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Timetable

Timetable by Teacher

View and export the published timetable organized by teacher. See each teacher's complete weekly teaching schedule, including assigned classes and a workload distribution chart, with options to replace teachers and export in multiple formats.

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 Teacher" submenu item
  3. Click on "By Teacher" to navigate to this page
  4. The page will load and display: header card with title and controls, teacher selector dropdown, replace teacher button, export button, timetable grid, and workload distribution chart

Overview

The Timetable by Teacher page displays the published school timetable from the perspective of individual teachers. You can select any teacher from a dropdown to view their weekly teaching schedule, see which classes they teach at each time slot (showing grades instead of subjects), view a workload distribution chart showing periods per day, quickly access the teacher replacement feature, and export the timetable in various formats. This view is essential for teachers to see their personal schedules and for administrators to review teacher workloads.

Tasks

Read - View Teacher's Timetable

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

Display Format:

  • Header Card: Title "Timetable by Teacher" with Users icon
  • Teacher Selector: Dropdown to choose which teacher to view
  • Replace Teacher Button: Quick access to teacher replacement (when timetable exists)
  • Export Button: Dropdown with export format options
  • Timetable Card: Shows selected teacher's weekly schedule
  • Workload Chart Card: Shows periods per day distribution

Timetable Grid Layout:

  • First Column: Period names with times
  • Other Columns: Working days (Monday, Tuesday, etc.)
  • Cells: Grade/class names (e.g., "9A", "10B") - NOT subjects
  • Empty Cells: Periods where teacher has no class

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

Example: "Open the page to see Ms. Johnson's schedule. Period 1 Monday shows '9A' meaning she teaches Grade 9A at that time."

Read - Select Different Teacher

Navigation: Start from sidebar -> Click "By Teacher" -> Use teacher dropdown

Steps:

  1. Find Dropdown: Locate the teacher selector dropdown in the header
  2. Click Dropdown: Click to open the list of teachers
  3. Select Teacher: Click on the desired teacher (e.g., "Alice Johnson (AJ)")
  4. View Updates: Timetable grid and workload chart refresh

Teacher Format in Dropdown: Shows teacher name with initials in parentheses

Example: "To view Mr. Smith's schedule, click the dropdown, select 'John Smith (JS)', and the timetable shows his weekly teaching assignments."

Read - View Timetable Cell Details

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> View grid

Cell Information:

  • Grade Display: Shows grade name and section (e.g., "Grade 9 A", "10B")
  • No Subject: Unlike by-class view, teacher view shows classes not subjects
  • Empty Cells: White/blank for periods with no assignment
  • Break Periods: Indicated as break time

Important Note: The teacher timetable shows which CLASSES the teacher teaches, not which subjects. This is because a teacher might teach different subjects to the same class.

Example: "Looking at Ms. Johnson's Monday, Period 1 shows '9A', Period 2 shows '10B', Period 3 is empty (free period), Period 4 shows '9B'."

Read - View Workload Distribution Chart

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Scroll to chart

Display Format:

  • Card Title: "Weekly Workload Distribution" with BookOpen icon
  • Description: "Number of periods assigned to [Teacher Name] across working days"
  • Chart Type: Area chart with filled gradient
  • X-Axis: Days (Mon, Tue, Wed, Thu, Fri)
  • Y-Axis: Period count (0-10 scale)
  • Data Points: Number of periods the teacher has each day

Chart Features:

  • Shows teaching load per day
  • Helps identify uneven distribution
  • Tooltip shows exact count on hover

Example: "Ms. Johnson's workload chart shows: Mon: 6 periods, Tue: 5 periods, Wed: 4 periods, Thu: 6 periods, Fri: 5 periods - indicating a balanced weekly load."

Update - Replace Teacher

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Click "Replace Teacher"

Steps:

  1. Select Teacher: Choose the teacher to replace from dropdown
  2. Click Replace: Click "Replace Teacher" button (has UserMinus icon)
  3. Dialog Opens: Teacher Replacement dialog opens with teacher pre-selected
  4. View Periods: All periods assigned to this teacher are displayed
  5. Choose Mode: Select "Bulk" or "Selective" replacement mode
  6. Select Replacements: Assign replacement teacher(s) to periods
  7. Continue: Click Continue to proceed
  8. Select Reason: Choose reason (Resignation, Leave, etc.)
  9. Confirm: Click "Confirm Replacement"
  10. Result: Teacher's assignments transfer to replacement(s)

Pre-Selection: The teacher you were viewing is automatically pre-selected in the replacement dialog.

Example: "While viewing Ms. Davis's schedule, click 'Replace Teacher' to open the replacement wizard with Ms. Davis already selected - ready to assign her periods to other teachers."

Export - Download as PNG

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Export -> PNG

Steps:

  1. Select Teacher: Choose the teacher
  2. Click Export: Open export dropdown
  3. Select PNG: Click "Export as PNG"
  4. Download: File saves as "[TeacherName]_timetable.png"

Use Case: Quick visual sharing, posting schedules, messaging.

Example: "Export Sarah Johnson's schedule as PNG to share via WhatsApp group."

Export - Download as Excel

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Export -> Excel

Steps:

  1. Select Teacher: Choose the teacher
  2. Click Export: Open export dropdown
  3. Select Excel: Click "Export as Excel"
  4. Download: File saves as "[TeacherName]_timetable.xlsx"

Use Case: Analysis, reporting, importing to other systems.

Example: "Export all teacher schedules to Excel for workload analysis."

Export - Download as ICS

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Export -> ICS

Steps:

  1. Select Teacher: Choose the teacher
  2. Click Export: Open export dropdown
  3. Select ICS: Click "Export as ICS"
  4. Download: File saves as "[TeacherName]_timetable.ics"

Use Case: Import into personal calendar applications.

Example: "Export Ms. Brown's schedule as ICS for her to import into Apple Calendar."

Export - Add to Google Calendar

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Export -> Google Calendar

Steps:

  1. Select Teacher: Choose the teacher
  2. Click Export: Open export dropdown
  3. Select Google Calendar: Click "Add to Google Calendar"
  4. New Tab: Google Calendar opens
  5. Events Added: Teaching schedule appears as calendar events

Use Case: Quick integration with Google Calendar for teachers using Google services.

Example: "Click 'Add to Google Calendar' for Mr. Lee to sync his teaching schedule with his Google Calendar."

Export - Email as PNG

Navigation: Start from sidebar -> Click "By Teacher" -> Select teacher -> Export -> Email PNG

Steps:

  1. Select Teacher: Choose the teacher
  2. Click Export: Open export dropdown
  3. Select Email PNG: Click "Email PNG to Outlook/Mail"
  4. PNG Generates: System creates the image
  5. Email Opens: Default email client opens with PNG attached
  6. Compose: Add recipient (e.g., the teacher's email)
  7. Send: Send the schedule

Use Case: Distribute individual schedules to teachers via email.

Example: "Email Ms. Garcia's schedule as PNG directly to her school email address."

Export - Download All as PNG (ZIP)

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

Steps:

  1. Click Download All: Click the "Download All" dropdown button 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 teacher
  4. Processing: Each teacher's timetable is rendered as a PNG image
  5. Cancel Option: Click "Cancel" in the progress dialog to stop the export
  6. Download Starts: Browser downloads a ZIP file containing all teacher PNGs

Use Case: Export all teacher timetables at once for distribution or printing.

Example: "Click Download All, select PNG, wait for the progress dialog to complete, and get a ZIP with each teacher's timetable as a separate PNG."

Export - Download All as Excel (ZIP)

Navigation: Start from sidebar -> Click "By Teacher" -> 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 teacher'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 teacher Excel files

Use Case: Export all teacher timetables to Excel for analysis or record-keeping.

Buttons & Controls

  • Teacher Selector Dropdown: Selects which teacher's timetable to display. Shows teacher name with initials. Located in header card.
  • Replace Teacher Button (Secondary with UserMinus Icon): Opens teacher replacement dialog with current teacher pre-selected. Located next to export button when timetable exists.
  • Download All Dropdown: Opens menu with bulk export options (PNG ZIP or Excel ZIP). Located in header card.
  • Export Dropdown: Opens menu with 5 export options grouped into three categories. Has download icon. Located in header card. Only appears when a valid timetable is loaded.
  • Export as PNG: Downloads timetable as PNG image.
  • Export as Excel: Downloads timetable as XLSX spreadsheet.
  • Export as ICS: Downloads timetable as calendar file.
  • Add to Google Calendar: Opens Google Calendar with schedule events.
  • Email as PNG: Opens email with PNG attachment.
  • Go to Generator Button: Appears in empty state, links to timetable generation page.

Visual Elements

  • Header Card: Card with "Timetable by Teacher" title, Users icon, and controls.
  • Timetable Card: Card showing teacher's name and weekly schedule grid.
  • Teacher Name Title: "Timetable for [Teacher Name]" above the grid.
  • Timetable Grid: Table with period rows and day columns.
  • Cell Content: Grade names (e.g., "9A", "Grade 10 B") showing which class the teacher teaches.
  • Empty Cells: Blank cells for free periods.
  • Workload Chart Card: Card with "Weekly Workload Distribution" title and area chart.
  • Area Chart: Gradient-filled chart showing periods per day.
  • Chart Tooltip: Shows exact period count on hover.
  • Loading State: Spinner with "Loading Teachers" or "Loading Timetable" text.
  • Empty State (No Teachers): Warning message with Users icon when no teachers exist.
  • Empty State (No Selection): "Select a Teacher" message when none chosen.
  • Empty State (No Data): "No Timetable Data" with button to go to generator.

Alerts & Errors

  • "Loading Teachers": Shown while fetching teacher list.
  • "Fetching teacher list...": Loading text during initial load.
  • "Loading Timetable": Shown while fetching selected teacher's schedule.
  • "Fetching teacher schedule...": Loading text during timetable fetch.
  • "No Teachers Found": Warning when no teachers exist in the system.
  • "No teachers found in the system": Description in empty state.
  • "Select a Teacher": Prompt when no teacher is selected.
  • "No Timetable Data": Warning when teacher has no published timetable.
  • "No published timetable found for this teacher": Description in empty state.
  • "Go to Generator": Button text in empty state linking to generation page.
  • "Failed to fetch teachers": Error alert if teacher list fails to load.
  • "Failed to export timetable": Error alert if export fails.

Rules & Constraints

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

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

  • Teacher Must Exist: Can only view existing teachers

    • What's Valid: Teachers configured in the system
    • Dropdown Contents: All teachers with their initials

  • Shows Classes Not Subjects: Unlike by-class view, teacher view shows class assignments

    • Reason: A teacher might teach multiple subjects to same class
    • Display: Shows "9A", "10B" instead of "Math", "Science"

  • Workload Chart Shows Only Assigned Periods: Free periods not counted

    • What Happens: Only periods where teacher has a class are counted
    • Chart Maximum: Y-axis defaults to 10 periods

  • Replace Teacher Affects Published Timetable: Replacement changes live timetable

    • Warning: Permanent change shown in replacement dialog
    • Pre-Selection: Current teacher auto-selected for convenience

  • Working Days Only: Grid shows only configured working days

    • What Happens: If school is Mon-Fri, only those 5 days appear
    • Weekend: Saturday/Sunday excluded if not working days

  • Export File Names Use Teacher Name: Files include teacher name

    • Format: [TeacherName]_timetable.[extension]
    • Special Characters: Non-alphanumeric characters replaced with underscore

Tips & Notes

  • Classes vs Subjects: Remember this view shows which CLASSES a teacher teaches, not which subjects. For subjects, check the by-class view.
  • Workload at a Glance: The area chart quickly shows if a teacher has an uneven workload distribution across the week.
  • Quick Replacement Access: The "Replace Teacher" button is a shortcut - you don't need to go to the main timetable page.
  • Pre-Selected for Convenience: When you click "Replace Teacher", the current teacher is already selected, saving you a search step.
  • 5 Export Formats + Bulk: PNG for quick sharing, Excel for analysis, ICS for calendar import, Google Calendar for direct integration, Email PNG for sharing. Use Download All for bulk exports.
  • Share with Teachers: Export individual teacher schedules and email them directly using the Email options.
  • ICS for Personal Calendars: Teachers can import ICS files into their personal calendar apps to see their schedule alongside personal events.
  • Check All Teachers: Use the dropdown to quickly review different teachers' workloads and schedules.
  • Balanced Workload Goal: Use the chart to identify teachers with too many or too few periods per day.
  • Free Periods Visible: Empty cells in the grid show when a teacher has free periods - useful for coverage planning.
  • Refresh After Changes: If the timetable was regenerated or teachers were replaced, refresh to see updated schedules.
  • PNG for Printing: Export as PNG if teachers want to print and post their schedules in their workspace.
  • Excel for Reporting: Export multiple teachers to Excel to create consolidated workload reports.