Timetable

The Timetable module helps you create weekly class schedules, assign teachers to periods, detect scheduling conflicts, and manage teacher substitutions.

Overview

A timetable in EduCore is built from three layers:

1. Time Slots — define the daily period structure (assembly, periods, breaks, lunch)
2. Subject-Teacher Assignments — assign which teacher teaches which subject in which class-section
3. Weekly Schedule — place subjects into time slots for each day of the week

Creating Time Slots

Time slots define the structure of a school day. They are shared across all classes in a branch.

1. Navigate to Timetable > Time Slots.
2. Click Add Time Slot.
3. Fill in the details:

4. Click Save.
5. Repeat for all periods, breaks, and assembly.

Example Day Structure

Tip: Set up time slots once at the beginning of the year. If your school has different timings for different classes (e.g., primary dismisses at 1:30 PM while secondary goes until 2:45 PM), create separate slot sets for each group.

Assigning Subjects and Teachers

Before building the weekly schedule, define who teaches what and where.

1. Navigate to Timetable > Subject Assignments.
2. Select the class and section.
3. For each subject configured for that class:
   • Select the teacher from the dropdown.
   • The teacher list shows all staff members with a “Teacher” designation.
4. Click Save Assignments.
5. Repeat for each class-section.

Tip: A teacher can be assigned to multiple class-sections for the same subject (e.g., Mr. Verma teaches Math in 5A, 5B, and 5C). The clash detection will ensure they are not double-booked.

Building the Weekly Schedule

1. Navigate to Timetable > Weekly Schedule.
2. Select the class and section.
3. A grid appears with days as rows (Monday through Saturday) and time slots as columns.
4. Click on an empty cell to assign a subject.
5. A dropdown shows available subjects (based on the class’s subject configuration).
6. Select the subject — the assigned teacher is filled in automatically.
7. The cell now shows the subject name and teacher.
8. Repeat for all periods across all days.
9. Click Save Timetable.

Auto-Fill (Optional)

EduCore can suggest a timetable layout:

1. Click Auto-Generate on the weekly schedule page.
2. The system attempts to fill the grid, distributing subjects evenly across the week.
3. It respects teacher availability (does not double-book).
4. Review the generated timetable and make manual adjustments as needed.
5. Click Save Timetable.

Tip: Auto-generate provides a starting point but may not perfectly match your school’s preferences (e.g., placing Math in the morning slots). Use it as a base and rearrange manually.

Clash Detection

EduCore automatically prevents scheduling conflicts.

What Is Checked

How Clashes Are Shown

• When you try to assign a subject to a slot that would create a clash, a warning message appears.
• The conflicting assignment is highlighted.
• The message shows: “Mr. Verma is already assigned to Class 8B Period 3 on Monday.”
• You must resolve the clash before saving.

Viewing All Clashes

1. Navigate to Timetable > Clash Report.
2. Any unresolved clashes across all class-section timetables are listed.
3. Each clash shows the teacher, the two conflicting assignments, and the time slot.

Substitution Management

flowchart TD
    A[Teacher Marked Absent] --> B[System Shows Their Periods]
    B --> C[Find Free Teachers for Each Period]
    C --> D[Admin Assigns Substitute]
    D --> E[Substitution Logged]

When a teacher is absent, a substitute needs to be assigned for their periods.

Marking a Teacher Absent

1. Navigate to Timetable > Substitutions.
2. Select the date.
3. Click Mark Teacher Absent.
4. Select the absent teacher from the list.
5. The system shows all periods assigned to that teacher on the selected date.

Assigning Substitutes

1. For each affected period, the system shows:
   • The class-section and subject
   • A list of available teachers (teachers who have a free period at that time)
2. Select a substitute teacher from the available list.
3. Repeat for each affected period.
4. Click Save Substitutions.

Viewing Substitution Details

The substitution page shows:

Tip: The system highlights periods where no substitute has been assigned yet, so the coordinator can ensure every class is covered. Teachers with free periods during the affected time are shown first.

Printing the Timetable

Class Timetable

1. Navigate to Timetable > Weekly Schedule.
2. Select the class and section.
3. Click Print Timetable.
4. A print-ready version opens showing:
   • School name and class-section header
   • Days as rows, periods as columns
   • Subject and teacher name in each cell
   • Color-coded by subject for easy reading

Teacher Timetable

1. Navigate to Timetable > Teacher Timetable.
2. Select the teacher.
3. Their weekly schedule is displayed, showing which class-section and subject they teach in each slot.
4. Free periods are clearly marked.
5. Click Print.

Master Timetable

1. Navigate to Timetable > Master View.
2. All class-section timetables are shown in a consolidated view.
3. Filter by class to see specific groups.
4. Click Print All for a complete set of timetables.

Tip: Print class timetables and post them in each classroom at the beginning of the year. Print teacher timetables and distribute them to each teacher. These are also useful during parent-teacher meetings.

Best Practices

1. Set up time slots first, then subject assignments, then the weekly schedule. This order ensures everything is ready before building the timetable.
2. Distribute subjects evenly. Avoid putting all language classes on one day and all science classes on another.
3. Schedule core subjects in the morning. Students tend to focus better in earlier periods.
4. Keep practical subjects back-to-back when possible (e.g., Science lab needs two consecutive periods).
5. Review the teacher workload. No teacher should have more than 6 consecutive periods without a break.
6. Plan for substitutions proactively. At the start of the year, identify backup teachers for each subject.