E10 - How to: Rooms - Timetables

Modified on Thu, 14 Aug at 12:55 AM

TABLE OF CONTENTS

Preamble
View Room timetables
Edit room timetables
Clash spots and warnings

Preamble

This screen displays a room's timetable. This document will explain all the view options and functions in this screen.

View Room timetables

Go to Rooms > Timetables

Filters can be applied to display different rooms in different rotations by making a selection from the drop-down menu in the top-right side of the screen.

The View menu offers a variety of timetable display options and inclusions. Display options include showing teacher names; displaying class codes or subject names, showing bell times.

View a single room timetable:

Select the room from the toolbar drop-down list, or type the room code or name (or part thereof) into the ‘Search’ box.

Use Page Up/Down on the keyboard to cycle through the rooms.

View several rooms at once:

Click on the room toolbar drop-down list and select multiple rooms at once.

To view a timetable of the rooming of the whole school, go to Rooms > Room master (CTRL-F5)

Edit room timetables

Move a lesson from one period to another: Drag and drop a lesson to the new place. This should only be for offline period moves, as almost all online classes should be moved via the Master Grid (F11) screen.

1. Print: To print a room timetable, use the Quick print function top-left or go to File > Bulk print > Rooms > Room timetables tab. To export a room timetable, use the export to Excel function top-left.

Undo: To undo a move hit ctrl+Z on the keyboard or the undo arrow.

2. Need Room: Lessons that are in the ‘Need Room’ section at the bottom of this screen can be dragged and dropped here. You can also remove a lesson from a room here by dragging and dropping it to the the ‘Need Room’ section.

3. Need Period: Unroomed offline classes or meetings will appear at the bottom of this screen and can be dragged and dropped in this screen. Unroomed online classes will also appear at the bottom of this screen, but should be added in the Master Grid (F11).

4. Change a room: To change the room hit R or CTRL-R on the keyboard, while in the relevant cell to show alternative rooming options. Note that the rooms in the subject room set are at the top and are in black, whilst the rest of the rooms are listed below and are greyed out.

Remove a lesson from a room timetable: hit R on the keyboard and click on the minus for that lesson to assign no room for that period. Alternatively, drag and drop the lesson down to the 'Need period' section.

Clash spots and warnings:

Shown by coloured circles on the relevant cells of the table, indicating where a teacher, room, class, student or other is being requested in two places at the one time, or where classes have been placed in rooms where there are not enough seats.

Double click the cell for a popup message showing the specific details on clashes in that cell.

Clash spots that appear here are the same as in other timetable views:

Blue (T): A teacher clash.
Red (S): A clash of student groups.
Red number (4): number of students clashing. The clash spot may sometimes show the line label.
Yellow (R): A room clash.
Grey (U): A teacher is marked 'Unavailable' at this time (F2 screen).
Grey (s): A split class (different teachers for different periods).
Yellow (f): A room that is overfull, i.e. more students than the room's capacity.
Yellow (F): A room that is overfull even allowing for the 'overfill' margin.
White (o): An off-timetable lesson that has been brought onto the timetable.
Orange number or orange 'S': An off-timetable lesson that has clashes involving 1 or more individual students. More than 9 will display as 'S'.
Pink (S): A clash of students based on individual students' class membership data.
Yellow (N): A room that violates special Needs requirements.
White spot: Where a clash spot colour matches the cell it is to appear on, making it difficult to see, the spot will change to white.

When a lesson is 'picked up' to be moved elsewhere, cells are temporarily coloured according to the clashes that would occur were it to be moved to that place. Cells are darkened if they are not applicable to the lesson.

Solving timetable problems in individual teacher timetable screens is not the suggested place to do so, although offline classes may be assigned here.