Timetable Configuration

Assign subjects and teachers to class periods for each class record. Create comprehensive weekly timetables that define what is taught when and by whom.

Prerequisites

1. Period Configuration: Must be set up in Periods tab
2. Academic Year: At least one academic year must exist
3. Class Records: Classes must be created for the selected academic year
4. Subjects: Subjects must be defined in the system
5. Teachers: Teachers must be added and assigned to subjects

Understanding Timetables

A timetable maps:

• Class Record: Specific class in a specific academic year
• Day: Day of the week (Monday-Saturday)
• Period: Time slot from period configuration
• Subject: What is taught
• Teacher: Who teaches it

Getting Started

Select Academic Year

1. Click the Academic Year dropdown
2. Select the academic year you want to configure
3. Option Default to Current selects the active academic year automatically

Select Class Record

1. After selecting academic year, class records load
2. Click the Class Record dropdown
3. Select the class (e.g., “Grade 5 - Section A”)
4. System attempts to fetch existing timetable

Creating a New Timetable

If no timetable exists for the selected class record:

Create from Period Config

1. Click Create from Period Config button
2. System automatically:
   • Loads the period configuration for the class
   • Creates empty timetable slots for all periods
   • Maps applicable days from period config
   • Initializes all session types
3. Timetable grid appears, ready for subject/teacher assignment

What Gets Created:

• All days configured in period settings
• All periods (curricular sessions only for teaching)
• Empty slots ready for subjects/teachers
• Break and assembly periods marked automatically

Timetable Configuration Grid

Interactive grid showing the weekly schedule.

Grid Layout

• Columns: Days of the week (Monday through Saturday)
• Rows: Periods from period configuration
• Cells: Individual period slots

Cell Information

Each cell displays:

• Period Name: From period configuration
• Time: Start and end time
• Subject: Assigned subject (if set)
• Teacher: Assigned teacher (if set)
• Session Type: Color-coded badge

Assigning Subjects and Teachers

1. Click a Cell: Opens assignment dialog
2. Select Subject: Dropdown of available subjects
3. Select Teacher: Dropdown of teachers (filtered by subject if applicable)
4. Save: Assignment appears in the grid

Smart Features:

• Subject dropdown shows relevant subjects for the class level
• Teacher dropdown can filter to show only teachers qualified for the subject
• Previous selections remembered for quick entry

Editing Assignments

1. Click an already-assigned cell
2. Change subject, teacher, or both
3. Click Save to update
4. Or click Clear to remove the assignment

Bulk Operations

Copy Across Days:

1. Assign a period on one day (e.g., Monday Period 1 = Math + Teacher A)
2. Use copy function to replicate to other days
3. Saves time for subjects taught multiple times per week

Template Application: (If available in your version)

• Save a week’s configuration as a template
• Apply template to other class records
• Useful for similar classes (e.g., multiple sections)

Non-Teaching Periods

Certain session types are not assignable:

• Assembly: Marked automatically, no subject/teacher needed
• Break: Recess time, not for teaching
• Lunch Break: Meal period, not assignable
• Preparation: Study time, may not require teacher assignment

These appear in the grid but are not editable or show as “Not Available”.

Saving Timetable Configuration

Save Changes

1. After assigning subjects and teachers across the week
2. Review your configuration for completeness
3. Click Save Timetable button at the top
4. System validates:
   • No conflicts (same teacher in multiple places at the same time)
   • Valid subject and teacher IDs
   • Proper time slot assignments
5. Success notification confirms save

Important: Save regularly to avoid losing your work. The system does not auto-save.

Validation Checks

Before saving, the system checks:

• No Teacher Conflicts: Same teacher not scheduled in two places simultaneously
• Subject Assigned to Class: Subject is appropriate for the class level
• Teacher Qualified: Teacher is assigned to teach the subject

Error Handling:

• Conflicts are highlighted in the grid
• Error messages explain the issue
• Fix conflicts before saving

Managing Timetables

Viewing Existing Timetable

1. Select academic year
2. Select class record
3. Click Fetch Timetable
4. Existing configuration loads into the grid

Updating Timetable

1. Load existing timetable
2. Make changes to any cells
3. Click Save Timetable
4. Updated configuration persists

Deleting Assignments

1. Click the cell with the assignment
2. Click Clear or select empty values
3. Save the timetable to apply

Use Cases

Standard Weekly Schedule

Scenario: Subject taught at the same time each day

• Math: Monday-Friday, Period 2
• English: Monday-Friday, Period 1
• Science: Mon/Wed/Fri, Period 3

Rotating Schedule

Scenario: Different subjects on different days

• Monday: Math, English, Science
• Tuesday: Math, English, Social Studies
• Wednesday: Math, English, Science
• Alternate subjects throughout the week

Double Periods

Scenario: Longer sessions for labs or special subjects

• Periods 3-4: Science Lab (assign same subject/teacher to both)
• Periods 6-7: Sports (assign to consecutive periods)

Multi-Section Coordination

Scenario: Same teacher teaches multiple sections

• Section A: Period 1
• Section B: Period 2
• Section C: Period 3
• Ensures teacher is not double-booked

Best Practices

1. Balance Subject Distribution

   • Spread difficult subjects across the week
   • Don’t cluster all major subjects on one day
   • Mix active and passive learning sessions

2. Teacher Workload

   • Distribute teaching periods evenly
   • Consider teacher’s total weekly workload
   • Schedule preparation/free periods for teachers

3. Student Attention Span

   • Schedule challenging subjects in morning periods
   • Lighter subjects after lunch
   • Mix theory and practical sessions

4. Consecutive Periods

   • Use for subjects needing extended time (labs, projects)
   • Assign same teacher to avoid confusion
   • Mark clearly in the timetable

5. Buffer Periods

   • Leave some flexibility for substitutions
   • Plan for teacher absences
   • Consider study periods for senior classes

6. Review and Iterate

   • Get feedback from teachers
   • Monitor student performance
   • Adjust timetable at term boundaries if needed

Troubleshooting

Cannot Create Timetable

• Issue: “Create from Period Config” button is disabled
• Solution:
  • Ensure period configuration is set up in Periods tab
  • Verify class has a period configuration assigned
  • Check that academic year and class record are selected

Teacher Conflict Error

• Issue: Cannot save, teacher scheduled twice at same time
• Solution:
  • Review timetables for all classes
  • Reschedule one of the conflicting assignments
  • Use the grid to visually identify conflicts

Timetable Not Loading

• Issue: “Timetable not found” message appears
• Solution:
  • Timetable may not exist yet - click “Create from Period Config”
  • Verify correct academic year and class record are selected
  • Check network connection

Subjects Not Showing

• Issue: Subject dropdown is empty
• Solution:
  • Ensure subjects are created in the Subjects module
  • Verify subjects are assigned to the appropriate class level
  • Check that subjects are active/not archived

Changes Not Persisting

• Issue: After saving, changes disappear on reload
• Solution:
  • Ensure “Save Timetable” button was clicked
  • Check for error messages during save
  • Verify you have save permissions
  • Check browser console for errors

Grid Display Issues

• Issue: Timetable grid looks incorrect or overlaps
• Solution:
  • Refresh the page
  • Try a different browser
  • Check screen resolution/zoom level
  • Clear browser cache