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Timetable, holidays and lesson plans

Set the periods of the day, the holidays and the weekly timetable once. Teachers, parents and students see the same week. Each day's class sessions and registers are made from it, and a teacher can tie a lesson plan to a period.
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The problem it solves

  • The timetable lives in a spreadsheet on one computer, and the copy on the notice board is three changes old.
  • A teacher is given two classes at the same time, and nobody notices until both classes wait.
  • Parents ask the class teacher on WhatsApp which day the next holiday is.
  • The principal cannot see what a teacher planned to teach in a period without asking for the notebook.

How it works

  1. The office makes a schedule: the periods of the day (Period 1, 8:30 to 9:10, and so on) and the holidays of the year. Then it activates the schedule.
  2. Each class term gets its schedule. Each teacher is linked to the subject and section they teach, in Subject Faculty.
  3. On the Timetable screen the office adds each lesson of the week: the teacher and subject, the period and the weekday. A teacher given two periods that overlap on the same day is stopped with a message.
  4. The office confirms the entries. From then on the system makes the class sessions of today and tomorrow every day, skipping holidays, each with its attendance register.
  5. Teachers see their week in the back office and in the Campus app. Parents and students see the class week and the coming holidays on the portal and in the app.
  6. A teacher writes a lesson plan for a subject and ties it to a session. The plan shows on that session.

Everything it does

Schedules, periods and holidays

  • A schedule has a name, a sequence, the hours per day, one line per period (name, from, to) and its holidays (name, date)
  • Statuses: draft, active and closed; a schedule can be changed only in draft, and only active schedules can be chosen on a term
  • Holidays can be added later under Student Schedule > Holiday
  • No session is made on a holiday of the schedule

The weekly timetable

  • One entry is one weekly period: term, teacher with subject (from Subject Faculty), period, weekday; class, section, subject and room are filled in
  • Weekdays Monday to Sunday; the week shows Monday to Saturday, and Sunday only when it has a period
  • Statuses: Draft, Confirmed and Closed; only an Administrator confirms an entry
  • Clash check: a teacher cannot hold two periods on the same day whose times overlap, even across schedules. Closed periods and terms no longer active are left out
  • The entry's name is made from the teacher, the subject, the period and the term

The Timetable screen

  • A weekly grid: choose Class / Section, Student or Teacher, and the record
  • Today's column is marked; lab and practical periods are shown darker
  • Print gives a PDF of the class, the student or the teacher's week
  • Who sees what: the principal and the Administrator see every class. A head of department sees the department, a class teacher their own class, other teachers their own periods
  • All Periods (list) keeps the entries as a list for bulk work, grouped by term, class, section, schedule or subject

Class sessions

  • Every day the system makes the sessions of today and tomorrow for each confirmed entry with Auto Create ticked. A session already made is left alone
  • An Administrator can also make today's session of one entry by hand
  • Each session comes with its register of the students of that subject group, all present to start with
  • Class sessions shows the week as days by periods: Not taken, Open, Closed or Upcoming, and the periods taken by a substitute
  • A period taken by an exam paper is not a class that day and has no register

Lesson plans

  • Timetable > Lesson Planning: Lecture Name, the teacher's own subject group, and the Lesson text; class, section and subject are filled in
  • A plan is tied to a session of that subject group; the session then shows it in its Lesson field
  • A teacher sees the plans of their own sessions, a head of department those of the department, the Administrator all
  • Lesson plans are kept: none can be deleted

For parents and students

  • Portal, Timetable & Holidays: one card per day with the time, subject, teacher and room; today marked
  • Upcoming holidays for the next 12 months
  • In place of class: for the next two weeks, the periods in which the student sits an exam paper
  • The Campus app: the same week under Learning > Timetable, and today's periods on Home

Dashboard and import

  • Timetable dashboard: weekly periods, periods by subject, registers open and closed, registers by day, lesson plans
  • Import sheets for schedules (periods and holidays), the weekly timetable and this year's attendance day by day, checked before anything is saved

Who uses it

Administrator (school office)Makes the schedules and holidays, adds and confirms the timetable entries, closes them at the end of the term.
PrincipalSees every class's and every teacher's week and prints them.
Head of departmentSees the periods and lesson plans of the department.
TeacherSees their own week, takes the register of each session and writes lesson plans.
Parents and studentsSee the class week, today's periods and the coming holidays on the portal and in the app.

Where you use it

  • Web: Timetable (the weekly grid, All Periods (list), Session, Lesson Planning) and Student Schedule (Schedule, Holiday)
  • Parent and student portal: Timetable & Holidays
  • The Campus app: Learning > Timetable and Today on Home for families. My timetable for teachers (built and in testing, not in the app stores yet)
  • Not built: a timetable generator; you place each period yourself or import the week from a sheet
  • Not in the app: lesson plans are kept on the web only, and families do not see them

What you control

Settings

  • Periods and holidays: per schedule, one schedule per term
  • Auto Create on each timetable entry: off to start with; tick it so the sessions are made every day
  • Who sees which timetable follows the user's role: Administrator, principal, head of department, class teacher or teacher

Approvals

  • No approval chain: only an Administrator confirms a timetable entry

Notifications

  • No message is sent when the timetable changes; families see the current week on the portal and in the app

Questions

Can the system build the timetable for us?

No. There is no timetable generator. You add each period on the Timetable screen, or fill the weekly timetable in an import sheet. The system then stops any teacher clash.

What happens on a holiday?

No session and no register are made for that day. Families see the holidays of the next 12 months on the portal and in the app.

Can a teacher see another teacher's timetable?

A teacher sees their own periods, and the whole timetable of a class where they are the class teacher. The principal, the Administrator and a head of department for the department see more.

Can I print the timetable for the notice board?

Yes. On the Timetable screen choose a class, a student or a teacher and click Print. You get a PDF of that week.

Do parents see the lesson plans?

No. Lesson plans are for the teacher, the head of department and the office, on the web. Parents see the timetable, homework and attendance.

Related features

ATTENDANCE AND LEAVEClass attendance, and attendance for parentsTeachers mark each period's register on the web or on their phone, starting from all present. Parents see the percentage, every absence and the figures by subject, and are told the same day when their child is absent.TIMETABLE, HOMEWORK, NOTICESClass substitution when a teacher is awayWhen a teacher is away, the Substitutions screen lists each period that needs cover and the teachers free to take it, best first. Teachers can also ask a colleague to cover or swap a period. The substitute takes that day's session and its register, and the weekly timetable stays as it is.ADMISSIONS AND STUDENT RECORDSClasses, sections, subjects and roomsSet up your academic years, classes, sections and subjects once, with the class teacher of each section and the teacher of each subject. Students are placed in a section and get its subjects, and a whole section moves to the next year in a few steps.ADMISSIONS AND STUDENT RECORDSSet-up from spreadsheetsBring your school in from Excel: staff, classes, sections, subjects, students with parents, the timetable, this year's attendance, fees, marks and library. The whole workbook is checked first, and nothing is saved until every row is clean.APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.APPS AND PORTALTeachers' appThe staff view of the Campus app puts a teacher's day on the phone. Today's periods and registers, homework, leave requests, parent meetings and chat with families are there, and each teacher sees only the pages their role allows.

See your own school year run in it.

Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.
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