Timetable Daily: Move and Replace lessons

Modified on Thu, 14 Aug at 12:59 AM

Sometimes schools may have a need to swap periods during a day, or across days in the cycle. For example, the school may wish to move all period 1 classes to period 2, moving the period 2 classes to period 1 on a particular date or they may wish to swap period 1 classes on a particular Monday A with period 1 classes on Tuesday A. While cyclical timetable changes should occur in the .etz file, the Daily Organiser is able to make temporary period swaps directly in Timetable Daily.

Important: Not all third party applications support period swaps made by the 'Move and replace lessons' functionality. If you are unsure whether this functionality will sync with other systems, please check with your third party provider.

Please note: This function selects all of classes assigned to a period, it does not target specific classes to move and replace due to the amount of clashes it could create.

Move and Replace Lessons

On the Home page under Actions on the right hand side, there is a button titled 'Move & replace lessons'. Select this to swap classes in any period on the selected day with classes from another period on the same day or another day in the cycle.

From the pop up, select the periods that are to swap. The display will show the the date, the period and the period start time. Select the date and the periods to swap. The date for the first selection can be different to the date for the second selection, allowing periods to be swapped across days.

A list appears showing all classes that will be affected. Select 'Move lessons' if you wish to proceed.

The 'Move and replace' lessons window has a limitation of display and can only display 50 classes, however, the functionality would move and replace all lessons even when there are more than 50 in each period.

Unavailable Teachers

If the swap of periods results in teachers becoming unavailable, a warning will be generated and, if accepted, classes for the unavailable teachers will appear in the Covers table so that replacement teachers can be assigned.

If 'Continue anyway' is selected, the lessons will be replaced and any covers required due to unavailable teachers will be displayed in the Covers table. This includes those permanent teachers flagged as 'Part-time casuals'. An information tool tip will be displayed on any class which needs to be covered due to the teacher being unavailable after the swap.

Display of Period Swaps

When a Move and Replace Lessons action has been completed, the periods that have been swapped will appear on the Daily Bulletin with a type of 'Swap'.
A report will list the swapped periods: Daily > Reports > Lesson swaps

Reverting a 'Move and Replace Lessons' Action

There may be times when 'Move and Replace Lessons' actions need to be reverted. If a single 'Move and Replace Lessons' action has been completed, performing the same action in reverse will undo the first swap.

For example, if Day 1 P1 has been swapped with Day 1 P2, then swapping Day 1 P2 with Day 1 P1 will return the classes to their original position.

If multiple 'Move and Replace Lessons' actions have been completed involving multiple periods, for example, P1 is swapped with P2 and then P2 is swapped with P5 the changes can be undone in two ways.

1) Perform the actions in reverse (e.g. P5 is swapped with P2 and then P2 is swapped with P1)

2) Use the 'Replace Lessons' option to return classes to their usual periods by replacing classes from the same periods in the future.

To keep track of which periods on which days have been swapped, use the Notes on the Home tab to record what changes have been made.

The 'Move and Replace Lesson' Functionality for Multi-grid Schools

For multi-grid schools, the 'Move and Replace lessons' functionality is actioned for the selected grid only. This means that when the grid filter (the filter in the top menu row) is set to a particular campus, only classes on that campus will appear in the list of classes affected when performing the function and only those classes will be moved and/or replaced. Note that if a teacher becomes unavailable to teach their class due to the period change, they will appear on the covers page so that a replacement teacher can be assigned.

Note: Single grid multi-campus schools cannot separate the campuses using this function. Classes across all campuses will be affected by these two functions.