Timetable Daily: Replace Lessons

Modified on Thu, 14 Aug at 12:59 AM

There may be occasions when classes in one or more periods on a day need to be replaced by classes from periods either on the same day or on a different day, without the lessons swapping, as they do when 'Move and replace lessons' is used. The new feature 'Replace Lessons' will allow this to happen. An example could be when sport is cancelled due to wet weather so the sport periods are replaced by lessons from periods 5 and 6 from the following day. This function will also allow lessons to be repeated within a day. For example, classes in Period 2 could be replaced by classes from Period 1 to create a double.

Important: Not all third party applications support period swaps made by the '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 to replace due to the amount of clashes it could create.

Replace Lessons

To use the 'Replace Lessons' feature, select 'Replace lessons' from the Action panel on the right hand side of the Covers page.

This will open the following window.

The first field is used to select the date and period that is required to have classes replaced.

The second field is used to select the date and period from where the classes will be taken to replace the classes in the first field.

In the example above, all classes in Period 1 on Tuesday 8th September will be replaced with all classes from Period 2 on Tuesday 8th September. This will result in the same classes being run in both period 1 and period 2 on that day.

Unavailable Teachers

When a "Replace lessons' action results in lessons falling in periods where teachers are unavailable, a warning message will appear as follows:

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 Replaced Lessons

When a Replace Lessons action has been completed, the periods that have had classes replaced will appear on the Daily Bulletin with a type of 'Replace'.
The 'Lesson Swaps' report will list the swapped periods: This report can be found here: Daily > Reports > Lesson swaps.

Reverting the 'Replace Lessons' Operations

If a mistake is made when performing a replace lessons operation and the operation needs to be reverted, an additional 'Replace Lessons' action is required. To revert the replacement classes back to the original classes, perform a 'Replace Lessons' action with the same period from the same cycle day on a date in the future.

Example for a 10-day cycle: if the classes on Monday A, period 1 on the 5th September have been replaced incorrectly and need to be reverted, perform another 'Replace Lessons' action using period 1 from the next Monday A on the 19th of September.

Example for a 5-day cycle: if the classes on Monday, period 1 on the 5th of September have been replaced incorrectly and need to be reverted, perform another 'Replace Lessons' action using period 1 from the next Monday on the 12th of September

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

The 'Replace Lesson' Functionality for Multi-grid Schools

For multi-grid schools, the '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.