Step 1: Setting Up the Substitution System

Introduction: The Foundation of Substitutions

Before you can manage teacher substitutions effectively, TimetableMaster needs to know the official, finalized schedules for your school. This is achieved by publishing your timetables. Published timetables are considered the definitive source of truth for class and teacher assignments, and the substitution system relies entirely on this information.

Publishing Your Timetables

Once you have finalized one or more timetables (e.g., for different sections of the school, or different date ranges), you need to publish them to make them official.

1. Navigate to Timetable Management: Go to the section in TimetableMaster where you manage your created timetables.
2. Select Timetable(s) for Publication: Identify the timetable(s) you wish to make official.
3. Initiate Publishing: Look for a "Publish" button or option. This will open a confirmation modal.

Publish Timetable Modal showing options and conflict warnings

Publishing Multiple Timetables and Conflict Resolution

Our system is designed to ensure schedule integrity, especially when multiple timetables might affect the same resources (like teachers).

• Conflict Checking: When you attempt to publish multiple timetables simultaneously, or publish a new timetable that overlaps with an already published one, the system performs a conflict check.
• Teacher Conflicts: If the timetables being published share the same teacher(s), the system will verify if there are any scheduling conflicts for those teachers (e.g., a teacher assigned to two different classes at the same time across the different timetables).
• Resolution Required: If conflicts are detected, the system will prevent publication of the conflicting timetables (or the parts causing the conflict) until they are resolved. You will be shown a list or notification of the specific conflicts.
  • You'll need to go back to the timetable editor, adjust the schedules to remove the clashes, save, and then attempt to publish again.

What Happens After Publishing?

• Official Schedule: The published timetable(s) become the active, official schedule(s) for your institution within TimetableMaster.
• Substitution System Enabled: The "Teacher Substitute" features and related functionalities will now operate based on these published schedules.
• Baseline for Changes: Any teacher absences and subsequent substitute assignments will be recorded against these published periods.

Best Practices

• Finalize Before Publishing: Ensure your timetables are thoroughly reviewed and confirmed by all relevant staff before publishing.
• Publish in Advance: Publish timetables well before they are due to come into effect to allow ample time for any unforeseen issues or initial substitute planning.
• Communicate Publication: Inform relevant staff (e.g., administrators, heads of department) once timetables are published and the substitution system is active based on them.

Next Steps

With your timetables successfully published, the foundation for managing teacher absences is now in place. You are ready to learn how to assign substitutes when a teacher is unavailable.

Confirmation Checklist:

• At least one timetable is finalized.
• The timetable(s) have been successfully published via the system.
• Any conflicts during publication (if applicable) have been resolved.