Timetable Daily: Changing a Casual Teacher (or Admin Staff) status in Daily to Permanent teacher in .etz file

Modified on Mon, 29 Sep at 5:22 AM

Sometimes there are situations where a Casual teacher or Admin staff change status into a Permanent Teacher.

If you're looking to merge a new Casual Teacher with an Inactive Permanent Teacher, then follow the document here: Timetable Daily: Admin - Users: User Management

Example: Alex Joseph is currently a Casual at the school, but has become a permanent teacher.

The timetabler will:

- add Alex's details to the .etz file

- assign Alex's classes

- timetable Alex's classes (unless already timetabled)

- perform a sync to Timetable Daily.

Codes

There are two options with regards to the teacher code entered into the .etz file:

Different code used for Permanent teacher than that of casual
Same code used for both the Casual and Permanent teacher

These have different consequences in Timetable Daily.

1. Different code used for Permanent teacher than that of casual

If a new teacher code has been used in the .etz file than that of the Casual code in Timetable Daily, a new entry for the Permanent teacher will appear in Timetable Daily, in addition to the Casual entry. Daily Organisers should then manually edit the Casual instance in Timetable Daily to make them inactive.

2. Same code used for both the Casual and Permanent teacher

Upon syncing, the Permanent teacher will automatically be changed from 'Casual' type to ' Teacher' type.

While the user Type is automatically updated in Timetable Daily, any previously assigned Role must be updated. (Roles assign certain permissions as to what the user can see and action if they log into Timetable Daily). Casuals would by default have been assigned to the 'Casual' role. Daily Organisers can edit the Teacher to remove the 'Casual teacher' role and assign them with the 'Permanent teacher' role. This will update their permissions so that they have the same permissions as other permanent teachers.

- Navigate to Admin > Users.

- Locate the new Permanent teacher, click on the Edit icon

- Remove the 'Casual teacher' role and choose the 'Permanent teacher' role.

- Save.

Daily Organisers may or may not have assigned WebCodes to the casual to enable them to log into Timetable Daily to view their timetable. If they had not been assigned a WebCode, Timetable Daily has now automatically assigned one.
Note that schools may or may not provide WebCodes to permanent teachers to log into Timetable Daily, as there may be other means or systems for teachers to view their timetables and make room bookings.

Any further changes to the permanent teacher's data must now be completed in the .etz file, as with all other permanent teachers, as the .etz file is the source of truth for teacher data.

Selecting ‘Part-time casual’ lets permanent teachers work as a casual on their unavailable days. Schools can mark teacher’s unavailable days in .etz. When the .etz file is synced to Timetable Daily, Timetable Daily automatically considers the days that a teacher is unavailable, then considers that teacher as a casual and school can assign covers to that teacher from ‘Casual not here’ panel.

If the ‘Eligible to cover classes’ box is ticked, then it means that a teacher is eligible to cover for classes, and Daily organisers can further specify if there are particular years only that this teacher should be allowed to cover. If not, the default value set will be for "All years".

If the box is not ticked, then this means the teacher will not be eligible to cover classes. Daily organisers will notice that the year level options have disappeared too. This means that teachers will appear only in the "Unavailable" tab when Daily organiser tries to cover for classes.