The timetable & scheduling

§ 01What it is, and the order to set it up

The timetable is the school's weekly grid: for each period on each day, you assign a class a subject, a teacher, and (optionally) a room. Once it's built, every teacher gets a personal My Schedule, and — if you switch it on — they can mark attendance lesson-by-lesson, which rolls up into each student's daily record.

Three things stack in order, and the builder won't work until the first one exists:

1. Bell schedule — define the day's periods (when Period 1 starts and ends, where the breaks and assembly sit). The grid's rows are these periods, so this comes first.
2. Rooms — list your classrooms, labs, and halls. Optional, but you'll want them so the grid can stop two classes landing in the same room.
3. Build the timetable — fill the grid, slot by slot. This is where subjects, teachers, and rooms meet periods.

§ 02The bell schedule

This is the day's skeleton. In School Admin go to Settings → Bell schedule (/settings/bell-schedule). The page explains itself: “Define the school's daily period structure (teaching slots, breaks, assemblies). Periods are grouped by day and ordered by sequence.”

On a fresh school you'll see “No periods yet. Add periods for each school day to build the bell schedule.” To add one, press Add period on a day and fill in:

• Day and Sequence (the order within the day, e.g. 1).
• Label — the name students and teachers see, e.g. Period 1.
• Start time and End time — wall-clock times. The end must be after the start, or you'll see “End time must be after start time.”
• Kind — one of Teaching, Break, Assembly, or Other.

Built one day already? Use Copy to other days… to clone it onto the rest of the week — “Existing periods on the target day are replaced.”

A period that's already referenced by the timetable can't be removed: deleting it returns “This period is in use by timetable entries and cannot be deleted.” Clear those entries first.

§ 03Rooms

Rooms are optional but recommended — they let the timetable catch two classes booked into the same space. Open Settings → Rooms (/settings/rooms): “Manage classrooms, labs, and other spaces. Rooms can be assigned to timetable entries.”

Empty to start (“No rooms yet. Add classrooms, labs, and other spaces to assign them in the timetable.”). Press Add room and give it a Label (e.g. Room 101), a Kind, and an optional Capacity:

Like periods, a room in use can't be deleted: “This room is assigned to timetable entries and cannot be deleted.”

§ 04Building the timetable

Open Timetable (/timetable). The lede sums it up: “Build the school timetable by assigning subjects, teachers, and rooms to periods. Switch views to see entries by class, teacher, or room.” The grid runs periods down the side and days across the top — but only after the bell schedule exists. Until then you'll see “No teaching periods found. Add periods to the bell schedule first.”

Pick a term and a view

Use Set term to choose the term you're building (terms are written like 2025/26 T1). Then switch between three lenses with the Class, Teacher, and Room view buttons, choose one from the dropdown, and press View. Until you pick one, the grid prompts “Select a class above to view the timetable.” (and likewise for teacher and room).

Add an entry to a slot

1. Find the day-and-period cell you want and press its + button. (Filled cells instead show Edit and Del.)
2. In the form, choose the Class, Subject, Teacher, and — if you want — a Room (optional) (leave it on No room to skip).
3. Press Add entry. On success you'll see “Entry added.” Editing a cell and saving shows “Entry updated.”; removing one shows “Entry deleted.”

§ 05The three-way clash check

This is the part that saves you. Before any entry is saved, the timetable checks the slot from three angles and refuses anything that would double-book:

When one fires, the builder surfaces it as “Clash detected on class: …” (or teacher / room), naming exactly which of the three is the problem so you know what to change.

One more guard: you can only place a lesson on a Teaching period. Aiming an entry at a break or assembly slot is rejected, which is why the grid only opens + buttons on teaching rows.

§ 06Covering an absent teacher

When a teacher is out for a day, you don't touch the permanent grid — you record a one-off substitution. Open Timetable → Substitutions (/timetable/substitutions): “View the day's schedule and manage substitute teachers.” Set the date and the page lists that day's lessons, each with a status.

Cover the whole day at once

1. Press Mark teacher absent…. The dialog explains: “Creates uncovered substitution records for all of the teacher's scheduled slots” for that date.
2. Choose the Absent teacher and press Mark absent. Every one of their lessons that day flips to Uncovered, and you'll see e.g. “Marked 5 slot(s) as uncovered for the absent teacher.”

Assign — or change — who covers each slot

1. On a lesson row, press Assign sub (or Change if one's already named).
2. Pick a Substitute teacher and add an optional reason, then press Assign — or leave it blank and press Mark uncovered. A covered slot then reads Covered — with the substitute's name; a lesson with no sub yet shows Scheduled or Uncovered.
3. To undo, Cancel sub removes the record — “The original teacher will be shown as scheduled again.”

§ 07The teacher's “My Schedule”

Teachers never open the builder. They get a read-only week of their own lessons, headed “My Schedule”, under their Weekly timetable. Each lesson card shows its subject, time, and period label; today's column is flagged with · Today.

• Lessons a teacher is covering for someone carry a Cover badge, and gather under the panel “Lessons you're covering today” — “You have been assigned to cover the following classes today.”
• An empty week shows “No lessons scheduled this term” with “Your timetable is empty. Ask your school admin to set it up.”
• If no term is set, the page says “No current term set — ask your admin to set the current term in School Settings.”

When per-period attendance is switched on, today's lesson cards also carry a Mark attendance link straight into the marking screen.

§ 08Per-period vs daily attendance

By default a school records one attendance mark per student per day. The timetable can upgrade that to per-period marking — a register for each lesson — and then fold all of a day's lesson marks into the single daily record automatically.

Turn it on

Admins control this under Settings → Attendance settings (/settings/attendance). Toggle Per-period attendance: “When enabled, teachers mark attendance separately for each lesson period. When disabled, only daily attendance is recorded.” Press Save settings. (While it's off, teachers see a “Per-period attendance off” note on their schedule.)

How a teacher marks a lesson

From a today lesson, a teacher taps Mark attendance, sets each student to Present, Late, or Absent (or Mark all present in one go), then saves. A confirmation reads e.g. “Saved 18 marks for Period 1.” Only Teaching periods can be marked.

How the day is derived

Under Daily attendance derivation you choose how those per-period marks roll up: “this controls how the daily attendance status is derived from individual period marks.” Two rules:

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