1. Get started

MacOS, Windows, iOS, Linux, tablet, phone, smartphone, iPad, iPhone, Android, Chromebook

Overview

Prime Timetable is a school scheduling software designed for both automatic and manual timetabling on any device. The software is used in 100+ countries for scheduling primary or elementary, junior/middle/high or secondary schools, international schools, universities and other educational organizations (art and language schools), as well as for scheduling various events: school camps and courses.

Video tutorial: Introduction

tips, tricks, using

Video tutorials

It's recommended to watch getting started tutorials before using the app. Videos are only a couple of minutes long but packed with tons of helpful info to boost your productivity. Subscribe to our YouTube channel to watch the latest tutorials for free.

pdf

User guide is also available in PDF format.

basic,terms,glossary,dictionary

Interpret terms as best suits your organization, e.g. use grade instead of class or course instead of subject.

School
Institution designed to allow and encourage student groups to attend school activities under the supervision of teachers
Subject / Course
For instance, Math, English, Biology, but also school recess, lunch, some non-class activities like teacher meetings
Room
Place where school activity occurs, e.g. biology room, history room, but also dining room, reception hall...
Teacher / Educator / Professor / Instructor
Person who teaches, guides, instructs, trains or helps another in the process of learning knowledge
Student
Learner, or someone who attends an educational institution
Class / Grade
Group of students, e.g. "Grade 5", "Year 8", etc.
Group
Class group attending a specific activity, e.g. "English", "French" or "Italian" groups
Resource
Class, Teacher or Room
Period / Time slot
Block of time used for activities
Activity
Structured period of time where a school activity is intended to occur, e.g. lesson, prep-time, lunch, recess, etc.
Card
Visual representation of an activity, e.g. a teacher has 5 lessons of Math which equals to 5 cards
Timetable / Schedule
Table which displays cards
Unscheduled card
Card waiting to be scheduled and therefore placed outside the timetable
Pinned card
Card locked on a specific period, meaning it won't be rescheduled while improving the timetable
Timetable view
Master or individual view that displays activities, e.g. class, teacher, room master view, Grade 8 view, etc.
Timetabler
Person who creates a school timetable
Conflict / clash
Group of cards on the same position or overlapping each other
Gap / Pause / Window
Empty period between school activities
Constraint
Requirement that should be met in the final timetable, e.g. gaps should be forbidden for all classes
Time constraint
Specifying whether a particular school resource or activity is forbidden, unwanted or mandatory in a certain period
Manual timetabling
Working on timetable by manually dragging the cards
Automatic timetable generator
Algorithm that improves a school timetable based on entered data and constraints
Timetable validation
Showing errors and warnings if the timetable is not valid
School scheduling/timetabling software
Software designed to simplify and automate scheduling/timetabling process

MacOS, Windows, iOS, Linux, tablet, phone, smartphone, iPad, iPhone, Android, Chromebook

System requirements

Software requires a modern browser such as Chrome, Firefox, Edge or Safari. Go to https://primetimetable.com and create a free account or log in to start the app on any device.

Here are blog posts listing what's new in the latest releases.

Full features list is available here.

2. Account

account,trial

Free sign up

To evaluate the software you need to sign up first:

  • Click Sign up on the home page
  • Choose Free plan
  • Type your email and password and optionally provide more info about the school
  • Click Start my free month

Support team will contact you to offer help and answer any questions you might have.

login,sign in,log out,logout,sign out

Log in

To start the app you need to log in:

  • Click Log in in the header of the home page
  • Enter your email and password
  • Click Log In

After successful login, the last opened timetable will be displayed.

  • Click in the top right corner
  • Click Log out

Your session will end and home page will show up.

forget,forgot,lost,account,retrieve

Forgot password

  • Go to forgot password page
  • Type your email and click Send code
  • An email containing a code (random alphanumeric string) will be sent to you
  • Copy and paste the code from the email and enter the new password
  • Click Change password

A window will open where you can log in using the new password.

user,account

Profile

  • Click in the top right corner and then My profile
  • Set your email and password used for login, and your first and last name
  • Click Edit

renew

If your subscription is about to expire or evaluation period is over:

  • Go to plans and pricing
  • Select Basic (up to 40 teachers) or Premium plan (up to 100 teachers)
  • If you want to take advantage of special discounts, choose billing term by dragging year slider
  • If you are not logged in enter your email and password
  • Click Buy from 2Checkout

You will be redirected to 2Checkout form where you can purchase the software online. Check sales questions for more info.

  • Click in the top right corner
  • Click Purchase and then select Free plan
  • Click Add more info in "Step 2. School account"
  • Enter your school name, address, contact name, phone and other info
  • Click Continue evaluation to save changes
If there is more than one account for your school, contact us to merge them.

zip, backup

One of GDPR (General Data Protection Regulations) rights is Right to Data Portability:

  • Click in the top right corner, My profile and expand
  • Click Create archive
  • Click Download now

Created archive will be available for download within the next 24 hours and contains your school info, timetables and users.

delete,gdpr,terminate,unsubscribe,deactivate,cancel,cancellation request,suspension,termination,disposal,erase

Right to be Forgotten (one of GDPR rights) is available for the Owner who can delete a school account:

  • Click in the top right corner, My profile and
  • Click Delete school account and confirm

The whole account including timetables, users and all related school data will be deleted in the next two weeks.

3. Timetable

Create new timetable

  • Choose Open > New Timetable
  • Enter the name of the timetable and description
  • Click Ok

Open timetable

  • Click or choose Open > Open Timetable
  • Select a timetable from the list
  • Click Open

rename,example

  • Click or choose Open > Open Timetable
  • Select a timetable from the list
  • Click Rename, change name and click Ok
  • Choose Open > Open Examples
  • Select example from the list
  • Click Open

Open from file

To open timetable from previously saved file on the disc:

  • Choose Open > Open from File
  • Click Choose File to locate the file on your disc
  • Click Open

The app will convert older timetable formats and import other recognized file formats.

Save changes

  • Click to save changes

All changes will be synchronized and merged across any device you or your colleagues might be using.

Create a copy of timetable

copy timetable,make copy,copy schedule

  • Choose Save as > Copy of Timetable
  • Enter the name of the timetable and description
  • Click Ok

Delete/restore timetable

  • Click
  • Select a timetable from the list
  • Click Delete

restore,recover,undelete,undone,backup

If you delete a timetable by accident, it is possible to restore it. Please contact us for more info.

Merge timetables

  • Open base timetable
  • Choose Open > Merge timetables
  • Select timetable that you want to merge with the base timetable and click Merge

If there is already a day, subject, room, teacher, class, group or view with the same name in the base timetable, it will be used as it is; otherwise, it will be added. Periods are going to be merged based on entered start and end times. Activities, clips and marks from selected timetable will be added to the base timetable.

Merge enables working on separate timetables which can be merged later, useful in the following cases:

  • separate timetable for lower and upper schools; merge to find any conflicts for shared teachers and rooms
  • separate timetable for morning and afternoon shifts; merge to create all-in-one timetable
  • work on n-week timetables separately; merge to create the final e.g. month timetable
  • any other case with too many days/periods, e.g. too many 5 or 10 minutes periods, where you would want to split a large timetable into several smaller once and later merge them

There is also another option to work with all-in-one timetable and that is to create specific views for lower/upper school, morning/afternoon shifts and similar.

4. Import

Import resources

Data can be imported from other software using copy/paste:

  • Open Excel/Word, Sheets/Docs, Notepad or similar app where you have a list of resources
  • Make a selection of resources you want to import, right mouse click selection and choose Copy
  • Choose Import > Days, Periods, Subjects, Rooms, Teachers or Classes
  • Right mouse click on the text field and choose Paste
  • Click Import

Video tutorial: How to import data

In import Sheets document each sheet shows an example of importing days, periods, subjects, rooms, teachers, classes/groups, students and activities. Items should be on separate lines or rows and short names should be in the separate columns or separated by TAB character. A resource with an existing name is not going to be imported.

  • Click the desired day in the view to select it
  • Follow instruction for importing days in the import document
  • Confirm merging or cancel it to do importing instead

Imported days will be inserted at the last selected position or existing day names and short names will be merged with imported ones.

Similarly, imported periods will be properly inserted/merged based on period intervals.

Import activities

The whole timetable can be imported in a single copy/paste action by following the example in the "Activities" sheet and video tutorial How to import data. Resources with non-existing names will be added while importing. Comma can be used as a delimiter when there are more teachers, classes/groups or rooms.

Subject Teacher(s) Class(es) Group(s) Count Length Desired room(s) Alternative room(s)
Math Roberta 7A 3 1 Room 1 Room 2, Room 3
English {Eng} Maya,Dan 8A, 7A G1, G2 1 2 Room 4 Room 1, Room 2

Columns when importing activities

The short name is autogenerated based on imported name. Otherwise, you can specify it the first time that item appears, e.g. "English {Eng}" will add a new subject called "English" and a short name will be set to "Eng".

  • Choose Import > Activities
  • Paste your data
  • Hold CtrlCmd key while clicking Import

Resources with non-existing short names (codes) will be added while importing.

5. Data

Basics

Resources are displayed in grids allowing you to manage data efficiently.

order,move up,move down,alphabetic,ascending,descending

In order to add a new item in the grid click Add. The item will be added after the last selected item in the grid.

For instance, in order to add a teacher:

  • Choose Manage > Teachers and click Add
  • Type name, short name and other details
  • Click Add

Click Edit to edit previously selected item in the grid. Click Copy to create a copy of the existing item. The copy can be modified independently without affecting the source item.

There are several ways to select item in the grid:

  • Click desired row
  • Start typing first letters of desired name
  • Use the following keys to navigate and select: PgUp PgDn Home End

Click the desired column name to sort data. For instance, in order to sort teachers by their names:

  • Choose Manage > Teachers
  • Click Name column in the grid header
  • Click it once again to sort in the reverse order
  • Hold down CtrlCmd key and click the desired rows
  • Click the first row, hold down Shift key, and then click the last row to select a consecutive group of items
  • Hold down CtrlCmd key and press A to select all items in the grid

Selected items can be deleted or reordered using arrows in the bottom right corner of the grid.

  • Select item(s) in the grid
  • Use up and down arrows in the bottom right corner of the grid
  • Select item(s) in the grid
  • Click Delete

The app warns when deleting affects related data, e.g. when a teacher is deleted, all related activities are deleted as well. Therefore, it's recommended to delete/change related data prior to deleting a resource. Keep in mind that if you made a mistake, you can always undo.

change,info,timetable

Timetable info

Click timetable name or choose Open > Timetable Info to change:

  • Timetable name
  • Timetable description
  • School name
  • School year, e.g. "2020/2021"

School name and school year are displayed on the published page and while printing.

Expand to customize timetable to match your school branding and to find out unique timetable identifier.

rotated,rotation,day A,day B,cycle,rotating,6 day,5 day,two-week

Days

  • Choose Manage > Days or click day name in the view

Set the number of days in the timetable cycle by selecting a desired value in the combo above the displayed grid. For instance, set 5 days for 1-week, or set 6 days if you are scheduling Saturdays, or set 10 days for 2-week timetable and so on. Another option is to create a separate timetable for each week or month and later merge them into one. You can also set only one or two days, e.g. "Day A" and "Day B" for rotating schedules. Each day has name and short name.

  • Use horizontal zoom to focus on specific day(s) or
  • Separate timetable into smaller once and later merge them into all-in-one timetable
  • Create a view where some days/periods are excluded
  • Right mouse click day name in the view and choose Copy
  • Right mouse click target day and choose Paste

Check copying cards for more info.

One way is to reorder and then rename days:

  • Choose Manage > Days
  • Use arrows in the bottom right corner of the grid to reorder days and related cards will follow
  • When you are finished reordering, select reordered days and click Edit to rename them

The other way is to add temporary day so that you can switch cards:

  • Choose Manage > Days and click Add to create a new day
  • In the view, click the first day name while holding CtrlCmd key to select all cards on the first day
  • Drag cards to newly created day
  • Click the second day name while holding CtrlCmd key to select all cards on the second day
  • Drag cards to the first day
  • Click newly created day name while holding CtrlCmd key
  • Drag cards to the second day
  • In the view click the newly created day and then click Delete to delete temporarily created day

Yes, you can rename a day to e.g. "9/5/2020" instead of "Monday". Also you can import/merge all days.

Instead of creating all-in-one timetable it might be more practical to create one timetable for each month/week and then create a copy to modify it for the next month/week.

There are two ways to create a two-week timetable. For majority of cases it is perfectly fine to create one timetable and set 10 days for the number of days in the timetable cycle. For instance, you can copy activities from one day to another, you can create subjects called "Math Week 1" and "Math Week 2", add related activities and use the red marker to forbid time slots for these subjects in the non-related weeks and you can make any manual adjustments for specific days.

The other option is to create two separate weekly timetables and optionally merge them later. For example, let's assume that 4 days in a week have exactly the same timetable and there are some differences only on Friday. In this scenario we have two types of activities:

  • (A) Activities that are held the same number of times in both weeks
  • (B) Activities that are held over one week but not the other.

All other variations boil down to these (A) and (B) types. For instance, there could be an activity occurring 1.5 times per week, which means there are two activities in the first week and one in the second. In that case one activity is type (A) and the other (0.5) is type (B).

Here is the procedure of scheduling such two-week timetables:

  1. Create a new timetable with 5 days
  2. Add all type (A) activities using 'Owl > Manage > Activities > Add'
  3. Forbid Friday using the red marker: pick the red marker and click the Friday
  4. Generate the timetable using play icon
  5. Pin all cards: pick the pin and click in the top right corner of the timetable
  6. Pick the red marker and click in the top right corner to forbid all time slots, then click Friday to free time slots only on that day
  7. Save two copies of this timetable: 'Week 1' and 'Week 2' by choosing 'Owl > Save As > Copy of Timetable'
  8. For each timetable add type (B) activities and generate the timetable again.

Of course, there are many more variations but the procedure is similar.

Periods

time slot,time,times,bell

  • Choose Manage > Periods or click period name in the view

Set the number of periods in a day by selecting a desired value in the combo above the displayed grid. In case you are scheduling breaks, lunch, after school activities or similar, increase the number accordingly. For each period set start/end time (use 24-hour clock) and optionally name.

Choose Help > Options > Period format to adjust how periods will be displayed in the view, e.g. 12 or 24-hour clock or use names instead.

  • Set the maximum number of periods and then use Forbidden position marker to forbid positions that are not allowed.

In case lower and higher grades have different period intervals:

  • The recommended approach is to find the least common denominator. For instance, if some activities last 45 minutes while others are 15 minutes, add periods with 15-minute intervals and while adding activities choose Triple length for 45-minute activities and Single length for 15-minute activities.
  • Otherwise, consider creating a separate timetable for each school (and optionally merge them later), or
  • Use custom periods or
  • Add all kinds of periods and then create separate views for lower and higher grades with adequate periods excluded, use the red marker to forbid periods for specific grades
  • Multi-select all periods except one and click Delete
  • Click Edit and set start time to e.g. 08:00 and end time to 08:15
  • From the list above periods grid select the number of periods you need

Custom periods

Period intervals might vary across classes, e.g. when scheduling both lower and higher grades in one timetable. If you don't want to work with a load of 15, 10 or even 5 minute period intervals to accomodate for differences you might consider using custom periods. In order to add a custom period:

  • Choose Manage > Periods and select a default period to link a custom interval with and then click Add
  • Set start/end time and expand to choose class, subject, room or teacher custom period
  • Select 'Drag related cards to specified interval' action
  • Choose resources/days that custom interval applies to and click Add

Video tutorial: How to use custom periods

When custom period(s) are added, related cards will be resized and repositioned based on the specified custom interval and its default period. Choose Help > Options > Period format > 12-hour or 24-hour clock to display the custom interval in the desired format.

When you drag a card, the card's shadow changes its length and position according to default and custom periods below. Thus, you will know exactly where to drop the card. Also, filters will appear above the periods grid if a timetable has custom periods. Choose a specific resource/day to filter custom periods.

It's easiest to just replace default periods with custom periods only in specified classes and their related individual views:

  • Choose Manage > Periods and select a default period to link a custom interval with and then click Add
  • Set start/end time, expand , and choose class custom period
  • Select 'Show custom period instead of default in the related individual views' action
  • Choose classes that custom interval applies to and click Add

For instance, the first period in Grade 6A starts at 08:25, whereas the first period in Grade 12 IB starts at 08:15 in the same timetable.

Notifications "understand" only default periods, so if you place two or more cards on custom periods which are linked to the same default period, these cards will be listed as conflicts. Pin such cards to resolve conflicts. Also, pin "custom" cards if you don't want them to be moved by the generator.

  • Select custom period(s)
  • Use up and down arrows in the bottom right corner of the grid
  • Set custom period name in the following format: "!9:15-9:45" (without quotes)

Subjects

course,courses,edit subject,edit course

  • Choose Manage > Subjects

For each subject you need to specify name (e.g. "Math"), short name (e.g. "Ma"), color and optionally tags, notes and other properties.

If you want to forbid positions only for a specific subject and class, create a new "combined" subject e.g. "7A Math" and then switch to the subject master view and forbid positions for this subject. After that you will want to use the newly created subject when adding/editing related activities.

Difficulty can be set to Low, Medium or High and the generator will try to avoid scheduling too many difficult or too many easy subjects per day. Otherwise, notifications will show adequate warnings.

Set difficulty to Low for each subject if you want to ignore all related notifications, e.g.:

  • Choose Manage > Subjects, select subject and click Edit
  • Expand and set difficulty to Low
  • Click Copy to and then Select all
  • Click Ok and then Edit
  • Choose Manage > Subjects, select subject and click Edit
  • Expand and set constraints to desired values
  • Optionally, click Copy to to copy day off constraints to other subjects
  • Click Edit

If Taught more than once per day is unchecked, placing two or more subject cards a day for one class will be reported as an error, for instance, 2 cards of English on Monday for 5A class will show an error. If there are 10 English cards for 5A in 1-week timetable, errors are not going to be displayed, because there are more cards than days in a cycle and it's impossible to fix these errors. Otherwise, if this option is checked, placing a subject's card more than once in a day will never be reported as an error.

If Insert day off if taught 2 times per cycle is checked, that subject will not be scheduled on subsequent days, e.g. having that subject on Monday and Tuesday will show an error notification.

In case that Insert day off if taught 3 times per cycle is checked, having subject on Monday, Tuesday and Wednesday will cause error notification for a specific class, whereas Monday, Tuesday, Thursday will be valid.

If you need to add English activities that include different grades then you can add only one subject called "English" or create combined subject, e.g. "English 5 + 6".

classroom,classrooms

Rooms

  • Choose Manage > Rooms

For each room you need to specify name (e.g. "Physics lab", "Bio lab", "Playground", "Meeting room", etc.), short name, color and optionally tags, notes, capacity, building name and other properties.

Room capacity represents the maximum student seat number and can be used for optimizing room usage for students.

  • Choose Manage > Rooms, select room and click Edit
  • Expand and set capacity to desired value
  • Optionally, click Copy to to copy capacity to other rooms
  • Click Edit

Rooms can be filtered based on desired capacity, e.g. when adding activities.

  • Choose Manage > Rooms, select room and click Edit
  • Expand and set building name
  • Optionally, click Copy to to copy building name to other rooms
  • Click Edit

Rooms can be filtered based on desired building name, e.g. when adding activities. Additionally, teacher moves between buildings can be optimized by setting related teacher constraints.

staff,educator,professor,part time

Teachers

  • Choose Manage > Teachers

For each teacher you need to specify name, short name, color and optionally tags, notes and constraints related to teacher's positions, load, gaps and moves.

  • Choose Manage > Teachers, select teacher and click Edit
  • Expand
  • Set Maximum activities in a row to desired value
  • Optionally, click Copy to to copy gaps constraints to other teachers
  • Click Edit

Maximum activities in a row assures that the teacher doesn't have more than specified number of subsequent activities.

  • Choose Manage > Teachers, select teacher and click Edit
  • Expand
  • Set Maximum gaps per cycle/day and Minimum activities to allow gaps to desired values
  • Optionally, click Copy to to copy gaps constraints to other teachers
  • Click Edit

Maximum gaps per cycle/day can minimize the number of teacher gaps (pauses/windows) per cycle/day.

Minimum activities to allow gaps assures the teacher has a specified number of subsequent activities before gaps (pauses/windows) are allowed.

  • Choose Manage > Teachers, select teacher and click Edit
  • Expand
  • Set Maximum deviation from average daily load and Minimum and maximum activities per day to desired values
  • Optionally, click Copy to to copy load constraints to other teachers
  • Click Edit

Maximum deviation from average daily load is used to evenly distribute teacher's activities across the cycle. For instance, let's say a teacher has a 5-day cycle with total of 20 activities. Average daily load is 20 / 5 = 4. If the value is set to 1 that means that allowed daily load can be 3, 4 or 5 activities, while 2 or 6 activities in a day will be reported as an error because the deviation is greater than 1.

Minimum and maximum activities per day is used to make sure the teacher doesn't have too few or too many activities per day.

  • Choose Manage > Teachers, select teacher and click Edit
  • Expand
  • Set Maximum moves between buildings to desired value
  • Optionally, click Copy to to copy building constraints to other teachers
  • Click Edit

Maximum moves between buildings reduces unnecessary teacher moves. The constraint requires Building name set for related rooms. Teacher moves after gaps are ignored by default or optionally counted.

grade,grades

Classes

  • Choose Manage > Classes

For each class you need to specify name (e.g. "7A", "Grade 8", "Year 9"), short name, color and optionally tags, notes and constraints related to positions, load and gaps. When a new class is added, the following set of groups are created: Boys and Girls and Group 1 and Group 2.

  • Choose Manage > Classes, select a class and click Edit
  • Expand and set gap constraints
  • Optionally, click Copy to to copy gap settings to other classes
  • Click Edit

When Start on 1st period is checked, the class activities starts from the first period. Otherwise, gap will be reported as an error.

When Forbid gaps is checked, the class will have no gaps (pauses/windows), meaning there will be no empty periods between activities. Otherwise, each gap will be reported as an error.

When Groups finish at the same time is checked, each group will finish activities at the same time. Otherwise, missing group(s) will be reported as an error.

  • Choose Manage > Classes, select a class you want to optimize and click Edit
  • Expand and set desired value for Allowed difference between maximum and minimum daily activities
  • Optionally, click Copy to to copy load settings to other classes
  • Click Edit

Allowed difference between maximum and minimum daily activities assures that the class has nearly the same or equal number of activities per day. For instance, if the value is set to 1 and class has 4 activities on Monday and 6 on Tuesday, this difference of 2 activities between days will be reported as an error as it is greater than the set value (1).

groups,division,divisions

Groups

A class can be divided into one or more sets of groups:

  • Choose Manage > Classes
  • Select a class on the list
  • Click Groups
Manage group sets and groups

Manage group sets and groups for Grade 12 IB in United States International example

A window with group sets for the selected class is displayed. Add will add a new group set with 2 predefined groups and Edit opens a window to manage groups for the selected group set. For each group you can specify name and short name.

Let's say that two or more classes have the same or similar group sets. Instead of adding group sets for each class you can simply add them once and then copy to other classes:

  • Choose Manage > Classes, select desired class and click Groups
  • Select group set(s) and click Copy
  • Select classes you want to copy group set(s) to
  • Click Ok

In Example 3 5-A class is divided into French and German groups, and related cards are clipped so they will always be scheduled on the same position. In Egypt example 11A class is divided into Art, Cooking and Music groups. Also, Grade 12 IB in United States International example have lots of groups.

Students

learner,pupil,junior,scholar,add student

  • Choose Manage > Classes
  • Select a class on the list
  • Click Students

Each student has name, short name and groups it belongs to. By adding activities for groups, students belonging to these groups will be assigned to these activities as well.

Students can be imported, sorted, reordered, printed and you can view their statistics.

Individual class view can be filtered by specific student and the browser's URL is updated accordingly, so each student gets a link to their timetable.

Also, while publishing timetable you can get the links to all student timetables.

Alternatively, students can be managed as classes or groups. For instance, students are managed as classes in English College Example as there are fewer students.

lesson,lessons,activities,section,assignment,assign,allocate,allocation

Activities

Choose Manage > Activities to manage and filter activities or view statistics. When adding, editing or copying activities the following information can be specified:

  • Teacher(s)
  • Subject
  • Class(es) and/or group(s)
  • Number of activities per cycle represents the total number of recurring activities in one cycle (5 days for 1-week, 10 days for 2-week schedule, etc.), for instance, a class can have 5 English lessons in a cycle
  • Activity length can be Single, Double, Triple and so on depending on default period interval, for instance, if default period interval is 30 minutes and activity lasts 1 hour, length should be set to Double
  • Desired and alternative room(s)

More... buttons allow you to add activities with more teachers, classes, groups and rooms. For instance, more teachers are needed for teacher meeting and more classes are needed for lunch.

By adding activities you are creating cards in the related views that you can freely drag to the desired time slot or let the generator create the schedule for you.

You can import activities via Excel/Sheets. Alternatively, add activities for one class and then copy and edit cards for other related classes or leave the desired room empty and assign teachers to their homeroom later.

With a couple of adds you can add any combination of activities and their length. Let's say Math teacher John has 4 Single and 2 Double activities in Grade 5:

  • Choose Manage > Activities > Add
  • Select Math, teacher John, Grade 5, 4 times per cycle, Single length and click Add
  • Click Add to add another activity
  • Again, select Math, teacher John, Grade 5, but this time choose 2 times per cycle and Double length and click Add

The majority of activities require only one desired room. If the desired room is unavailable, the generator will try to allocate the activity in alternative rooms.

Otherwise, click More... to add more desired rooms, e.g. Physical education might require Sports Hall and Gym.

Click "Total: " above the activities grid to switch between full and short names.

recess,snack,break,cafeteria

Lunch

In order to manage lunch, snack, recess, break or similar, add a new period e.g. "Lunch" and place pinned cards there or forbid the whole period.

Lunch as pinned cards

Kindergarten through 5th grade example shows lunch as pinned cards

Lunch as forbidden positions

United States International example shows lunch as forbidden periods

meetings

Teacher meeting

There are two common ways to manage meetings: add one activity for several teachers or add meeting activity for each teacher separately and then clip related cards.

  • Add "Teacher meeting" as a subject
  • Add new activity
    • Set Teacher meeting as a subject
    • Assign related teachers by clicking More...
    • Leave classes/groups empty
    • Optionally add desired room
  • Switch to teacher master view and drag meeting cards to desired position and optionally pin them
  • Add teacher meeting as a new activity for each teacher separately
  • Switch to teacher master view and drag meeting cards to desired position
  • Clip related meeting cards so they are scheduled/dragged together

Tags

Tags are used to quickly filter specific teachers, rooms, classes or subjects, e.g. when assigning an activity, copying constraints to specific resources or creating a view. Multiple tags should be separated with comma, e.g. "lab, 1st floor".

  • Choose Manage > Teachers, select the desired teacher in the grid and click Edit
  • Expand
  • Set tags as e.g. "Eng, Upper school" (without quotes)
  • Optionally, click Copy to to assign the same tags for other teachers
  • Click Edit

Now you can filter English teachers or select Upper school teachers when adding English activity or upper school assembly.

  • Choose Manage > Rooms, select the desired room in the grid and click Edit
  • Expand
  • Set tags as e.g. "lab, 1st floor" (without quotes)
  • Optionally, click Copy to to assign the same tags for other rooms
  • Optionally, set Capacity and Building name
  • Click Edit

Now you can filter rooms by tags, capacity or building name when adding activities.

History

The state(s) of timetables can be controlled by using the Undo/Redo commands and the History panel. To undo the latest action click . To redo the latest undone action click . To display or hide the History panel click .

Use History panel to jump to any recent state of the timetable created during the current working session. Each time you apply a change to timetable, the new state is added to the panel. For example, if you drag a card, draw constraints, improve timetable, each of those states is listed separately in the panel. When you select one of the states, the timetable reverts to how it was when that change was first applied. You can then work from that state. Once you reopen or save the document, all states from the working session are cleared from the panel. If needed, History panel can be resized and dragged elsewhere.

Timetabling history

Use History panel to undo/redo several actions at once

Any action that causes a change to data will be listed in the History panel. Instantly saved actions, such as publishing timetable, changing school name and choosing a different skin will not be listed.

The oldest state is displayed at the top of the list, while the most recent one is at the bottom. When you select a state, the states below it are dimmed. That way you can see which changes will be discarded if you continue working from the selected state.

History remembers the previous 100 states. Adjust the number in the options.

report,reports,track,tracking,hours

Statistics

  • Choose Manage > Activities
  • Total number of resources, activities and hours is displayed above the activities grid
  • Click the class icon above the grid to cycle through classes, teachers, rooms and subjects statistics
  • Open class combo to filter activities by specific class and group/student and see their total activities count and total hours
  • Click the class icon above activities grid to filter activities by teacher
  • Select a teacher from the combo to filter their activities and see the total activities count and total working hours

Teacher's activities can be filtered by specific subject in case they teach two or more subjects.

  • Choose Manage > Activities
  • Set desired filter above the grid
  • Click TXT icon to export report in tab separated values file
  • Open file with spreadsheet app to customize and print, alternatively copy/paste the content of file into spreadsheet app

Based on selected filters you can export statistics for classes, teachers, rooms or subjects, as well as individual class, group, student, teacher, room or subject statistics. Individual statistics provide more details, e.g. if a teacher teaches two or more subjects, the statistics will be displayed for each subject separately. If some activities are not scheduled, total hours will be approximated based on the average period length.

Hold down CtrlCmd key when no filter is selected and click TXT icon to export all individual statistics in one file.

7. Views

Timetable views

Each view consists of:

  • View type icon
  • Timetable with related cards and
  • Area with unscheduled cards

The view type icon is placed in the top left corner, below the owl, and opens the view picker. The timetable displays cards for the currently selected view. Timetable width can be adjusted by dragging the vertical splitter which divides scheduled from unscheduled cards.

Views are highly interactive, for instance:

  • When you select a card in one view, the app will select and scroll to that card in any opened view and the selected card will blink so you can easily spot it. You can also select more cards at once to perform bulk actions.
  • Any change in one view, e.g. dragging a card or improving the timetable, instantly updates all other views and notifications
  • Markers, pin and sponge can be used in any view
  • The shadow of the dragged card appears in all extra views helping you avoid conflicts
  • The details of the last selected or mouse overed card are displayed in the bottom left corner
  • Use horizontal and vertical scrollbar to navigate across larger or zoomed in timetables
  • As you move the mouse cursor over the timetable, the related day, period and resource names will be shaded to show you the exact position
  • Right mouse click any card or day/period/resource name to open the context menu with more options
  • When the view is changed, the browser's URL is updated accordingly, so you can share URL of a specific master/individual view and Back/Forward buttons can be used to switch to previously opened views

Master views

By default, there are 4 predefined views showing classes, teachers, rooms and subjects but you can also add your own views. Each master view displays the list of related resources in the first column along with cards in the respective rows. Unscheduled cards are grouped by subject and placed outside of the timetable in the same row where the resource is.

Open the view picker and choose , , or to switch to the related master view.

Individual views

In order to switch to individual class, teacher, room or subject view, click the first column (resource name) in the related master view. Individual class view can be filtered by specific student or group(s) (if you have added them). Click student or group to view their individual timetable and click again to remove the filter.

Filtering class view to get individual student timetable

Filtering 6A view to get individual student timetable for Donna Gordon

When the view is changed, the browser's URL is updated accordingly, so you can share a specific student/class/teacher's URL to others provided they have access or the timetable is published online.

Extra views

Extra views can help avoid conflicts, as they provide additional master and individual views all in one screen. Moreover, there is no need to constantly switch between the views, as you get a clear overview of the whole timetable. The shadow of the dragged card appears in all opened views, so you can avoid conflicts while manually dragging the card.

To show or hide extra view:

  • Click any card so that card details are displayed in the bottom left corner
  • Click the class, teacher, room or subject icon in the card details

Video tutorial: How to use extra views

  • Click in the top right corner of the docked extra view

Floated extra view can be freely dragged and resized.

The height of the main and extra views can be adjusted by dragging the horizontal splitters up and down.

custom view

Manage views

In order to create your own view, e.g. to display 5th graders or English teachers only:

  • Choose from the view picker and click Add
  • Type name and short name
  • Choose view type: classes, teachers, rooms or subjects
  • Select resources you want displayed
  • Optionally exclude days/periods and click Add

Now you can schedule, publish, export, customize or print created view.

Video tutorial: How to manage views

  • Choose the desired icon in the view picker

The icon contains the first 3 letters of its short name. For instance:

  • Choose from the view picker
  • Use up/down arrows to reorder views
  • Select view and click Edit
  • Change visibility
  • Click Edit

Hidden on the web means that the view won't be displayed on the published page. For instance, subjects view is often used to mark forbidden positions for difficult subjects, etc. However, it's of no interest to others and therefore can be hidden on the published page. Hidden in the app is the opposite option.

If a view is not needed, e.g. rooms are not scheduled, you can simply hide rooms view by setting its Visibility to Hidden.

Zoom

  • Click in the bottom right corner
  • Use vertical slider to adjust row height (master and individual views are adjusted separately)
  • Use horizontal slider to adjust column width which helps when there are lots of days and periods

Note that row height is also preserved while printing.

Browser also comes with built-in zoom:

  • Hold CtrlCmd and press + or - to zoom in or zoom out
  • Hold CtrlCmd and press 0 to reset zoom to default value

8. Cards

Drag and drop

move,change,move card

  • Select card by clicking it with the left mouse button
  • While keeping the left mouse button pressed, drag card to a new position
  • Drop card by releasing the left mouse button

On touch devices use a finger to drag cards.

Two or more cards on the same position will be slightly rotated and a conflict notification will appear. Clicking a card below will bring it on top. There are many ways to resolve conflicts:

Cards can only be dragged horizontally across the class, teacher and subject master views to prevent changing the resource by mistake. Room master view allows dragging cards vertically to change scheduled, desired or alternative room. In individual views cards can also be dragged both ways because that affects only day/period.

Note that card can be dragged to a non desired/alternative room. However, this will change the desired/alternative room for that activity and potentially scheduled room for other related cards. Similarly, if you change desired/alternative rooms while editing an activity, all related cards will be updated, too. If this behavior is not desired and you want to freely drag cards in the room master view without affecting related cards, add all rooms as alternative rooms for that activity.

status, status bar, card info

Card details

The details of the last selected card (or the currently mouse overed card if there is no selection) are displayed in the bottom left corner. Icons show/hide related extra views. The text selects a resource in the related grid. Click to edit activity represented by the selected card.

Card details

Showing details of the last selected card: subject, teachers, classes and scheduled + [desired] + (alternative) rooms

Select multiple cards

Select multiple cards in order to perform actions on more than one card. For instance, drag and drop cards, or edit multiple cards, clip, copy, pin/unpin, merge/split, etc. via card's context menu. There are many ways to select multiple cards:

  • Click and drag the cursor across timetable. A rectangular marquee will appear, with one corner where you started dragging and the opposite corner where you stopped and all cards inside the marquee will be selected.
  • Hold CtrlCmd while clicking cards to add or remove cards from the selection
  • Hold CtrlCmd while clicking day, period or resource name to (de)select the whole day, period or resource cards
  • Hold Shift while you click the last card that you want to include in the new selection. The rectangular range between the active card and the card that you click becomes the new selection.
Selecting multiple cards by surrounding desired cards with the mouse

Selecting multiple cards using rectangular marquee

  • Hold CtrlCmd and click the top right corner of the timetable

If there are no unscheduled cards then all scheduled cards will be selected. Otherwise, all unscheduled cards are selected.

This can be useful if you want to pin, delete or edit all (un)scheduled cards in which case you need to right mouse click any selected card and choose desired option from the context menu. For instance, pinned unscheduled cards are ignored by the generator.

Edit cards

change,change cards,teaching

  • Select one or multiple cards
  • Right mouse click any selected card and choose Edit cards
  • Change subject, teacher(s), class(es)/group(s), length, desired or alternative rooms
  • Click Edit

substitute,substitution,absence

  • Switch to teacher master view and hold CtrlCmd while clicking teacher name to select all teacher's cards
  • Right mouse click any selected card and choose Edit cards
  • Choose different teacher
  • Click Edit

homeroom,home room

  • Switch to teacher master view and hold CtrlCmd while clicking teacher name to select all teacher's cards
  • Right mouse click any selected card and choose Edit cards
  • Choose desired room
  • Click Edit
  • Select one or multiple cards where teacher assistant(s) are needed
  • Right mouse click any selected card and choose Edit cards
  • Click More... next to selected teachers ( note that current selected teachers are displayed as "Current")
  • Select teacher assistant(s), click Ok and then Edit

repeat

Copy/paste cards

Cards can be copied from one resource/day/period to another:

  • Select one or multiple cards
  • Right mouse click any selected card/day/period and choose Copy
  • Right mouse click resource name, desired day or period
  • Choose Paste from the context menu
Copy/paste cards

Right mouse click day to open context menu

clear,remove,delete

Clear/delete cards

  • Click the and then click card, day, period or resource name, or
  • Right mouse click any card, day, period or resource name and choose Clear from the context menu

Cleared cards will be placed outside the timetable, along with other unscheduled cards.

  • Click the and then click the top right corner, or
  • Hold Shift key while clicking the sponge tool
  • Right mouse click unscheduled card(s) and choose Delete from the context menu or
  • Select one or multiple unscheduled cards and then press CtrlCmd + Backspace or
  • Choose Manage > Activities and click Delete

Merge/split cards

Merge allows combining two or more cards into one, thus avoiding conflicts:

  • Right mouse click any conflicted/rotated card to open the context menu
  • Choose Merge

Two or more cards can be merged into one if they are on the same position, have the same subject, length and (scheduled, desired and alternative) rooms, but different teacher(s) and/or class(es)/group(s).

Video tutorial: How to merge cards

Split is the opposite of merge as it creates more cards out of the one when there is more than one group or teacher. For instance, if card has 2 teachers and 3 groups, 6 new cards will be created after split all with only one teacher and one group. In order to split card:

  • Select card(s) which have more than one teacher or group
  • Right mouse click selected card(s) to open context menu
  • Choose Split

Customize cards

change text,template,style,custom text,edit card text,change card text,change card name,edit card name,rename card,card text,change text

To change the text, background color and border in any master or individual view:

  • Right mouse click the card and choose Customize from the context menu or
  • Choose Print > Customize Cards

The opened customization panel shows the related card enlarged. Changing the text, background color or border will update cards in the related view.

Video tutorial: How to customize cards

The text inside the cards can be any combination of class, teacher, room or subject names, their short names or even custom text. Selecting the text options from the list will add the related text to the cards, while clicking a row in the enlarged card will remove it.

Background card color can be picked from the current class, teacher, room or subject, or you can choose no background color.

Card border can be set to: round, square, round (no border) and square (no border).

  • Right mouse click the selected card and choose Customize
  • Choose Set custom text option from the list
  • Enter text that will be displayed in individual views
  • Enter short text that will be displayed in master views

If you change your mind, click Use default to remove custom text.

Master and individual are customized independently, e.g. you might want to choose short names for the master view and full names for individual views. For instance, if you want to add room short names to all cards in the teacher master view and room names to all cards in the teacher's individual timetables:

  • Switch to teacher master view
  • Right mouse click any card, choose Customize and add room short name
  • Switch to any teacher individual view
  • Right mouse click any card, choose Customize and add room name to all individual teacher timetables

In a similar way, you can customize any other master/individual view. Also, you can create your own view and customize it independently, otherwise, styles are inherited from the related predefined master/individual view.

All customization changes are preserved when you create a copy of timetable. Also, creating a new timetable will copy the customization from the previously opened one.

9. Constraints

time request,block,forbid,restrict,availability,not allowed,time off,part-time teacher

Markers

Marker draws or erases forbidden, unwanted or mandatory positions for classes, teachers, rooms and subjects. When a marker is selected, previously drawn marks will color (red, yellow and blue) while the cards fade away. To draw or erase marks click on any position in the timetable view or any day/period/resource with a selected marker. To drop the marker press Esc or click outside of the timetable.

Markers can be used in any master, individual or extra view and notifications will be updated upon any change.
Specifying constraints with markers

Forbidden (red minus), unwanted (yellow exclamation mark) and mandatory (blue plus) marks in the teacher master view

  • Pick the eraser Eraser marker to erase already drawn marks
  • Mouse over the first column in the timetable while using the marker for forbidden, unwanted or mandatory positions
  • Click Copy to
  • Select resources and click Ok

block,forbid,time off,time request,break

Red marker

In order to draw forbidden positions for specific resources:

  • Switch to the desired view
  • Pick the red marker Forbidden position marker to draw/erase minus signs

For instance, you can specify when a part-time teacher is not available, avoid students having the last period on Friday, forbid already booked room position or avoid having difficult subjects on the last period.

Video tutorial: How to draw forbidden positions

Yellow marker

Drawing unwated positions is used to avoid or completely miss certain positions for specific subject or resource:

  • Switch to the desired view and pick the yellow marker Unwanted position marker to draw/erase unwanted positions which are displayed as yellow exclamation marks
  • Mouse over the first column (resource name) to open unwanted settings
  • Set allowed number of unwanted activities per week/day
If allowed number of unwanted activities per week/day is set to Arbitrary which is a default value, unwanted positions will be completely ignored by the generator.
  • Choose Open > Open Examples and open Example 3 where all classes have 2 lessons of Physics per week
  • Switch to the subject master view and pick the yellow marker
  • Note that there are 5 drawn unwanted marks displayed as exclamation marks for Physics at the end of every day
  • Mouse over Physics subject to note that Allowed number of unwanted activities per week is set to 1

This means that only one lesson of Physics per class is allowed at the last period. Otherwise, there will be a warning when clicking the bell icon and the automatic generator will try to fix this constraint for you.

Blue marker

Drawing mandatory positions is used to favor or mandate certain positions for specific subject or resource:

  • Switch to the desired view and pick the blue marker Mandatory position marker to draw/erase mandatory positions which are displayed as blue plus signs
  • Mouse over the first column (resource name) to open mandatory settings
  • Set allowed number of missed mandatory activities per week/day
If allowed number of missed mandatory activities is set to Arbitrary which is a default value, mandatory positions will be completely ignored by the generator.
Mandatory settings

Marker settings when mandatory marker is selected

  • Choose Open > Open Examples and open Example 3 where all classes have 2 lessons of Physics per week
  • Switch to the subject master view and pick the blue marker
  • Note that there are 15 drawn mandatory marks (plus signs) for Physics (3 first periods x 5 days)
  • Mouse over Physics subject to note that 'Allowed number of missed mandatory activities per week' is set to 14

This means that one lesson (15 mandatory - 14 allowed to be missed = 1 mandatory) of Physics per class must be placed within the first three periods. Otherwise, there will be a warning when clicking the bell icon and the automatic generator will try to fix this constraint for you.

lock cards, fix cards

Pin

  • Click Pin/unpin timetable tool and then click card(s), day(s), period(s) or resource(s) you want to pin/unpin, or
  • Right mouse click any card, day, period, resource and choose Pin/Unpin from the context menu

The pin is useful when you are satisfied with the position of card(s) and want to make sure that these cards won't be moved while improving the timetable. Additionally, by pinning conflicted (rotated) cards related error notifications will be removed. Also, pinned unscheduled cards will be ignored by the generator. To drop the pin press Esc or click an empty cell.

Video tutorial: How to pin cards

join,clipping,link,relation

Clip

Clipped cards have a little clip icon in the top left corner and will be scheduled, selected, dragged and removed all together. Clipping can be useful for electives, e.g. when one class group has French and the other German language (see Example 3) or when two or more activities from different classes needs to be scheduled at the same time. In order to clip two or more cards:

  • Select multiple cards
  • Right mouse click any selected card
  • Choose Clip

Video tutorial: How to clip cards

Only non-conflicted cards with the same length and which are on the same day and period but have different set of teachers and classes can be clipped. Otherwise, the clip won't be visible in the context menu.

  • Right mouse click any already clipped card
  • Choose Unclip
  • Click any already clipped card
  • Hold CtrlCmd to add additional cards to selection
  • Right mouse click any selected card
  • Choose Clip

10. Generate

Improve timetable

generator,solver,builder,optimizer,creator,scheduler,engine,optimize,play,module,automatic

Click to start improving the timetable. The automatic generator will try to find the best solution by rearranging cards in order to solve all constraints and avoid any conflicts.

Video tutorial: How to automatically generate a school timetable

  • Hold Shift key while clicking
  • Use keyboard shortcut: CtrlCmd + Shift + Space
  • Clear all cards and then click

Best practices

  • First generate a timetable with no constraints at all and then gradually add them. If the timetable can't be generated even without constraints revise your entered data by checking statistics.
  • The generator will always try to find a better solution no matter how hard the constraints. If there is no progress for a couple of seconds or so, stop the generator and revise constraints or data.
  • Always follow basic timetabling rule: One school resource during one period can be scheduled in only one activity, otherwise, there is a conflict. If you need more resources click More... to add activities with more than one group, class, teacher or room.
  • As long as there are cards scheduled on forbidden positions, card conflicts or class gaps, the generator will not be working on improving the rest of the timetable because of priorities
  • Click to open notifications and start resolving them, e.g. pin or merge conflicted/rotated cards, or mark gap position as forbidden, or clip elective cards
  • Keep in mind that all changes can be reverted using history

Improvement priorities

Automatic generator is supposed to solve about thirty highly complex requirements. Since these are commonly conflicted and it is usually impossible to solve them all, priority levels have been introduced, which the generator manages in the following way: lower priority requirements will not be solved as long as there are unsolved higher priority requirements.

The problem is that the generator is not always capable of detecting that some requirements cannot be satisfied and will keep trying to solve them at all costs, perpetually working without progress, leaving the rest of the timetable in poor state. That's why it is necessary to prepare quality data in order to help the generator do its best. Notifications are an irreplaceable tool for this task. However, some of the oversights made while entering data cannot be seen even in the notifications. The problem can be solved only if you abide by the following rules:

  • Do not expect an instantly perfect timetable, because it is impossible to know beforehand whether such timetable is even possible
  • At first, set moderate requirements and let the generator automatically create the timetable
  • Only when you manage to get a valid timetable should you gradually increase the requirements and start the automatic improvement again

The generator recognizes three levels of priority, each consisting of a number of individual requirements:

1. Fatal error level

This group includes:

  • card conflicts
  • cards scheduled on forbidden positions
  • class gaps

As long as any of these errors exist, the generator will not be working on improving the rest of the timetable. Here are some typical beginner mistakes that should be avoided at all costs:

  • A teacher/class has so many forbidden positions that some cards must be placed on a forbidden time slot
  • There are more activities you want to put in a room or assign to a teacher than the total number of periods in the timetable
  • Too many forbidden positions for a specific activity and related resources

2. Difficult warning level

Difficult warning level includes only one item: a subject taught in some class timetables more than once a day. You should make sure to enter as many subjects as really taught in the school and choose the right subject for each activity.

3. Warning level

There are over twenty different warnings that will often appear in notifications. The generator will solve them only when all other errors and warnings have been solved.

11. Validate

validator,verify,verification,correct,health,status

Notifications

Notification number in the bell icon shows the total number of errors or warnings. The number is instantly updated along with notifications upon any change. The bell icon shows or hides the notification panel. The panel can be dragged and resized to best suit your device screen.

Video tutorial: How to validate a timetable

The timetable is valid if there are no notifications, which means that all entered requirements and constraints have been resolved. The red notification indicates that the timetable has a fatal error which needs to be fixed, whereas the blue one represents a warning. When red or blue notifications are clicked, related cells will blink in the view, making it easy to spot the problem. To stop blinking click the category title or click the bell icon to hide notification panel.

resolve,ignore,exception,error,warning,errors,warnings,clash

Resolve notifications

In some cases there might be exceptions to the rules, e.g. two or more cards might be purposely scheduled at the same time causing a conflict, or a class gap should be allowed only for lunch (otherwise gaps are forbidden), or unscheduled card(s) should be ignored, etc. These exceptions will appear in notifications and must be resolved first at all costs, before the automatic generator can move towards solving other constraints and conflicts.

Conflicts should be resolved by merging cards. If merging is not possible or desired (e.g. conflicted cards have different subject, room(s) or length), pin conflicted/rotated cards and related notifications will be removed.

Mark a gap as forbidden and related notifications will be removed. Additionally, uncheck Manage > Classes > Edit > Forbid gaps for specific classes.

The notification "subject taught more than once a day" can be resolved by pinning these cards or by checking Manage > Subjects > Select specific subject > Edit > check 'Taught more than once a day' > Edit.

The notification "missing groups in the class" can be resolved by unchecking Manage > Classes > Select specific class > Edit > Forbid gaps.

If you pin unscheduled cards the generator will ignore them and the related notifications will be removed.

To exclude specific subject, room, teacher or class from notifications and improvement process:

  • Set "-" (minus without quotes) as a short name for the item you want to exclude
  • Check Help > Options > Advanved options > Exclude items with short name set to "-"

For instance, set short name to "-" for Lunch (subject) and Gym (room) and all errors and warnings related to Lunch and Gym will be completely ignored and won't be automatically improved.

12. Export

Save as local file

  • Choose Save as > Local File

Timetable will be downloaded to your disc as an JSON file which can be opened later.

More details about our JSON timetable format can be found in this document.
The app consumes RESTful API and any software can access published timetables and parse the data. For instance, here is a direct link for Example 3 in JSON. You can also consider parsing CSV/TSV outputs.

SIS,MIS,integration,Student Information Systems,School Management Information System,third-party software

Save as custom file

  • Choose Save as > Custom File
  • Select PowerSchool, iSAMS, SmartSchool or Siged format
  • Customize options and click Download

Use downloaded file to import timetable to other software such as SIS, MIS or similar.

  • Choose Save as > Custom File and select PowerSchool format
  • Optionally set School ID, Term ID, Block prefix and whether subject's name and short name should be switched in the exported columns
  • Click Download and open downloaded file using Notepad or similar software
  • Select the content (e.g. hold down CtrlCmd key and press A), right mouse click and choose Copy
  • Switch to Excel/Sheets, e.g. here is a spreadsheet for PowerSchool Import Data Template Instructions
  • Right mouse click cell, e.g. B4 in the above spreadsheet, and choose Paste

The columns in the created PowerSchool file are:

School ID Course Number Course Name Section Number Term ID Teacher Number Teacher Name Room Expression
Specified before exporting Subject short name Subject name Class short name Specified before exporting Teacher short name Teacher name Room short name(s) Period and day short names

The columns in the iSAMS file are:

PeriodId Set Code Year Group (optional) Subject Teacher Room
= periodCount * (day - 1) + period Class short name + group short name Class name Group short name Subject short name Teacher short name Room short name

The columns in the SmartSchool file are:

Activity number Class Group (optional) Teacher Subject Room Day Period
Activity ID Class short name Group short name Teacher short name Subject short name Room short name Day position Period position

The columns in the Siged file are:

Activity number Class Group (optional) Teacher Subject Room Day Start period End period
Activity ID Class short name Group short name Teacher short name Subject short name Room short name Day position Start period position End period position

Hold CtrlCmd and click Download to include period start and end time columns (useful for custom periods).

Save as spreadsheet(s)

In order to export timetable(s) to the spreadsheet app:

  • Choose Save as > Spreadsheet(s)
  • Choose current timetable view or all related individual timetables and click Download
  • Open downloaded html document and select the desired timetable(s) by making a rectangular marquee around them
  • Right mouse click selection and choose Copy
  • Switch to Excel or Sheets, right mouse click cell and choose Paste
  • Create a view which displays only 5th graders or only English teachers or only some days/periods
  • Choose Save as > Spreadsheet(s)

Export grid data

In order to export activities:

  • Choose Manage > Activities
  • Select all activities by making a rectangular marquee around the activities grid: click outside the grid (top-left corner), hold the left mouse button while moving the cursor to the bottom-right corner of the grid
  • Right mouse click inside the grid and choose Copy from the context menu
  • Switch to Excel or Sheets, right mouse click the desired cell and choose Paste

In a similar way you can export teachers, subjects, rooms, classes/groups, days, periods or any other data displayed in the grid.

13. Share

user,users

Share with others

Choose Share > Share with others to manage people who have access to school timetables. The following roles are available:

  • Owner
  • Creator
  • Viewer

Owner is a person who created the school account and is allowed to manage timetables as well as other users and their roles. Creator can manage timetables whereas Viewer is only allowed to view timetables without moving cards or saving changes.

Collaboration

concurrency,multiple users,sync,multi-user

Timetablers can collaborate on the same timetable and at the same time. All saved changes will be seamlessly synced and merged across any device you or your colleagues might be using. For instance, one timetabler can change a teacher's name and the other one their short name, but there will be no overwrites after saving changes.

In the rarest edge case when merging is not possible (e.g. timetablers have both changed the same teacher's name), the app uses "last save wins" model: the name saved by the latter timetabler will overwrite the name saved by the former, while all other changes will be properly merged. Changes made to previously deleted resources will be ignored.

In some cases merging on property level is not desired, e.g. when timetablers change the position of the same card. Merging could cause picking day from one, period from the second and room from the third timetabler. The app takes care of this so that the card's position (day, period and room) set by the last timetabler is respected.

Publish to the Web

In order to publish a timetable:

  • Choose Share > Publish to the Web
  • Click Publish
  • Click Copy to share link with others
  • Optionally, click Visit published page to open it in the new window

In that way a class/group, student or a teacher can have direct access to their timetable simply by bookmarking the web page which shows it. Note that individual class view can be filtered by specific student or group.

The published web page is accessible from any device, including phones and tablets. The displayed timetable automatically updates itself to ensure the latest changes have been delivered to all.

  • Choose a skin
  • Choose period format: period number or name, 12-hour or 24-hour clock
  • Choose initially displayed view
  • Expand and check whether switching view is allowed

The size of cards can be adjusted by adding e.g. zy=150&zy1=150 to URL which represents 150% vertical zoom in both master and individual view like in this published page for Example 3.

Rotation of conflicts in the published page can be disabled by adding rotate=0 to the URL.

  • Create a view for specific resources, days and periods
  • Choose Share > Publish to the Web
  • Choose Share > Social Networks
  • If timetable is not published, click Publish and customize it by choosing skin, period format, etc.
  • Click or to share timetable on Facebook or Twitter
  • Choose Share > Embed Timetable
  • If timetable is not published, click Publish and choose skin, period format, etc.
  • Copy generated Html code and paste it into your website
  • Optionally, adjust Html code to suit your website, e.g. change background color, size and similar
  • Choose Share > Publish to the Web
  • Click Unpublish

A previously published timetable will no longer be accessible to everyone.

Advanced customization

Timetables can be completely customized to match your school branding. With a bit of HTML and CSS knowledge you can:

  • Add custom school logo
  • Set custom font family, size and colors, e.g. to match styles in your school website
  • Make any other HTML or CSS changes

United States International and United States examples are already customized with the most common changes:

  • Choose Open > Open Examples
  • Open "United States International" or "United States" example
  • Choose Open > Timetable Info and expand
  • Examine Custom HTML and Custom CSS, read the comments and copy/paste the relevant parts in your timetable but change url to your school logo, font styles and colors
  • Choose Open > Timetable Info and expand
  • Copy and customize below CSS and paste it into Custom CSS:
    .c .t {
      font-size: 10px; /* set custom font size in master views */
    }
    .single .c .t {
      font-size: 11px; /* set custom font size in individual views */
    }
  • Click Ok
  • Choose Open > Timetable Info and expand
  • Copy and customize below CSS and paste it into Custom CSS:
    .title, .year, .dayBorder, .periodBorder, .nameBorder, .c .t {
      font-family: 'Open Sans';
      font-weight: 300;
    }
  • Click Ok

All textual fields in the app support html tags so you can set teacher name to e.g.:

<span style="font-weight: bold; font-size:14px; color:red;">Mr. John Cleese</span>

That will display only Mr. John Cleese in red, with bold letters and larger font.

14. Print

15. Help

Options

Choose Help > Options to customize the following:

Skin

Choose blue (default), green, red, violet, orange, pink, cyan, brown, gray or dark skin.

time

Period format

Choose period name or number, 12-hour or 24-hour clock for displaying period intervals in the views. For instance, if you choose 'Name or 12-hour clock', you can customize a specific period by setting period name to e.g. "Lunch" thus overriding the default 12-hour clock display.

Default view

Set master view that will be displayed when application starts.

Save reminder

Set save reminder interval. Default is 20 minutes.

History states

Set the number of history states that you can undo/redo.

Choose Help > Options and expand to customize the following:

Rotate conflicted cards

Set whether or not conflicted cards should be rotated (checked by default).

Show notification number

Set whether notification number in the top right corner should be shown or hidden.

Show tips & tricks

The owl will hoot useful info related to the current context if this option is checked. Experienced timetablers might want to hide tips & tricks and uncheck this option.

Exclude items with short name set to "-"

Any subject, room, teacher or class with short name set to "-" will be completely excluded from notifications and timetable improvement process if this option is checked. For instance, set short name to "-" (minus without quotes) to Lunch subject or Gym room and all related notifications will be instantly removed.

issue,problem,bug,error

Troubleshooting

  • Click in the top right corner:
    • Click My profile to make sure that you are logged in and that you are assigned Creator or Owner role
    • Check your expiration date because your account might have expired and you need to extend subscription

lock,locked,abuse,terminate

  • Save your schedule as a local file to create a backup on your device and optionally save changes on our server
  • Force refresh in your browser, e.g. CtrlCmd + F5 so the app can load properly
  • Try installing any other modern browser (Chrome, Firefox, Safari, Edge or Opera) and try again
  • If the issue persists, contact us and we will get back to you as soon as possible

Tips & tricks

prevent,loss,undo,restore,undelete,history

windows,mac,ios,ipad,iphone,android,windows phone,chromebook,linux

Desktop icon enables fast and easy access to Prime Timetable. In the latest Chrome browser choose Menu > More tools > Create shortcut... > Create, and the owl icon will be added to your desktop. Shortcut can be customized so the app starts in full screen just like other desktop apps. For other browsers check how to create a desktop shortcut to a website and for tablets and phones use a feature called add to the homescreen.

Keyboard shortcuts

Key combination Action Key combination Action
CtrlCmd+O Open timetable CtrlCmd+S Save changes
CtrlCmd+Z,Y Undo/redo Esc Drop marker/pin/sponge, close window, cancel...
CtrlCmd+1 ... 9 Switch to related view CtrlCmd+Alt+1 ...9 Toggle related extra view
CtrlCmd+,,Home,End Navigate through individual views F11 Toggle full-screen
CtrlCmd++,-,0 Zoom in/out/reset, hold Shift for vertical, Alt for horizontal zoom CtrlCmd+D Opens data window
CtrlCmd+Alt+D Manage days CtrlCmd+Alt+P Manage periods
Switch to left/right tab CtrlCmd+Alt+H Show or hide history panel
Home End Select up, down, the first or the last item Type first letters Find item in the grid
+ or Insert Add new item Enter Edit selected item
Backspace or Delete Delete selected items CtrlCmd + click Multi-select
Shift + click Range selection CtrlCmd+A Select all items
CtrlCmd+C Copy selected cards to clipboard CtrlCmd+V Paste items into grid
CtrlCmd+M Toggle marker CtrlCmd+. Toggle pin
CtrlCmd+Backspace Clear/delete selected cards CtrlCmd+Alt+N Toggle notifications
CtrlCmd+Space Improve timetable CtrlCmd+Shift+Space Generate from scratch
CtrlCmd+P Print timetable CtrlCmd+Shift+P Print individual timetables
CtrlCmd+Alt+Shift+P Publish to the Web CtrlCmd+U My profile
CtrlCmd+Alt+I Timetable info CtrlCmd+Alt+M Merge timetable
CtrlCmd+Alt+O Application options F1 User guide

Frequently asked questions

General questions

Watch getting started video tutorials, first. Inspect automatically generated examples and search user guide for any topic you are interested in, e.g. search for "part-time teacher", "lunch", "clip" and similar. Contact us if you have any question.

In order to evaluate some printing/exporting options you need to open one of our examples. Other than that, no limits.

There is no need to create more than one account. Instead, choose Share > Share with others to manage people who have access to school timetables. The following roles are available: Owner, Creator and Viewer.

Data questions

Yes. Check this example for all-in-one timetable. If there are different period intervals for specific grades then use custom periods and take a look at K-5 example. Also, consider creating separate schedules for lower, middle and high schools if it's too bulky for one document. There is also an option to merge timetables later.

Set number of periods per day to the maximum number of periods for all days and then use Forbidden position marker to forbid positions that are not needed. Read more about periods.

Custom periods let you create flexible schedules where activity interval depends on specific day/class/subject/teacher. Read more about custom periods.

Check 15-minute interval example. Basically, add periods with 15-minute intervals and while adding activities choose triple length for activities that last 45 minutes (3 * 15min = 45min). Use horizontal zoom if there are lots of days/periods.

With a couple of adds you can add any combination of activities and their length, e.g. choose Manage > Activities > Add and select Math, Teacher John, Grade 5, 3 times per week, single for length and click Add button, then repeat it, add another activity and again select Math, Teacher John, Grade 5, but this time choose 2 times per week and double length.

Choose Manage > Activities > Add. More... buttons allow you to add activities with more than one teacher/class/group/room. Read more about activities.

No. Timetablers can collaborate on the same timetable and at the same time. All saved changes will be synchronized and merged across any device you or your colleagues might be using.

Generator questions

Switch to teacher master view and use Forbidden position marker to forbid positions that are not allowed. Read more about markers.

If you use the clip, the cards will be scheduled/dragged all together.

The goal is to generate an error-free timetable. Some errors and warnings can be easily resolved, e.g. conflicts can be resolved by pinning conflicted/rotated cards or by ignoring specific resources, class gaps can be resolved by marking gap as forbidden using Forbidden position marker. Read more about notifications and how to resolve them.

The generator will always try to find a better solution no matter how hard the constraints. If there is no progress for a couple of seconds or so, stop the generator and revise constraints or data. We strongly advise to learn more about the generator and its priorities.

Sales questions

Saving changes is disabled, your account might be locked and after some time your data might be deleted. If you want to continue using it, purchase the software.

Yes. Plans are related to the total number of unique teacher names in all created timetables.

Please do contact us. In general, the price is proportionally higher, e.g. for 150 teachers it is 1.5 * the price of Premium plan, for 200 teachers it is 2 * the price of Premium plan and similar discounts are applied for multi-year purchase.

The price is related to the country where the school is located. International schools fall under the curriculum-based pricing. For instance, if the school follows British curriculum, the prices will be the same as in the United Kingdom.

Yes, for multi-year purchase. If you want to take advantage of special discounts (up to 40%), select Basic or Premium plan and then choose billing term by dragging the year slider below.

2Checkout supports various payment methods such as Visa, MasterCard, Discover, American Express, Diners, JCB, PayPal and many more. In some cases an 'authorization failed' error message pops up during payment process. Here are some alternatives to consider:

  • Try another credit card or check with your bank why they stopped the transaction. The reason might be that the purchase is marked as suspicious. Mark the purchase as regular if you have that option in your e-banking app.
  • Pay via PayPal: instead of entering the credit card information choose to pay via PayPal.
  • Wire transfer of money or Purchase Order: we will send you the invoice with SWIFT code and other bank and company details.
  • Check is another option, Pay to the order of should be the name of the company "Danijel Stulic PR Micria".
  • Contact us for more alternative payment methods.