Timetable Daily: Events Tab

Modified on Thu, 14 Aug at 1:00 AM

TABLE OF CONTENTS

The Events Tab
The Events Table
The Options Menu
Creating Events
Repeating Events
Editing Repeating Events
Deleting Repeating Events
Cloning Events
Merge/Cancel classes

The Events Tab

The ‘Events’ tab has the following properties:

Each day has its own table.
Each event is displayed as a row in the table.
Information displayed in the table can be exported to Excel by clicking the icon in the top right hand corner of the table.
For a guided walk through on how to create an event, use the 'Create an Event' guided help, located under Daily Organiser Essentials in the WalkMe help tab.

The Events Table

Event Table Columns
	Tick the box to select the event.
Event Name	The name of the event which should be short and concise. Additional information about the event can be added to the Description.
Type	The type of event. The options available are: Cancellation - a particular lesson, or set of lessons, is cancelled, or merged with another. Excursion - an activity held outside the school. Rooms are not required for this type of event. Incursion - an activity held at school. Rooms are usually required for this type of event. Supervision - an internal event requiring supervision. Exam - An event created from the Exam module or an assessment type event requiring supervision. Pupil Free Day - For Staff development days when students are not at school. Meadowbanks - a special event type designed to manage term 4 in lieu covers when Year 12 classes have finished. Event - A general event which is none of the above. For more information on event types please see this document: Timetable Daily: Event Types
From/ To	The time range of the event.
Students	The student(s) attending the event.
Teachers	The teacher(s) attending the event. Specific teachers can be requested or a number indicating how many teachers are required e.g. +3.
Rooms	The room(s) required for the event. Specific rooms can be requested or a number indicating how many rooms are required e.g. +1.
Description	A free-text field describing the event - e.g. Yr11 Biology excursion
	Click this icon to edit the event. Opens the ‘Update event’ window. Make any changes and click ‘Save’. The event will be updated.

The column on the right hand side of the ‘Events’ tab contains the ‘Options’ menu, which displays the options and actions available for this tab.

Event Options Menu
Date	Shows the calendar date for the selected day and the timetable cycle day (MonA). If you have been working on a date in the future, clicking ‘Today’ immediately takes you back to the current day. Scroll forward or back with the arrows.
Create Event	Click on ‘Create event’ to open the ‘Create event’ window. Enter all the required information in the fields and ‘Save’. See detailed information below.
Delete Event	Select the box for the event and click ‘Delete event’. The event will be deleted.
Clone Event	Select the event to be cloned then select 'Clone Event' to create a copy of the event. See detailed information below
Merge/Cancel Classes	Click on ‘Merge/Cancel classes’ to open the ‘Merge/cancel classes’ window. Cancel or merge classes with students missing due to events. See detailed information below
Generate	Daily Bulletin - The most common daily report which summarises all the covers for the day. It is designed to be printed and placed on the noticeboard for all staff to see. It can also be saved as a PDF and emailed to all staff. See Daily bulletin for detailed information. Day sheets - An excellent way to distribute the day’s covers and associated class lists to staff. See Day sheets for detailed information. Student Bulletin - an abridged version of the Daily Bulletin specifically for students.

Creating Events

Click on ‘Create event’ to open the ‘Create event’ window:

Create Event
Details	Event name - Enter text here. This is a mandatory field. The event name must be unique for the selected date or date range. Event type - Choose the event type from the drop down list. For more information on event types please see this document: Timetable Daily: Event Types Description - Enter text here which will be displayed in the ‘Description’ column of the Events table. Full day event? - Choose from the following two options: Whole day - The event occurs from the start of the school day till the end of the school day. Partial day - The event occurs for only part of the school day. Start/End date - Start and End date of the event. For Partial days, the period selector is displayed. Publish date - The date on which the events daily changes (for teacher, students and rooms) are to be published to teacher and student timetables. In - This flag indicates that the required paperwork or correct notification has been submitted for the event. Private - This flag will enable the event to be hidden and the details will not appear on the daily bulletin. Any covers generated by the event will appear on the bulletin but the event itself will not appear in the events table and the staff on the event will not be displayed in the Event Staff table. See relevant information in this document: Daily Bulletin and Day Sheets
Attendees	Students - The students attending the event. Using the tree, filtered by year level, whole year levels, groups or class codes can be selected. Once selected, it will be assumed that all students in that selection will be attending the event unless the event is flagged as a registered event. All event types, except Cancellation and Meadowbanks, can be marked as a ‘Registered event’, meaning that only students who have registered are regarded as attending the event, the remainder will attend their normal classes. N.B. When you enter an event with entries in the ‘Students’ section, any class which contains 100% of this group of students is implicitly cancelled (i.e. any class with no students remaining is cancelled). Teachers of the cancelled classes will automatically become available for in-lieus. For more information on how to select students for an event, please see the following document: Selecting Students for Events Teachers - The teacher or teachers attending the event. There are two methods for assigning teachers to an event. 1) Using the tree, filtered by faculty, specific teachers can be selected. This is referred to as hard-coding teachers to an event. Any uncancelled classes of the selected teachers over the duration of the event will appear on the covers page so that replacement teachers can be assigned. 2) A number indicating how many 'aditional' teachers are required can be added. This will create an event cover on the covers page to which teachers can be assigned. The maximum number of teachers that can be added as 'additional ' teachers is 99. A filter exists on both student and teacher tabs to assist in locating a particular person.
Venues	The room or rooms required for the event. There are two methods for assigning rooms to an event. 1) Using the tree, sorted alphabetically, specific rooms can be selected. This is referred to as hard-coding rooms to an event. Any uncancelled classes scheduled in the selected rooms over the duration of the event will appear on the covers page so that replacement rooms can be assigned. 2) A number indicating how many 'aditional' rooms are required can be added. This will create an event cover on the covers page to which rooms can be assigned. The maximum number of rooms that can be added as 'additional ' rooms is 99. A filter is available to assist with locating specific rooms.

Repeating Events

An event can be set up to repeat daily, weekly or monthly and to repeat every 1, 2, 3 or 4 days/weeks/months.

When the weekly option is selected, an additional option is displayed to select on which day of the week the event repeats.

To nominate when the occurrences end, select from the three available options: Never, On (a specific date) or After (a specific number of occurrences).

If an existing non-repeating event is edited, the repeat function will be available and can be used to convert the event to a repeating event.

Editing Repeating Events

If a repeating event is edited, the option to convert the event to a non-repeating event is available by deselecting the repeat check box. When the repeat checkbox is deselected, all future occurrences of the event will be deleted but occurrences in the past will remain to preserve historical covers data.

Editing the end date of a repeating event will cause all future covers for that event to be deleted. If a repeating event needs to have the end date extended, this should be done on the last occurrence of the event. This will remove covers for that day but will retain covers for all previous occurrences of that event. If a repeating event needs to have the end date brought forward, this should be done by deleting the occurrences of the event that are no longer required. This will enable covers for the previous occurrences to be retained.

Deleting Repeating Events

When a repeating event is to be deleted, there will be three options available:

'This event', which will delete the selected occurrence of the event only with all past and future occurrences retained.
'This and following events' which will delete the selected occurrence and all future occurrences of the event but will retain past occurrences.
'All events' which will delete all occurrences of the event. Selecting this option will generate a warning that historical covers may be affected.

Cloning Events

To clone an existing event, simply select the required event and then select 'Clone event' in the Actions panel.

This will open the 'Create event' window and display all of the details of the selected event. A suffix will be added to the event name as this must be unique. Any of the existing details, including repeat information, can be edited if required.

Merge/Cancel classes

This report shows the daily class sizes on any date where there are some events occurring that would reduce students in classes due to excursions etc. This allows you to consider cancelling classes that have only a few students left – or perhaps merging small classes for the day only. Click ‘Merge/Cancel’ to proceed.