Timetable & Scheduling

The Timetable module provides comprehensive schedule management for your school. From creating reusable templates and defining periods through building schedules, detecting conflicts, and optimizing with AI-powered solvers, this module ensures efficient, conflict-free scheduling that maximizes learning time and resource utilization.

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Navigation path

Scheduling (segment: scheduling)

Sub-section	Path	Description
Dashboard	scheduling	Overview and quick actions
Templates	scheduling/templates	Reusable schedule templates
Schedules	scheduling/schedules	Active and draft schedules
Periods	scheduling/periods	Period definitions
Timetable Grid	scheduling/timetable	Visual timetable view
Teacher Availability	scheduling/availability	Teacher unavailability management
Conflicts	scheduling/conflicts	Conflict detection and resolution
Optimization	scheduling/optimization	AI-powered schedule generation
Statistics	scheduling/stats	Analytics and reporting

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Scheduling architecture

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Part 1: Schedule templates

Templates are reusable blueprints that define the structure of a school day - periods, timings, and breaks. Create templates once and apply them to multiple schedules.

Who manages templates?

Role	Responsibilities
Scheduling Coordinator	Create and maintain templates
School Administrator	Approve template changes
Academic Director	Define instructional requirements

Template components

Component	Description	Example
Operating days	Days when school operates	Monday - Friday
Session type	Full day, morning, or afternoon	Full day (single session)
Period duration	Standard lesson length	45 minutes
Rotation cycle	Pattern repetition	Weekly, two-week, custom

Session types explained

Single Session

Full day schedule

• One continuous school day
• Typical: 8:00 AM - 3:30 PM
• Best for: Traditional schools

Morning -> Lunch -> Afternoon -> Dismissal

Double Shift

Two separate sessions

• Morning shift and afternoon shift
• Different student groups each shift
• Best for: High-capacity schools

Morning Shift: 7:00 AM - 12:00 PM
Afternoon Shift: 1:00 PM - 6:00 PM

Boarding

Extended schedule

• Includes evening study periods
• Weekend activities optional
• Best for: Boarding schools

Day Classes -> Prep -> Evening Study -> Lights Out

Creating a template

1. Navigate to Scheduling -> Templates
2. Click Create Template
3. Enter basic information:
   • Template name (e.g., "Standard Academic Day")
   • Template code (e.g., "STD-2024")
   • Description
4. Configure structure:
   • Select operating days
   • Set session type
   • Define base period duration
5. Build the day structure (see Period types below)
6. Save as draft or activate immediately

Period types in templates

Period type	Icon	Purpose	Instructional?
Regular	Book	Standard teaching period	[x] Yes
Assembly	Group	School-wide or grade assembly	[ ] No
Homeroom	Cap	Advisory or registration	[ ] No
Break	Break	Short break between classes	[ ] No
Lunch	Lunch	Lunch break	[ ] No
Study Hall	Notes	Supervised study period	[x] Yes
Activity	✨	Clubs, sports, extracurricular	[ ] No
Flexible	⏱️	Variable use period	[x] Yes

Template structure example

+-----------------------------------------------------------------+
|                    Standard Academic Day Template                |
+-----------------------------------------------------------------+
|                                                                  |
|  07:45 - 08:00  | HOMEROOM     | Registration & announcements   |
|  -------------------------------------------------------------  |
|  08:00 - 08:45  | PERIOD 1     | Regular instruction            |
|  08:45 - 09:30  | PERIOD 2     | Regular instruction            |
|  -------------------------------------------------------------  |
|  09:30 - 09:45  | BREAK        | Morning break                  |
|  -------------------------------------------------------------  |
|  09:45 - 10:30  | PERIOD 3     | Regular instruction            |
|  10:30 - 11:15  | PERIOD 4     | Regular instruction            |
|  11:15 - 12:00  | PERIOD 5     | Regular instruction            |
|  -------------------------------------------------------------  |
|  12:00 - 12:45  | LUNCH        | Lunch break                    |
|  -------------------------------------------------------------  |
|  12:45 - 13:30  | PERIOD 6     | Regular instruction            |
|  13:30 - 14:15  | PERIOD 7     | Regular instruction            |
|  -------------------------------------------------------------  |
|  14:15 - 14:30  | BREAK        | Afternoon break                |
|  -------------------------------------------------------------  |
|  14:30 - 15:15  | PERIOD 8     | Regular instruction            |
|                                                                  |
|  Operating Days: Mon, Tue, Wed, Thu, Fri                        |
|  Session Type: Single (Full Day)                                |
|  Base Period Duration: 45 minutes                               |
|                                                                  |
+-----------------------------------------------------------------+

Managing template days

Templates support day-specific configurations:

1. Copy from another day - Duplicate an existing day's periods
2. Apply to all days - Copy one day's structure to all operating days
3. Generate standard schedule - Auto-create periods based on timing settings
4. Custom per day - Different structures for different days

Template validation

Before activating a template, the system validates:

Check	Requirement
[x] Has name	Template name is required
[x] Has operating days	At least one day selected
[x] Has days defined	Day structure for each operating day
[x] Has periods	At least one period per day
[x] All periods valid	No time conflicts within a day
[x] No gaps	No unexplained gaps between periods

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Part 2: Periods

Periods are the time slots within a schedule where teaching and activities occur.

Period scope options

Scope	Description	Use case
All days	Same period on every day	Standard periods
Specific day	Period only on one day	Assembly on Fridays
Rotation	Different days in a cycle	A/B week rotations

Period duration presets

Duration	Use case
30 min	Primary school, short activities
35-40 min	Elementary school
45 min	Standard secondary period
50-55 min	Extended secondary period
60 min	Standard lesson hour
75-90 min	Block scheduling, labs, practicals

Transition times

Configure buffer time between periods:

• Transition before - Time before the period starts (e.g., 3 min passing time)
• Transition after - Time after the period ends (e.g., 2 min cleanup)

Creating periods manually

1. Navigate to Scheduling -> Schedules -> [Schedule] -> Periods
2. Click Add Period
3. Configure:
   • Period number and name
   • Start and end time (or duration)
   • Day scope (all days or specific)
   • Period type
   • Transition times (optional)
4. Save the period

Bulk period creation

For efficiency, create multiple periods at once:

1. Select Generate from Template to clone template periods
2. Or use Quick Generate with:
   • Start time (e.g., 8:00 AM)
   • Number of periods
   • Period duration
   • Break after periods (e.g., after periods 2, 5)
   • Lunch after period (e.g., after period 5)

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Part 3: Schedules

Schedules are the actual timetables applied to your school, grade levels, streams, or classes.

Schedule types

Type	Icon	Scope	Description
Master	School	Whole school	School-wide master schedule
Grade Level	Grade	Grade/year	Schedule for all classes in a grade
Stream	Stream	Academic stream	Schedule for a specific stream
Class Division	Class	Single class	Schedule for one class section
Teacher	Teacher	Individual teacher	Teacher's personal timetable

Schedule lifecycle

+---------+     +-----------+     +----------+     +----------+
|  DRAFT  | ---> | IN REVIEW | ---> | APPROVED | ---> | ACTIVE   |
+---------+     +-----------+     +----------+     +----------+
     |                                                   |
     |                                                   |
     v                                                   v
+---------+                                       +----------+
|ARCHIVED | <------------------------------------- |COMPLETED |
+---------+                                       +----------+

Status	Description	Can edit?
draft	Being created/edited	[x] Yes
in_review	Submitted for approval	[!] Limited
approved	Ready to activate	[ ] No
active	Currently in use	[ ] No
completed	Term/year ended	[ ] No
archived	Historical record	[ ] No

Creating a schedule with the wizard

The schedule wizard guides you through creation in 5 steps:

Step 1: Basic Info

Enter schedule details

• Schedule name (e.g., "Term 1 2024 - Grade 8")
• Schedule code (auto-generated or custom)
• Select a template (optional but recommended)
• Link to academic year and term

Template Selection

Selecting a template pre-fills timing settings and creates periods automatically.

Step 2: Schedule Settings

Configure timing

• School day start and end times
• Period duration (if not from template)
• Total periods per day
• Break times (morning, lunch, afternoon)
• Operating days and half-days

Timing presets:

Preset	Start	End	Periods
Half day	8:00 AM	12:00 PM	4
Standard	8:00 AM	3:00 PM	6-7
Extended	7:30 AM	4:00 PM	8-9

Step 3: Scope

Define who the schedule applies to

• Whole school - All students and classes
• Grade level - Specific grade/year
• Stream - Academic track (Science, Arts, etc.)
• Class division - Single class section

Scope Priority

If multiple schedules apply, more specific scopes take precedence: Class > Stream > Grade > School

Step 4: Advanced Options

Configure constraints and rotation

Rotation settings:

• No rotation (same schedule daily)
• Weekly rotation
• Two-week (A/B week)
• Custom cycle

Constraints:

• Max consecutive periods for teachers
• Minimum break between classes
• Instructional minutes per week target

Step 5: Review

Verify and create

• Review all settings
• Check validation status
• Save as draft or submit for review

Validation checks:

• Required fields complete
• Timing is valid
• Scope is properly configured
• No date conflicts with existing schedules

Schedule review workflow

1. Author creates schedule in draft
2. Author submits for review
3. Reviewer (coordinator/admin) reviews schedule
4. Reviewer approves or requests revisions
5. Administrator publishes the approved schedule

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Part 4: Period assignments

Assignments link subjects, teachers, and rooms to specific periods in the schedule.

Assignment components

Component	Description	Required?
Period	Time slot	[x] Yes
Day of week	Which day	[x] Yes
Subject class	What subject	[x] Yes
Teacher	Who teaches	[!] Recommended
Classroom	Where	[!] Recommended

Making assignments manually

1. Open the schedule's timetable grid
2. Click on an empty cell (period + day)
3. In the assignment dialog:
   • Select the subject/class
   • Choose the teacher
   • Assign a room
   • Add notes (optional)
4. Save the assignment

Double periods

For subjects needing extended time (labs, practicals):

1. Assign the subject to consecutive periods
2. The system detects and marks as "double period"
3. Both periods show the linked subject

Parallel classes (split groups)

For practical subjects with split groups:

• Multiple assignments can occupy the same period
• Common for: Lab work, PE, electives
• Each group has its own teacher and room

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Part 5: Timetable grid views

The timetable grid provides visual representations of your schedule.

View modes

Weekly View

Full week at a glance

Shows all periods for all days in a grid format.

• Rows: Periods (time slots)
• Columns: Days of the week
• Cells: Subject, teacher, room

Best for: Overall schedule review

Class View

Single class timetable

Filter by specific class division to see:

• What subjects the class has
• When each lesson occurs
• Which teachers teach them
• Which rooms they use

Best for: Distributing to students/parents

Teacher View

Individual teacher schedule

Filter by teacher to see:

• Their teaching periods
• Free periods (gaps)
• Classes they teach
• Rooms they use

Best for: Teacher scheduling, workload review

Room View

Room utilization

Filter by room to see:

• When the room is occupied
• Which classes use it
• Which teachers use it
• Utilization percentage

Best for: Room management, finding free rooms

Grid cell information

Each cell in the timetable shows:

+-------------------------+
| Mathematics             |  <- Subject name
| Mrs. Johnson            |  <- Teacher
| Room 101                |  <- Location
| 🔴                      |  <- Conflict indicator (if any)
+-------------------------+

Navigating the grid

Action	How
Change week	Use week navigation arrows
Filter view	Select class/teacher/room from dropdown
View cell details	Click on any cell
Edit assignment	Click cell -> Edit in dialog
Clear assignment	Click cell -> Remove assignment

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Part 6: Teacher availability

Track when teachers are unavailable for scheduling.

Unavailability types

Type	Icon	Description
Leave	Leave	Annual leave, vacation
Personal	Personal	Personal day off
Medical	Medical	Sick leave, medical appointment
Training	Training	Professional development
Meeting	Meeting	Scheduled meeting
Other	❔	Other reasons

Recording unavailability

1. Navigate to Scheduling -> Availability
2. Click Add Unavailability
3. Enter details:
   • Select teacher
   • Choose unavailability type
   • Set start and end date/time
   • Add reason (optional)
4. Save the record

Unavailability calendar

View teacher availability in calendar format:

• Color-coded by unavailability type
• Filter by teacher or department
• Export for planning purposes

Impact on scheduling

• Unavailability is checked during manual assignment
• Optimization engine respects unavailability windows
• Conflicts are flagged if teacher is assigned during unavailable time

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Part 7: Conflict detection

The system automatically detects scheduling conflicts.

Conflict types

Conflict	Severity	Description
Teacher double-booking	Error	Teacher in two places at once
Room double-booking	Error	Room assigned to multiple classes
Student overlap	Error	Students required in multiple places
Capacity exceeded	Error	More students than room capacity
Teacher unavailable	Error	Teacher marked as unavailable
Resource conflict	Warning	Resource overbooked
Time constraint	Warning	Timing rule violated
Constraint violation	Warning	Soft constraint not met

Conflict severity levels

Level	Icon	Action required
Error	Error	Must resolve before publishing
Warning	Warning	Review recommended
Info	Info	For your information

Viewing conflicts

Access the conflicts panel:

1. Open a schedule
2. Click Validate or Check Conflicts
3. Review the conflict list showing:
   • Conflict type and severity
   • Affected entities (teacher, room, class)
   • Suggested resolution
4. Click each conflict to navigate to the affected cell

Resolving conflicts

Teacher double-booking:

1. Identify which assignment to move
2. Find an alternative period for the subject
3. Or assign a different teacher

Room double-booking:

1. Move one class to a different room
2. Or move one assignment to a different time

Capacity exceeded:

1. Move class to a larger room
2. Or split the class into sections

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Part 8: Constraint rules

Constraints define the rules that must or should be followed when scheduling.

Hard constraints (required)

Constraint	Default	Description
Prevent teacher clash	[x] On	No teacher double-booking
Prevent room clash	[x] On	No room double-booking
Prevent student clash	[x] On	No student overlap
Check availability	[x] On	Respect unavailability
Enforce room capacity	[x] On	Class size ≤ room capacity
Enforce teacher load	[x] On	Respect max teaching hours
Max consecutive periods	4	Maximum without break

Soft constraints (preferred)

Constraint	Default	Description
Minimize gaps	[x] On	Reduce free periods
Balance teacher loads	[x] On	Even distribution of hours
Balance class loads	[x] On	Even distribution of subjects
Optimize double periods	[x] On	Group where beneficial
Spread subjects	[x] On	Distribute across week
Respect preferences	[x] On	Honor teacher preferences
Prefer rooms	[ ] Off	Use preferred rooms
Prefer times	[x] On	Schedule at preferred times

Configuring constraints

1. Open schedule settings or optimization wizard
2. Navigate to Constraints section
3. Toggle hard constraints on/off (with caution)
4. Configure soft constraint priorities
5. Set numeric values where applicable

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Part 9: AI-powered optimization

The optimization engine automatically generates optimal timetables using constraint-based solving.

How optimization works

+-----------------------------------------------------------------+
|                    OPTIMIZATION WORKFLOW                         |
+-----------------------------------------------------------------+
|                                                                  |
|  +---------+    +---------+    +---------+    +---------+      |
|  | INPUT   | ->  | MODEL   | ->  | SOLVER  | ->  |SOLUTIONS|      |
|  |         |    |BUILDING |    |         |    |         |      |
|  +---------+    +---------+    +---------+    +---------+      |
|       |              |              |              |             |
|       v              v              v              v             |
|  * Schedule     * Variables    * OR-Tools    * Multiple        |
|  * Periods      * Constraints  * CP-SAT      * Ranked          |
|  * Teachers     * Objectives   * MIP         * Scored          |
|  * Rooms        * Weights      * Search      * Optimal         |
|  * Subjects                                                     |
|                                                                  |
+-----------------------------------------------------------------+

Generation wizard steps

1. Schedule Selection

Choose what to optimize

• Select the schedule to generate
• Give the scenario a name
• Add description (optional)

Scenario Naming

Use descriptive names like "Term 1 - Minimize gaps" or "Science stream - Lab priority"

2. Constraints

Configure rules

Hard constraints (clash prevention):

• Prevent teacher clashes
• Prevent room clashes
• Prevent student clashes

Hard constraints (availability):

• Check teacher availability
• Enforce room capacity
• Enforce teacher load limits

Soft constraints (optimization):

• Minimize gaps
• Balance loads
• Respect preferences

3. Parameters

Tune the solver

Parameter	Default	Range	Description
Max solve time	300s	30-3600s	Time limit
Workers	4	1-16	Parallel threads
Allow double periods	Yes	-	Group subjects
Early stop	No	-	Stop on first feasible

Objective weights: Adjust importance of each optimization goal (0-1 scale)

4. Pinned Assignments

Lock specific slots (optional)

Pin assignments that must not change:

• Required subject-time combinations
• Pre-booked rooms
• Teacher preferences

The solver will work around pinned assignments.

5. Review & Generate

Start optimization

• Review all settings
• Estimate solving time
• Click Generate
• Monitor job progress

Job status tracking

Status	Icon	Description
Pending	⏳	Created, waiting to start
Queued	Queued	In queue for processing
Running	Running	Solver actively working
Succeeded	[x]	Completed successfully
Failed	[ ]	Encountered errors
Cancelled	Cancelled	Cancelled by user
Timeout	⏰	Exceeded time limit

Solver result types

Result	Description	Action
Optimal	Mathematically best solution	[x] Deploy
Feasible	Valid but may not be optimal	[x] Review and deploy
Infeasible	No valid solution possible	Action: Relax constraints
Unbounded	No finite solution	Action: Add constraints
Unknown	Solver couldn't determine	Action: Retry with more time

Working with solutions

After generation completes:

1. View solutions - Multiple solutions may be generated
2. Compare solutions - Side-by-side metrics comparison
3. Preview in grid - See the timetable visually
4. Review quality metrics:
   • Total assignments
   • Conflict count
   • Gap statistics
   • Teacher load balance
   • Room utilization
5. Commit solution - Apply to the schedule

Solution comparison metrics

Metric	Better when	Description
Total conflicts	Lower	Number of rule violations
Teacher gaps	Lower	Free periods between classes
Class gaps	Lower	Free periods in class schedule
Room moves	Lower	Class room changes per day
Teacher balance	Higher	Even load distribution score
Double periods	Depends	Count of consecutive periods
Utilization %	Higher	Room usage percentage

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Part 10: Schedule publication

Once validated and approved, publish the schedule to make it active.

Publication workflow

1. Validate - Run conflict check
2. Review - Address any warnings
3. Approve - Get necessary approvals
4. Publish - Activate the schedule
5. Notify - Inform stakeholders

Publishing a schedule

1. Open the approved schedule
2. Click Publish
3. Add publish notes (optional)
4. Confirm effective date
5. Click Confirm Publication

Post-publication

After publishing:

• Schedule becomes read-only
• Appears in teacher/student portals
• Previous active schedule is archived
• Audit trail is created

Making changes after publication

To modify a published schedule:

1. Create new version - Clone and edit
2. Emergency override - With admin approval
3. Temporary adjustment - For specific dates

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Part 11: Statistics and analytics

Schedule statistics

Metric	Description
Total schedules	All schedules in system
Active schedules	Currently in use
Draft schedules	Work in progress
Published schedules	Made available
By type breakdown	Master, grade, stream, class
By status breakdown	Draft, active, archived

Teacher load statistics

Metric	Description
Periods per week	Teaching periods
Instructional minutes	Total teaching time
Periods per day	Daily breakdown
Subject distribution	Subjects taught
Class distribution	Classes assigned

Room utilization statistics

Metric	Description
Total slots	Available period-room combinations
Booked slots	Assigned slots
Utilization %	Booked / Total * 100
Peak days	Highest utilization days
Peak periods	Busiest time slots

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Part 12: Rotation schedules

For schools using rotating timetables (A/B weeks, Day 1-6 cycles, etc.).

Rotation cycle types

Type	Description	Example
None	Same schedule every day	Monday always the same
Weekly	Different each week	Week A / Week B
Two-week	Alternating pattern	10-day cycle
Custom	User-defined cycle	Day 1 through Day 8

Setting up rotation

1. Choose rotation cycle in template or schedule
2. Set cycle length (number of days)
3. Define periods for each rotation day
4. System maps calendar dates to rotation days

Viewing rotation schedules

• Current rotation day shown in dashboard
• Week view shows rotation day labels
• Date picker shows which rotation day applies

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Part 13: Best practices

Template design

Practice	Recommendation
Start simple	Begin with standard template, customize later
Standard durations	Use consistent period lengths
Adequate breaks	Include morning, lunch, afternoon breaks
Buffer time	Add transition minutes between periods
Naming convention	Use clear, descriptive names

Schedule creation

Practice	Recommendation
Use templates	Don't start from scratch
Plan hierarchy	Master -> Grade -> Class
Version control	Keep drafts, don't delete
Early validation	Check conflicts frequently
Stakeholder review	Get teacher input

Optimization

Practice	Recommendation
Pin critical assignments	Lock what must not change
Start with defaults	Use default constraints first
Allow adequate time	Don't set timeout too low
Compare solutions	Don't accept first result blindly
Iterate	Run multiple scenarios

Conflict resolution

Practice	Recommendation
Address errors first	Fix blocking issues
Document exceptions	Note why warnings are accepted
Verify resolution	Re-validate after changes
Prevent recurrence	Update constraints if needed

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Part 14: Permissions reference

Scheduling permissions

Permission	Description	Typical roles
scheduling.view	View schedules	All staff
scheduling.create	Create schedules	Coordinator, Admin
scheduling.edit	Modify schedules	Coordinator, Admin
scheduling.delete	Delete schedules	Admin only
scheduling.publish	Publish schedules	Coordinator, Admin
scheduling.approve	Approve schedules	Director, Admin

Template permissions

Permission	Description	Typical roles
templates.view	View templates	Coordinator, Admin
templates.create	Create templates	Coordinator, Admin
templates.edit	Modify templates	Coordinator, Admin
templates.delete	Delete templates	Admin only

Optimization permissions

Permission	Description	Typical roles
optimization.view	View jobs and solutions	Coordinator, Admin
optimization.generate	Run optimization	Coordinator, Admin
optimization.commit	Commit solutions	Coordinator, Admin
optimization.cancel	Cancel running jobs	Coordinator, Admin

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Part 15: Troubleshooting

Common issues

Persistent Conflicts

Conflicts won't resolve

Possible causes:

• Insufficient rooms for class sizes
• Not enough teachers for required subjects
• Overlapping scope schedules

Solutions:

1. Review room capacities and class sizes
2. Check teacher availability and loads
3. Verify schedule scope priorities
4. Consider adding resources (rooms, teachers)

Optimization Fails

Solver returns infeasible

Possible causes:

• Over-constrained problem
• Insufficient time slots
• Too many pinned assignments

Solutions:

1. Relax some soft constraints
2. Remove non-essential pinned assignments
3. Add more periods or operating days
4. Reduce hard constraint strictness

Slow Performance

Grid loads slowly

Possible causes:

• Large number of periods
• Many concurrent users
• Complex schedule structure

Solutions:

1. Use filters to reduce data
2. Avoid loading multiple views simultaneously
3. Clear browser cache
4. Try during off-peak hours

Changes Not Showing

Updates not reflected

Possible causes:

• Browser caching
• Concurrent edits
• Save not completed

Solutions:

1. Refresh the page
2. Check save confirmation
3. Verify you're on correct schedule
4. Check for concurrent edit warnings

Getting help

1. Check validation messages - The system explains what's wrong
2. Review conflict details - Click conflicts for resolution suggestions
3. Consult audit log - See who changed what and when
4. Contact support - For complex scheduling issues

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Summary

The Timetable & Scheduling module provides:

[x] Reusable templates for consistent schedule structures

[x] Flexible period management with multiple period types

[x] Multi-level schedules from school-wide to individual classes

[x] Visual timetable grids with multiple view modes

[x] Automatic conflict detection and resolution guidance

[x] Teacher availability tracking integrated with scheduling

[x] AI-powered optimization for efficient timetable generation

[x] Review and approval workflow with audit trail

[x] Rotation support for complex scheduling needs

[x] Comprehensive analytics for workload and utilization

For additional assistance, contact your school administrator or the Makronexus support team.