to date data will appear in both files. So it is possible to synchronise assessment data from one copy of the cohort file to another whilst at the same time synchronising updated contextual data in the opposite direction.

Please note that it is only possible to synchronise files which originated from the same file – so at the beginning of the year when making a new cohort file from a pupil detail report from your management information system only create one Early Years Foundation Stage Target Tracker file, then give each teacher a copy of this file.

If you wish to merge data from files created separately each containing different children please use the Support Article – Merging the data in multiple, unrelated copies of Early Years Foundation Stage Target Tracker files (each file containing different children )

Please note this process will not work for situations where the same children exist in both files.

For this situation use the Support Article – Merging the data in multiple, unrelated copies of Early Years Foundation Stage Target Tracker files (each file containing the same children)

To synchronise files load the Early Years Foundation Stage Target Tracker software

Open the file that you wish to synchronise data into and click on the relevant year group to load the spider graph onto the Pupil Selection page.

Click the green icon in the top left corner to load the File menu

Click on Sync – a Synchronise Look in box loads

Browse to the location of the file with data that you wish to synchronise into the open file – open the file

If at this point a message appears indicating the files are unrelated this means they were not created as copies of each other and you should refer to the Support Articles mentioned above with guidance on Merging Data

If the files can be synchronised the following window may appear indicating there is new multimedia evidence available to be synchronised. Choose the option you require by clicking on it