Schedule Classes and Manage Timetables

Schedule Classes and Manage Timetables

Create class schedules, manage faculty assignments, detect conflicts, and generate timetable views.

Time: 15–30 minutes per batch schedule Module: OpenEduCat Timetable, OpenEduCat Timetable Enterprise Permissions: Timetable Manager or Administrator

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Prerequisites

• Courses, batches, and subjects configured
• Faculty assigned to subjects
• Classrooms/rooms configured
• Academic calendar set up
• Access to Timetable menu

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Overview

The Timetable Management system enables:

• Session scheduling with time slots
• Faculty and room assignment
• Conflict detection and prevention
• Recurring session creation
• Calendar integration
• Mobile app timetable view
• Substitute teacher management
• Parent and student portal access

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Timetable Structure

Academic Year/Term
      ↓
   Course
      ↓
    Batch
      ↓
   Sessions
      ├── Day of Week
      ├── Time Slot
      ├── Subject
      ├── Faculty
      └── Room

Element	Description
Session	Single class period
Time Slot	Start and end time
Timing	Day + Time slot combination
Week Days	Days session repeats

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Steps

1. Configure Time Slots

1. Navigate to Timetable → Configuration → Time Slots
2. Click New
3. Configure the time slot:

Field	Action
Name	Slot name (e.g., “Period 1”)
Start Time	Session start (e.g., 9:00)
End Time	Session end (e.g., 9:45)
Sequence	Display order
Duration	Auto-calculated

4. Click Save

Example Time Slots:

Slot	Time	Duration
Period 1	9:00 - 9:45	45 min
Period 2	9:45 - 10:30	45 min
Break	10:30 - 10:45	15 min
Period 3	10:45 - 11:30	45 min
Period 4	11:30 - 12:15	45 min
Lunch	12:15 - 1:00	45 min
Period 5	1:00 - 1:45	45 min
Period 6	1:45 - 2:30	45 min

2. Configure Classrooms

1. Navigate to Timetable → Configuration → Classrooms
2. Click New
3. Configure the room:

Field	Action
Name	Room name/number
Code	Short code (e.g., “CR-101”)
Building	Select building
Capacity	Seating capacity
Facilities	Available equipment

4. Click Save

3. Create Timetable Session

1. Navigate to Timetable → Sessions
2. Click New
3. Complete the session form:

Field	Action
Course	Select course
Batch	Select batch
Subject	Select subject
Faculty	Select teacher
Room	Select classroom
Day	Select day of week
Time Slot	Select time slot
Academic Year	Select year
Academic Term	Select term

4. Click Save

4. Detect Conflicts

System automatically checks:

Conflict Type	Description
Faculty Conflict	Faculty scheduled for two classes same time
Room Conflict	Room double-booked
Batch Conflict	Batch has two classes same time

If conflict detected:

1. Warning displayed
2. Cannot save without resolution
3. Suggest alternative slots

5. Create Recurring Sessions

For weekly recurring classes:

1. Navigate to Timetable → Recurring Sessions
2. Click New
3. Configure:

Field	Action
Course	Select course
Batch	Select batch
Subject	Select subject
Faculty	Select teacher
Room	Select classroom
Week Days	Select multiple days
Time Slot	Select time slot
Start Date	Session start date
End Date	Session end date

4. Click Generate Sessions
5. System creates individual sessions for each occurrence

6. Generate Full Timetable

Batch timetable generation:

1. Navigate to Timetable → Generate Timetable

2. Select parameters:

   • Course
   • Batch
   • Academic term
   • Subject-faculty mappings

3. Click Generate

4. System creates optimal schedule

5. Review and adjust as needed

7. View Timetable

Multiple view options:

By Batch:

1. Navigate to Timetable → Batch Timetable
2. Select batch
3. View weekly grid:
   • Days as columns
   • Time slots as rows
   • Sessions in cells

By Faculty:

1. Navigate to Timetable → Faculty Timetable
2. Select faculty
3. View their weekly schedule

By Room:

1. Navigate to Timetable → Room Timetable
2. Select room
3. View room usage schedule

8. Manage Substitutions

When faculty unavailable:

1. Open the session
2. Click Substitute
3. Select substitute faculty
4. System checks substitute availability
5. Original faculty notified
6. Substitute receives notification

9. Cancel Sessions

For holidays or special events:

1. Open the session
2. Click Cancel
3. Enter cancellation reason
4. Students notified automatically
5. Session marked as cancelled

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Field Reference

Session (op.session)

Field	Technical Name	Type	Required	Description
Name	name	Char	Computed	Session identifier
Course	course_id	Many2one	Yes	Target course
Batch	batch_id	Many2one	Yes	Target batch
Subject	subject_id	Many2one	Yes	Subject taught
Faculty	faculty_id	Many2one	Yes	Teaching faculty
Room	classroom_id	Many2one	No	Classroom
Day	day	Selection	Yes	Day of week
Start Time	start_datetime	Datetime	No	Session start
End Time	end_datetime	Datetime	No	Session end
Timing	timing_id	Many2one	No	Time slot
Type	type	Selection	No	regular/exam/extra
State	state	Selection	No	draft/confirm/done/cancel

Time Slot (op.timing)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Slot name
Start Time	hour	Float	Yes	Start hour
End Time	am_pm	Float	Yes	End hour
Duration	duration	Float	No	Session length
Sequence	sequence	Integer	No	Display order

Classroom (op.classroom)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Room name
Code	code	Char	No	Room code
Capacity	capacity	Integer	No	Seating
Building	building_id	Many2one	No	Building
Asset IDs	asset_ids	Many2many	No	Equipment

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Session States

State	Description
Draft	Session being planned
Confirm	Session confirmed
Done	Session completed
Cancel	Session cancelled

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Conflict Rules

Faculty Availability

• Cannot teach two classes simultaneously
• Check across all courses and batches
• Consider travel time between buildings

Room Availability

• Cannot book same room twice
• Check room capacity vs batch size
• Consider room facilities vs subject needs

Batch Schedule

• Students cannot have overlapping classes
• Ensure adequate breaks
• Balance morning/afternoon sessions

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Views Available

View	Features
Calendar	Weekly calendar grid
List	Session listing
Form	Full session editor
Gantt	Timeline view
Pivot	Analysis view

Calendar View

• Color-coded by subject
• Drag and drop rescheduling
• Click to view details
• Week/day views

Grid View

• Traditional timetable format
• Days as columns
• Time slots as rows
• Sessions in cells

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Portal Features

Student Portal

Students can view:

• Personal timetable
• Subject details
• Faculty information
• Room locations
• Session changes

Parent Portal

Parents can view:

• Child’s schedule
• Faculty contacts
• School timing
• Holiday calendar

Faculty Portal

Faculty can view:

• Teaching schedule
• Room assignments
• Student batches
• Substitution requests

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Mobile App Features

With mobile app:

• View daily schedule
• Get class reminders
• View room navigation
• See schedule changes
• Push notifications

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Troubleshooting

Issue	Cause	Solution
Conflict error	Double booking	Resolve faculty/room conflict
Session not showing	Not confirmed	Confirm session
Wrong time	Time slot misconfigured	Verify time slot settings
Faculty unavailable	Already scheduled	Check faculty timetable
Room capacity exceeded	Small room	Select larger room
Calendar sync failed	Calendar not configured	Set up calendar integration

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Best Practices

1. Time buffers: Allow breaks between sessions
2. Room proximity: Schedule consecutive classes in nearby rooms
3. Faculty load: Balance teaching hours
4. Student welfare: Avoid back-to-back heavy subjects
5. Regular review: Update timetable as needed
6. Communication: Notify changes promptly

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Security Notes

Role	Capabilities
Timetable Manager	Full CRUD on sessions
Faculty	View own schedule, request changes
Student	View own timetable (portal)
Parent	View child’s timetable (portal)

Record Rules

• Faculty see their assigned sessions
• Students see their batch sessions
• Managers have full access

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Integration Features

Calendar Integration

• Sync with Odoo calendar
• Export to ICS format
• Google Calendar sync
• Outlook integration

Attendance Integration

• Auto-create attendance sheets
• Link sessions to attendance
• Track session completion

Live Class Integration

• Create video meeting from session
• Auto-schedule live classes
• Meeting links in timetable

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Related Tasks

• Track Attendance
• Configure Classrooms
• Manage Faculty