Timetable Daily: View Timetables and Duty Roster

Modified on Thu, 14 Aug at 12:42 AM

The View Menu

The View menu has options to view timetables and to view the Duty roster.

Duty Roster

The Duty roster displays the roster that is set up in the timetable etz file. It will display any changes that have been made via the covers page when 'Usual roster' is not selected.

Select the required date that you wish to view.
Select the view mode - Day, Week or Cycle
By default, 'Usual roster' is deselected so that daily changes can be viewed. If you wish to see the usual roster without changes, select this option.
The roster can be exported to Excel. It will export the roster with daily changes when 'Usual roster' is not selected. It will export the usual roster when this option is selected.

When changes have been made and 'Usual roster' is not selected, the following will be shown:

Cancelled duties - displayed with a red cross as seen below for Carla Abbot's Top gate duty in P0
Rooms that have been added via room swaps or room bookings - as shown below for BB Courts duties in R, L1 and L2.
Replacement teachers - with the absent teacher crossed out as shown below for the AD1 Crossing duty

Timetables

Users with the permission 'View own timetable' will be able to log in and see their own timetable. In addition, individual teacher, student, room and equipment timetables as well as Group, Year and Whole School timetables can be viewed, provided the logged in user has the 'View timetables' permission in their assigned role. To view a particular timetable, select the type from the 'Timetable type' panel and then use the 'Select' function to locate the required resource.

Individual, group and year timetables will display daily changes when the 'Usual timetable' option is NOT selected. If a user cannot see the daily changes on their timetable, it is likely that the 'Usual timetable' option has been ticked. In addition, daily changes will not be visible on timetables until the changes have been published.

Important Note: The sub classes are synced to Daily however, they will appear as the main class due to the sub class code not being displayed in the Timetable Daily.

Important Note Regarding Priority Class: When two classes for a student are scheduled at the same time and neither class is listed as a priority class, there is no rule to say which one will appear on the timetable (main class) and which one will appear as the alternative (shown via the tooltip). It will be one or the other but Tes Timetable Daily cannot say which one, as there is no rule in place. Therefore, a class needs to be flagged as a priority class if it is the one that should be displayed on the timetable. This is done from the timetable file. Now when a class is removed from the priority list, the state reverts back to the situation where there is no rule, so that class may stay on the timetable after a sync. The solution is to always ensure that one class or the other is marked as the priority class.

Schools that are using Multi-Grid will need to have assigned a 'Main Campus' in 'Teachers > Teacher data' to ensure the Unavailabilities appear correctly in Tes Timetable Daily.

If the period cell shows up as Padding in the Week view, this is because they appear automatically when you have days with different period structure/length in your timetable file.

This will also affect the visibility of classes on these periods as it does not match with the week/fortnight view.

If you change your view to 'Day', the timetable will show the name of that period instead of 'Padding' and those classes assigned to that period will appear.

Links

Class lists can be accessed via the class code or subject name link on individual timetables. This is available in both daily view and usual view. Teacher and room timetables can be accessed via the respective links on the teacher name or the room code on individual timetables. This is available in both daily view and usual view.

Note: Group, Year and School timetable views do not contain links. Student timetables, when viewed by students, do not contain links.

Class lists will only appear if you have the Daily module/flag, if there is no Daily module/flag then you will not be able to view Class lists.

Campus Option for Multigrid Schools

For schools that use the Multigrid feature, the option to view the whole school timetable is not available due to the different grid structures on each campus. However, a 'Campus' timetable view is now available which will allow a whole school type timetable to be viewed by day for the year levels within the selected campus. Once the 'Campus' radio button and the required cycle day is selected, the timetable for all years on the selected campus for the specific day will be displayed.

Options Menu

The column on the right-hand side of the Timetable screen contains the ‘Options’ menu. It contains the following items:

Timetable Options Menu
Date	Shows the calendar date for the selected day and the timetable cycle day (e.g. MonA). If you have been working in a date in the future, clicking ‘Today’ immediately takes you back to the current day. Scroll forward or back with the arrows.
View Mode	Day - Calendar date view Week - Calendar week view Fortnight - Calendar fortnight view
Show	Bell times - Bell times are displayed. Subject name - Show subject name. Some users prefer to see subject long name instead of class code e.g. ‘Mathematics’ instead of 10MAT3’. Note that this is the subject name that is in the timetable etz file, so will not show the year level unless the year is included in the subject name in the timetable file. Usual timetable - Show cyclical timetables which are devoid of daily changes (events/cancellations/room changes). To view published daily changes, ensure that this option is not selected . Cover Type - When in daily view (not 'usual timetable' view), any covers to which a teacher is assigned will have the cover type displayed (e.g. extra)
Select Teacher or Room	Allows you to search for a teacher or room. Type the room name or ‘room’ to get a list of rooms. Combined timetables - selection of multiple records of different types, such as a teacher and a room timetable together, or teacher(s) and student(s) together. Seeing the timetable of two or more resources shown together allows you to see when all are free, for example, for a meeting.

Actions

The Actions panel on the right hand side of the timetable page has 4 buttons: Print, Export to Excel, Google Calendar Export and My Day Sheet.

Printing

Any timetable can be printed as a colour PDF by selecting 'Print'. This will generate a preview page, reflecting exactly what is displayed on the screen. Before printing, ensure that the options selected for viewing reflect what is required for printing.

Export to Excel

Using this option will export the displayed timetable to Excel. Before exporting, make sure that the options you have selecting for viewing reflect what is required for exporting.

Google Calendar Export

This option will export a csv file that can be imported into a Google Calendar. See this document for more information:

Tes Timetable Daily Google Calendar Export

My Day Sheet

This option will create a pdf version of the Day Sheet report for the selected date which can be either printed or emailed. When the option is selected, a window will open with formatting options displayed, including the ability to show bell times. Select the required options then select either email or print to generate the Day Sheet.

Viewing Daily Changes on Year/Group Timetables

When 'Usual timetable' is deselected, daily changes can be viewed on Year and Group timetables. This view is different to the usual timetable in that only 2 classes per period are displayed initially.
Room changes will be displayed with the original room crossed out and the new room beside it.
Classes that are being covered will display a 'C' with the absent teacher displayed via a tooltip.
The additional classes in a period can be viewed by selecting the link shown below the two displayed classes, e.g. + 3 more. This will open a window where all classes, along with any changes are displayed.
Cancelled classes are shown with an X.

Events associated with the selected year level or group will also be displayed.