Viewing the Updated Schedule
The calendar shows your complete school schedule with all substitutes, cancellations, and modifications applied in real-time.
Watch Video Tutorial
Watch how to view the updated schedule with substitutes applied.
Accessing the Calendar
- Click "Calendar" in the left sidebar
- You'll see today's complete schedule in Day view
- All substitute assignments, cancellations, and modifications are automatically reflected
Calendar Header Controls
Top Bar Features
- Add Event - Create calendar events (with Bulk Import option)
- Configure - Calendar settings and display preferences
- Share - Share daily schedule via email or WhatsApp (Day view only)
Navigation
- Arrow buttons - Navigate to previous/next day or month
- Date picker - Jump to a specific date
- Today button - Return to current date (appears when viewing a different date)
View Toggles
- Month / Day - Switch between month overview and detailed day view
- Faculty / Classes / Rooms - Switch entity view mode (Day view only)
Substitute Banner
In the Faculty view, a Substitute Banner appears between the header and the schedule grid. It provides quick access to:
Filter Buttons
- On Leave (red badge) - Filter to show only teachers currently on leave, with count
- Substitutes (amber badge) - Filter to show only substitute teachers, with count
- Clear - Remove active filter and show all teachers
Action Buttons
- Watch - Video tutorial on how to assign substitutes
- Auto-Assign - Open Bulk Auto-Assign to automatically assign substitutes for all absent teachers at once
- Export - Download substitute or absentee schedules (see Export section below)
Understanding the Schedule Grid
Period Blocks
Each colored block in the timeline represents a scheduled period showing:
- Subject name - Primary text
- Teacher/Class/Room name - Secondary text (depends on view mode)
- Time position - Aligned to the time axis at the top
Status Indicators
Periods are color-coded by their left border:
- Subject color (default) - Regular scheduled period
- Orange border - Substitute assignment
- Red border - Cancelled period
- Blue border - Modified period
Status Badges
When viewing a teacher's detailed schedule (click on a teacher row), each period card shows:
- "Substitute" (orange badge) - Period covered by a substitute teacher
- "Cancelled" (red badge) - Period has been cancelled with strikethrough text
- "Modified" (blue badge) - Period has been modified (room change, etc.)
View Options
Faculty View
- Rows: Teachers listed alphabetically
- Columns: Time-based timeline with period blocks
- Best for: Teacher workload, availability, and substitute overview
- Special: Hover over teacher name to see Leave and Sub action buttons
- Search: Filter teachers by name using the search box
Classes View
- Rows: Class sections
- Columns: Time-based timeline
- Best for: Class coverage overview and identifying gaps
Rooms View
- Rows: Rooms/Locations
- Columns: Time-based timeline
- Best for: Room utilization and scheduling conflicts
Teacher Detail View
Click on any teacher row in the Faculty view to open their detailed schedule:
What You See
- Full list of periods as individual cards
- Subject, class, room, and time for each period
- Substitute information (who is covering, for whom)
- Cancellation reasons for cancelled periods
- Modification notes for modified periods
Available Actions
- Leave - Mark the teacher as on leave
- Sub - Open substitute assignment view
- Cancel All - Cancel all periods for the day
- Per-period actions:
- Edit (blue) - Modify lesson details (room, subject, etc.)
- Cancel (red) - Cancel a single period or remove a substitute
- Restore (green) - Restore a cancelled period
Date Navigation
Navigate between days directly from the detail view using arrow buttons, date picker, or Today button.
Exporting Schedules
From the Substitute Banner
Click the "Export" dropdown to download schedules:
Format Options:
- PDF - Formatted printable document with calendar grid layout
- Excel - Spreadsheet with color-coded cells
Export Types:
- Substitute Schedules - Calendar view showing substitute teachers with their regular and substitute periods
- Absentee Schedules - Calendar view showing absent teachers with original slots and who is covering each period
What the Export Includes
- Teacher names in rows
- Period columns with time headers and break indicators
- Subject and class information in each cell
- "SUB" badge for substitute assignments
- Color coding: regular (blue), substitute (orange), break (gray)
- Legend and timestamp footer
Common Uses
- Staff room display - Print and post for daily reference
- Distribution to teachers - Share individual or full substitute schedules
- Administrative records - Keep PDF/Excel records of daily coverage
Sharing the Daily Schedule
Share via Email
- Click the "Share" button in the calendar header (Day view)
- Select teachers to notify:
- Changed - Auto-select only those with schedule changes
- All Staff - Select all teachers with email addresses
- Manual - Search and select individual teachers
- Click "Send Schedule" to email the daily schedule
Share via WhatsApp
- In the Share modal, click the WhatsApp icon next to any teacher
- Opens WhatsApp with a pre-formatted schedule table including periods, subjects, classes, rooms, and status
Month View
Switch to Month view for a calendar overview:
- See which days have scheduled lessons
- Click any date to jump to its Day view
- Holiday and off-day indicators shown
Real-Time Updates
The calendar updates automatically when:
- A new substitute is assigned
- A substitute is changed or removed
- A period is cancelled or restored
- A lesson is modified
- Leave is marked or removed
Changes appear after navigating back or refreshing the view.
Quick Reference
| Task | How To |
|---|---|
| View today's schedule | Click Calendar in sidebar |
| Change date | Use arrows or date picker |
| See only teachers on leave | Click "On Leave" in banner |
| See only substitute teachers | Click "Substitutes" in banner |
| View teacher detail | Click on a teacher row |
| Assign substitutes | Hover teacher → click "Sub" |
| Mark leave | Hover teacher → click "Leave" |
| Cancel a period | Teacher detail → cancel icon on period |
| Export substitute PDF/Excel | Banner → Export dropdown |
| Share via email | Calendar header → Share button |
| Bulk auto-assign | Banner → Auto-Assign button |
Complete!
You now know how to:
- Publish timetables to generate schedule slots
- Assign substitute teachers from the calendar (manually or auto-assign)
- View and export substitute records and analytics
- Check the updated schedule with all substitutes, cancellations, and modifications
Your substitute management system is fully operational!
Best Practice: Start each day by checking the Faculty view with the "On Leave" filter to see who's absent, then use Auto-Assign to quickly cover all periods. Export the substitute schedules as PDF for the staff room.