Updating Your Timetable

View and Share Timetable

View, download, and share your generated timetable.

Watch Video Tutorial

Quick Steps

1. Success Banner

• Green banner appears: "✓ 15 Scheduled"
• Click "Open Timetable" button

2. View Timetable Grid

• See complete weekly schedule
• Lessons displayed in color-coded blocks
• Time slots across top (8:00, 9:00, 10:00, etc.)
• Days down left side (Monday - Friday)
• Grades shown on far left

3. Toolbar Options

Top toolbar has multiple icons:

• 📊 Insights - View generation analysis
• 📧 Share via Email
• 📥 Download options
• 🔄 Refresh/Reload
• ⚙️ Settings
• 📤 Export

4. Share via Email

• Click Share icon (📤)
• Modal opens: "Share Timetable via Email"
• Two options:
  • With Email - Users receive PDF attachment
  • Without Email - Download and share pdf
• Search users by name or email
• Select recipients (checkboxes)
• Click "📧 Send Timetable"

5. Download/Export

• Click Download icon (📥)
• Choose format:

EXCEL EXPORT

• Grade-wise (Days in Tabs)
• Grade-wise (Grades in Tabs)
• Staff-wise (Days in Tabs)
• Staff-wise (Staff in Tabs)

PDF EXPORT

• Grade-wise (Combined)
• Grade-wise (Individual)
• Staff-wise (Combined)
• Staff-wise (Individual)

6. Click "Export Timetable"

• Downloads in selected format
• Ready to print or share

Timetable Generation Insights

View Quality Analysis:

• Click insights icon to open modal
• "Timetable Generation Insights" shows distribution analysis

Summary Cards:

• Perfectly Distributed - Count of well-balanced lessons
• Poor Distribution - Count of lessons needing attention
• Total Analyzed - Total lessons reviewed

Lessons with Poor Distribution: Shows detailed breakdown for each issue:

Grade Details:

• Grade name (e.g., "Grade 10A")
• Subject (e.g., "Maths")
• Teacher assigned (e.g., "Jane")
• Unit Length (e.g., "2 periods")
• Total Units count
• Total Periods count
• Available Days count

Distribution Analysis:

• Actual Distribution (Units per Day)
  • Table showing Mon, Tue, Wed, Thu, Fri
  • Color-coded: Yellow (1), Red (2+)
  • Shows uneven spread
• Periods per Day
  • Shows total periods scheduled each day
• Ideal Distribution
  • Suggests: "Units per day should be: 2, 1, 1, 1 across 4 available days"
  • Lists available days for scheduling
• Current Issue
  • Describes problem: "Uneven distribution of lesson units across available days"

Why This Matters:

• Identifies scheduling imbalances
• Helps improve lesson distribution
• Shows optimization opportunities
• Guides manual adjustments

Manual Editing

Drag and Drop Lessons:

• Click and hold any lesson card
• Drag to new time slot
• Release to place

Real-Time Conflict Detection:

• System checks conflicts automatically
• Shows warning if:
  • Staff already busy
  • Grade has another lesson
  • Room occupied
  • Availability restrictions violated

Conflict Resolution:

• Red warning appears instantly
• Shows what's conflicting
• Suggests available slots
• Option to swap or cancel move

Undo/Redo:

• Undo button to revert changes
• Redo button to reapply
• Easy to experiment

Unscheduled Lessons Area:

• Bottom panel for "parking" lessons
• Drag lessons here to remove from grid
• Drag back to grid when ready
• Useful for rearranging

Timetable Grid Features

Color-Coded Lessons

• Each subject has unique color
• Easy to identify at a glance
• Consistent across all views

Lesson Cards Show:

• Subject name (e.g., "Maths", "English", "Physics")
• Staff name (e.g., "Jane", "John")
• Duration indicator (e.g., "2P" for 2 periods)

Grid Layout:

• Time periods across top
• Days down the side
• Grades/Staff on left
• Empty slots visible

View Options

Toggle Views:

• Grade View - See schedules by grade
• Staff View - See schedules by staff member
• Switch between views easily

Zoom Controls:

• Zoom in for detail
• Zoom out for overview
• Fit to screen

Export Formats Explained

Excel Export:

• Editable spreadsheet format
• Good for further analysis
• Can customize layouts
• Import into other systems

PDF Export:

• Print-ready format
• Professional appearance
• Easy to distribute
• Cannot be edited

Combined vs Individual:

• Combined - All grades/staff in one file
• Individual - Separate file per grade/staff

Sharing Options

With Email (PDF Attachment):

• Recipients get PDF directly
• Snapshot of current timetable
• Changes require re-sending
• Best for final distribution

Common Actions

Check Insights:

1. Click insights icon (📊)
2. Review distribution analysis
3. See perfectly vs poorly distributed
4. Read recommendations

Move a Lesson:

1. Click and drag lesson card
2. Drop in new slot
3. System checks conflicts
4. Confirms or warns

After Export

Your timetable is ready to:

• ✅ Print and display
• ✅ Email to staff and students
• ✅ Post on school website
• ✅ Import into other systems
• ✅ Keep as backup