Timetable Daily New Users Guide for Irish Schools

TABLE OF CONTENTS

• Set up the School Calendar – Date Mapping
• Enter Absence Reasons
• Other Important Settings: Windfall
• Setup of Casual Teacher Details 
• Part-time Casuals
• Absences  
• Events
• Cover classes
• Publishing
• Daily Bulletin and Day Sheets
• Reports
• Accessing Help

This document is designed to give new schools an overview in setting up and using Timetable Daily to manage daily changes and variations to routine. It is not designed to be a comprehensive user manual and Daily Organisers should use the full range documents in the Knowledge Base to become more familiar with the functionality of the program.

Set up the School Calendar – Date Mapping

Date mapping tells Daily which days of the cyclical timetable (.etz file) are linked to each date of the school year. Go to the Daily > Settings > Date Mapping tab. Use the radio buttons to change mode. 

- If you run classes on weekends, select weekend mode and change Saturdays or Sundays (or both) to normal schools days. Selecting the first Saturday of the year will change all Saturdays to school days. Re-selecting a Saturday will change it back to a Weekend day.

- Select Holiday mode to enter all holidays by dragging the mouse across the relevant dates. 

- Use the Monday A mode to add Monday A’s. Entering your first Monday A will populate the remainder of the year. 

- Use the Rotation mode to add rotation markers for the start of rotations 2, 3 etc. Note that you do not need a rotation marker at the start of the year as Timetable assumes the year starts with rotation 1. 

- Add a Semester changeover date if you run a semester accounting period for S&S covers. 

It is essential that every date in the year is defined (each day must have a colour other than white) otherwise date mapping will not work correctly. In the example above August 26^th has been made a Monday A in order to define the first week of the school year as being in Week A. 

Enter Absence Reasons

Go to Daily > Settings > Absence Reasons. Click the blue Add absence reason link, give the reason a name and code then save. Absence reasons can be edited at any time by clicking on the pencil icon at the right of the row for that absence reason. Absence reasons can be deleted by clicking the trash can icon next to the pencil icon. Clicking on ‘Setup official defaults’ will populate the table with the official Irish absence reasons.

Other Important Settings: Windfall

To ensure that ‘Windfall’ covers are only given to teachers who have lost a class in the selected period, you will need to go to Daily > Settings > Cover options and tick the box for Had cancel today: For cancelled period ONLY

Setup of Casual Teacher Details 

Go to Admin > Users. Click on the green Create user button to open the Create user window. Enter the user name, code (required), email and phone (optional). Assign their role as Casual teacher. Select the Active radio button. Select the user group Casual radio button and further details will become available.

Please note: Tes best practice is that casual teachers and admin staff are created directly in Daily and do not exist in the .etz file. Only permanent teachers should exist in the .etz file. Permanent teachers are created and edited in the .etz file and appear in Daily once the timetable is synchronised with the Edval web server. 

Part-time Casuals

Part-time teachers can be flagged as ‘Part-time casuals’, enabling them to be assigned ‘Relief’ covers when employed as a casual teacher on their non-teaching days. To flag a teacher as a part-time casual, go to Admin > Users, locate the record for the part-time teacher and select the ‘edit’ button. On the form that opens, tick the box for ‘Part-time casual’ and save.

On any day where the part-time teacher is marked as ‘Unavailable’ in the timetable etz file, they will appear under the ‘Casuals not here today’ tab in the Alternatives panel and will be given a ‘relief’ type cover for any classes to which they are assigned that day.

Absences  

Go to Daily > Home > Absences. Click on Create absence to open the Create absence window. Enter the details of the absence.

          

Events

For further information see this document: Event Tab

Cover classes

Use the Auto cover function to assign covers automatically or manually assign covers by clicking the person icon, which will open the Alternatives window.

Selecting a Casual from the ‘Casuals not here’ group moves them into the ‘Casuals here today’ group.

Teachers selected from the ‘Had Cancel Today’ group will be given a Windfall cover type. If you have selected the setting in the cover options tab for ‘Had cancel today: For cancelled period ONLY’, only teachers who have had cancelled classes in the selected period will appear here.

Teachers selected from the Available group will be credited with an S&S cover type.

To assign a ‘Personal’ cover type, select the ‘Personal’ check box in the alternatives panel. This will automatically assign a zero credit to that cover.

To assign a ‘Paid’ cover, tick the ‘Paid’ checkbox in the alternatives panel. This will assign a Paid cover to any available teacher selected. Paid covers have credit but do not count towards a teacher’s S&S tally.

In the Covers panel you can hover on a cell to see three dots. Clicking on the three dots brings up a list of other possible actions.   

Publishing

Note - Publish covers can only be executed once. In order to publish again a change needs to be made to the covers.

Daily Bulletin and Day Sheets

Reports

A comprehensive range of reports can be found under Daily > Reports menu including casual reports, absence details, Paid Covers report and a covers summary. All of the reports have been updated to include Irish terminology for cover types.  

Accessing Help

In the bottom right hand corner of Daily you will find the blue ‘Get Help’ button. Clicking this will open a support request email template. 

Further information about the use of Timetable Daily is available by accessing the Knowledge Base at help.edval.education. Logging into the Knowledge Base will give you access to a range of articles. The first time you log a support request you will receive an email giving you your credentials to log into the Knowledge Base.

The link to the Knowledge Base articles relating specifically to Timetable Daily is: