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Timetable

Timetable by Class

View and export the published timetable organized by grade/class. See the complete weekly schedule for any grade, including all subjects and assigned teachers, with multiple export options for sharing and printing.

Start from the left sidebar navigation menu:

  1. Look for the "Timetable" menu item in the left sidebar
  2. Click to expand and find "By Class" submenu item
  3. Click on "By Class" to navigate to this page
  4. The page will load and display: header card with title and controls, grade selector dropdown, export button, and timetable grid for the selected grade

Overview

The Timetable by Class page displays the published school timetable from the perspective of a grade/class. You can select any grade from a dropdown to view its weekly schedule, see subjects and teacher initials for each period, and export the timetable in various formats for sharing with students, parents, or posting in classrooms. The page shows a grid layout with periods as rows and working days as columns, making it easy to see what each class has at any given time.

Tasks

Read - View Class Timetable

Navigation: Start from sidebar -> Click "Timetable" -> Click "By Class" -> Page loads

Display Format:

  • Header Card: Title "Timetable by Class" with Calendar icon
  • Grade Selector: Dropdown in header to choose which grade to view
  • Export Button: Dropdown button with export options (when timetable is available)
  • Timetable Card: Shows selected grade's weekly schedule

Timetable Grid Layout:

  • First Column: Period names with times (e.g., "Period 1 - 8:00 AM to 8:45 AM")
  • Other Columns: Working days (Monday, Tuesday, Wednesday, etc.)
  • Cells: Subject code/name and teacher initials (e.g., "MATH - JS")
  • Break Rows: Indicated differently for break periods

Auto-Select: First grade is automatically selected when the page loads.

Example: "Open the page to see Grade 9A's timetable. The grid shows Period 1 with Math (JS) on Monday, Science (AB) on Tuesday, etc."

Read - Select Different Grade

Navigation: Start from sidebar -> Click "By Class" -> Use grade dropdown

Steps:

  1. Find Dropdown: Locate the grade selector dropdown in the header
  2. Click Dropdown: Click to open the list of grades
  3. Select Grade: Click on the desired grade (e.g., "Grade 10 B")
  4. View Updates: Timetable grid refreshes to show selected grade's schedule

Grade Format in Dropdown: Shows grade name and section (e.g., "Grade 9 A", "Grade 10 B")

Example: "To view Grade 10B's schedule, click the dropdown, select 'Grade 10 B', and the timetable updates to show their weekly schedule."

Read - View Timetable Details

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> View grid

Cell Information:

  • Subject Name: Full subject name or code displayed
  • Teacher Initials: Teacher's initials shown (e.g., "JS" for John Smith)
  • Break Periods: Labeled as break times without subject/teacher

Period Information (first column):

  • Period Name: e.g., "Period 1", "Break", "Period 2"
  • Time Range: Start and end time (e.g., "8:00 AM - 8:45 AM")

Example: "Looking at Monday Period 2, see 'MATH' as the subject with 'SJ' as teacher initials, meaning Sarah Johnson teaches Math at that time."

Edit - Edit Published Timetable

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> Click "Edit Timetable"

When to use: For targeted swaps on the live timetable (e.g., spread Hindi periods across the week instead of clustering them on one day) without regenerating from scratch. Typical usage is 2-3 edits per school per month, between major regenerations.

Steps:

  1. Click Edit Timetable: Top right of the header, next to Export. The button is disabled if another admin is currently editing — a tooltip shows who and when. Locks auto-clear after 4 hours of inactivity.
  2. Banner appears: A sticky banner at the top of the page reads "Editing live timetable · every change is logged and reversible" with three actions — Undo, Discard, Done.
  3. Click a period to swap: Cells that are valid swap targets light up in green. Locked cells (pre-assignments, homerooms, multi-teacher group periods) won't highlight — they can't be moved here; adjust them through the Pre-Assignments or Class Teachers pages instead.
  4. Click a green target: A confirm dialog shows From/To slots. Click Confirm swap — the change is live immediately. Both timetables (the source's and the target's) update in place.
  5. Undo: Reverses your most recent swap. Available as long as you've made at least one change in this session.
  6. Discard: Asks for confirmation, then reverts every swap from this session in reverse order. Useful when you've made several changes and want to back out completely.
  7. Done: Exits edit mode. Any swaps you've made stay live; the lock clears.

Locked cells (won't highlight as swap targets):

  • Pre-assignment periods: Slots pinned to specific (day, period) combinations via the Pre-Assignments page.
  • Homeroom periods: Class-teacher slots configured through the Class Teachers page.
  • Multi-teacher / group periods: Subject-group rows with more than one teacher (e.g., split-language classes).

Substitution side-effect: If you swap a period that has a future-dated active substitution, that substitution is automatically flagged as "Review needed" on the Substitutions page. You'll see the count surface in a stat card. Past substitutions stay untouched as historical record.

Scope:

  • Edit Mode is only available on Timetable by Class, not Timetable by Teacher.
  • Swaps are intra-grade only — you can move a period within Grade 9, but you can't swap a Grade 9 period with a Grade 10 period.
  • Only the active published version is editable. Older inactive versions are read-only history.
  • Edit Mode does not add new periods, teachers, or subject pairings. For those changes (e.g., a new teacher joining mid-term, or assigning more periods to an existing teacher), update the grade-subject configuration and run a fresh generation.

Example: "Grade 9 had Hindi clustered on Wednesday across four periods. Open Edit Mode, click Wed Period 3 (Hindi), see green slots on Mon Period 5 and Thu Period 2, click Mon Period 5 to swap, confirm. Hindi is now spread Mon-Wed-Wed-Thu instead of Wed-Wed-Wed-Wed. Click Done. The change is live and any next-day substitutions on Wed Period 3 will appear under 'Review needed' on the Substitutions page."

Export - Download as PNG

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> Click Export -> Select "PNG"

Steps:

  1. Select Grade: Choose the grade you want to export
  2. Click Export: Click the Export dropdown button (has download icon)
  3. Select PNG: Click "Export as PNG" option
  4. Download Starts: Browser downloads the PNG file
  5. File Saved: File saves as "[GradeName]_[Section]_timetable.png"

Use Case: Ideal for posting on notice boards, sharing via messaging apps, or quick visual reference.

Example: "Export Grade 9A's timetable as PNG. File downloads as 'Grade_9_A_timetable.png' - a high-quality image of the schedule."

Export - Download as Excel

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> Click Export -> Select "Excel"

Steps:

  1. Select Grade: Choose the grade
  2. Click Export: Open export dropdown
  3. Select Excel: Click "Export as Excel" option
  4. Download Starts: Browser downloads the XLSX file
  5. File Saved: File saves as "[GradeName]_[Section]_timetable.xlsx"

Use Case: For data manipulation, importing into other systems, or creating custom reports.

Example: "Export Grade 11's timetable to Excel for the administrator to analyze period distribution."

Export - Download as ICS (Calendar File)

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> Click Export -> Select "ICS"

Steps:

  1. Select Grade: Choose the grade
  2. Click Export: Open export dropdown
  3. Select ICS: Click "Export as ICS" option
  4. Download Starts: Browser downloads the ICS file
  5. File Saved: File saves as "[GradeName]_[Section]_timetable.ics"

Use Case: Import into calendar apps (Google Calendar, Apple Calendar, Outlook) to see schedule as events.

Example: "Export Grade 9A's timetable as ICS, then import into Google Calendar to see all classes as recurring events."

Export - Add to Google Calendar

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> Click Export -> Select "Google Calendar"

Steps:

  1. Select Grade: Choose the grade
  2. Click Export: Open export dropdown
  3. Select Google Calendar: Click "Add to Google Calendar" option
  4. New Tab Opens: Google Calendar opens in a new browser tab
  5. Authorize: Log in to Google if prompted
  6. Events Added: Schedule appears as calendar events

Use Case: Quick one-click integration with Google Calendar for students or parents using Google services.

Example: "Click 'Add to Google Calendar' for Grade 10A to instantly see their class schedule in your Google Calendar."

Export - Email as PNG

Navigation: Start from sidebar -> Click "By Class" -> Select grade -> Click Export -> Select "Email (PNG)"

Steps:

  1. Select Grade: Choose the grade
  2. Click Export: Open export dropdown
  3. Select Email PNG: Click "Email as PNG" option
  4. PNG Generates: System creates PNG image
  5. Email Opens: Default email client opens with PNG attached
  6. Compose Email: Add recipients, subject, message
  7. Send: Send the email with timetable image

Use Case: Share timetable via email with image attachment for easy viewing.

Example: "Email Grade 9A's timetable to parents - the PNG attaches automatically to a new email."

Export - Download All as PNG (ZIP)

Navigation: Start from sidebar -> Click "By Class" -> Click "Download All" -> Select "All as PNG Images (ZIP)"

Steps:

  1. Click Download All: Click the "Download All" dropdown button (has FolderDown icon) in the header
  2. Select PNG: Click "All as PNG Images (ZIP)" option
  3. Progress Dialog: A progress dialog appears showing export progress for each grade
  4. Processing: Each grade's timetable is rendered as a PNG image
  5. Cancel Option: Click "Cancel" in the progress dialog to stop the export
  6. Download Starts: When complete, browser downloads a ZIP file containing all grade PNGs
  7. File Saved: ZIP file contains individual PNG files for each grade

Use Case: Export all class timetables at once for printing or distributing to all classrooms.

Example: "Click Download All, select PNG, wait for the progress dialog to complete, and get a ZIP with Grade_5_A_timetable.png, Grade_5_B_timetable.png, etc."

Export - Download All as Excel (ZIP)

Navigation: Start from sidebar -> Click "By Class" -> Click "Download All" -> Select "All as Excel (ZIP)"

Steps:

  1. Click Download All: Click the "Download All" dropdown button
  2. Select Excel: Click "All as Excel (ZIP)" option
  3. Progress Dialog: A progress dialog appears showing export progress
  4. Processing: Each grade's timetable is converted to an Excel spreadsheet
  5. Cancel Option: Click "Cancel" to stop the export
  6. Download Starts: Browser downloads a ZIP file containing all grade Excel files
  7. File Saved: ZIP file contains individual XLSX files for each grade

Use Case: Export all timetables to Excel for administrative analysis or importing into other systems.

Example: "Click Download All, select Excel, wait for processing, and receive a ZIP with all grade timetables as separate Excel files."

Buttons & Controls

  • Grade Selector Dropdown: Selects which grade's timetable to display. Shows grade name and section. Located in header card.
  • Export Dropdown: Opens menu with 5 export options grouped into three categories. Has download icon. Located in header card next to grade selector. Only appears when a valid timetable is loaded.
  • Download All Dropdown: Opens menu with bulk export options (PNG ZIP or Excel ZIP). Located in header card. Shows "Exporting..." while processing.
  • Export as PNG: Downloads timetable as PNG image file.
  • Export as Excel: Downloads timetable as XLSX spreadsheet.
  • Export as ICS: Downloads timetable as calendar file.
  • Add to Google Calendar: Opens Google Calendar with timetable events.
  • Email as PNG: Opens email client with PNG attachment.

Visual Elements

  • Header Card: Card containing page title with Calendar icon, grade selector, and export button.
  • Timetable Card: Main card containing the schedule grid for selected grade.
  • Grade Title: Shows "Timetable for [Grade Name] [Section]" above the grid.
  • Timetable Grid: Table layout with period/time rows and day columns.
  • Period Column: First column showing period name and time range.
  • Day Headers: Column headers showing working days (Monday, Tuesday, etc.).
  • Cell Content: Subject name/code with teacher initials.
  • Break Rows: Differently styled rows for break periods.
  • Loading Spinner: Animated spinner with "Loading grades..." or "Loading timetable..." text.
  • Empty State (No Grade): Message "Select a class to view its timetable" when no grade selected.
  • Empty State (No Data): Message when selected grade has no published timetable.
  • Export Dropdown Menu: Floating menu with export format options.

Alerts & Errors

  • "Loading grades...": Shown while fetching the list of grades.
  • "Loading timetable...": Shown while fetching the selected grade's schedule.
  • "No Timetable Data": Warning when selected grade has no published timetable.
  • "Select a class to view its timetable": Prompt when no grade is selected.
  • "Failed to fetch grades": Error alert if grade list cannot be loaded.
  • "Failed to export timetable": Error alert if export operation fails.
  • No Grades Found: Empty state when the system has no grades configured.

Rules & Constraints

  • Published Timetable Required: Can only view timetables that have been generated and published

    • What Happens: Shows "No Timetable Data" if grade has no published schedule
    • How to Fix: Generate and publish timetable from the Timetable Generation page

  • Grade Must Exist: Can only view existing grades

    • What's Valid: Grades that have been created in the system
    • Dropdown Contents: Shows all grades with their sections

  • Working Days Only: Grid shows only configured working days

    • What Happens: Non-working days (like Sunday) don't appear in columns
    • Example: If school is Monday-Friday, only those 5 days show as columns

  • Export Requires Data: Export buttons only work when timetable data exists

    • What Happens: Export dropdown appears only when hasValidTimetable is true
    • Disabled State: Export button hidden if no valid timetable

  • File Name Format: Exports use grade name in filename

    • Format: [GradeName]_[Section]_timetable.[extension]
    • Example: Grade_9_A_timetable.png, Grade_10_B_timetable.xlsx

  • Google Calendar Requires Login: Adding to Google Calendar requires Google account

    • What Happens: Opens Google Calendar URL; prompts login if not signed in
    • Permission: User must authorize calendar access

Tips & Notes

  • Auto-Select First Grade: When you open the page, the first grade is automatically selected so you immediately see a timetable.
  • 5 Export Formats + Bulk: Choose the format that best suits your needs - PNG for quick sharing, Excel for analysis, ICS for calendar import, Google Calendar for direct integration, or Email PNG for sharing via email. Use Download All for bulk exports.
  • Grade Selector Shows All Sections: Each section (A, B, C) appears separately in the dropdown since they may have different schedules.
  • Export While Viewing: Keep the grade selected and export in multiple formats without switching.
  • Email Exports Are Convenient: The email options open your default mail client with the file already attached.
  • ICS for Calendar Apps: The ICS file works with Google Calendar, Apple Calendar, Outlook, and most calendar applications.
  • High-Quality PNG: The PNG export is high resolution (2x pixel ratio) for clear printing.
  • Excel for Analysis: Export to Excel if you need to analyze period distribution or teacher assignments.
  • Check for Updates: If a new timetable was published, refresh the page to see the latest schedule.
  • Print from PNG: For classroom posting, export as PNG and print - it's a high-resolution image suitable for printing.
  • Google Calendar Integration: Use "Add to Google Calendar" if students or parents use Google services for scheduling.
  • Subject Codes vs Names: The grid may show subject codes (MATH) or full names (Mathematics) depending on configuration.