Create Sessions Manually

Create Sessions Manually

Create individual class sessions manually when you need to schedule specific classes outside the regular timetable.

Time Required: 5-10 minutes per session Module: Timetable User Role: Timetable Manager, Admin

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Prerequisites

• Course and batch configured
• Subject defined for the course
• Faculty assigned to subject
• Classroom/room available
• Time periods defined

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Steps

Step 1: Navigate to Sessions

1. Go to OpenEduCat > Timetable > Sessions
2. Click Create to add a new session

Step 2: Enter Session Details

Field	Required	Description	Example
Course	Yes	Select the course	”B.Sc Computer Science”
Batch	Yes	Select the batch	”BCS-2025-A”
Subject	Yes	Subject for session	”Data Structures”
Faculty	Yes	Teaching faculty	”Prof. Smith”
Date	Yes	Session date	2025-09-15

Step 3: Set Time Slot

Field	Required	Description	Example
Start Time	Yes	Session start time	10:00 AM
End Time	Yes	Session end time	11:00 AM
Period	No	Link to time period	”Period 2”

Step 4: Assign Room

Field	Description
Classroom	Physical room
Building	Building location
Capacity	Room capacity

Step 5: Save Session

1. Verify all details
2. Click Save to create the session
3. Session appears in timetable view

Tip: Check for conflicts before saving - the system will warn if faculty or room is already booked.

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Session Types

Type	Description	Use Case
Regular	Standard class	Daily classes
Lab	Laboratory session	Practical work
Tutorial	Small group session	Extra help
Seminar	Presentation-based	Guest lectures
Extra Class	Additional session	Makeup class

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Session States

┌─────────┐    Confirm    ┌───────────┐    Complete    ┌──────────┐
│  Draft  │ ────────────> │ Confirmed │ ─────────────> │   Done   │
└─────────┘               └───────────┘                └──────────┘
                                │
                                │ Cancel
                                ▼
                          ┌───────────┐
                          │ Cancelled │
                          └───────────┘

State	Description	Actions
Draft	Session created	Edit, Delete
Confirmed	Session scheduled	Cancel, Mark Done
Done	Session completed	View, Attendance
Cancelled	Session cancelled	View only

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Field Reference

Session Record

Technical Field	UI Label	Type	Notes
course_id	Course	Many2one	Required
batch_id	Batch	Many2one	Required
subject_id	Subject	Many2one	Required
faculty_id	Faculty	Many2one	Required
classroom_id	Classroom	Many2one	Optional
session_date	Date	Date	Required
start_time	Start Time	Float	Hours (10.0 = 10:00)
end_time	End Time	Float	Hours (11.0 = 11:00)
state	State	Selection	draft/confirmed/done

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Conflict Detection

The system checks for:

Conflict Type	Description
Faculty	Same faculty in two sessions
Room	Same room double-booked
Batch	Same batch in two places
Time Overlap	Sessions overlap in time

Handle Conflicts

1. System shows warning with conflict details
2. Resolve by:
   • Changing time slot
   • Assigning different faculty
   • Using different room
3. Save after resolution

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Troubleshooting

Faculty not in dropdown

Problem: Cannot find faculty when creating session.

Solutions:

1. Verify faculty is assigned to the subject
2. Check faculty is active
3. Ensure faculty has timetable access

Room shows as unavailable

Problem: Desired room not selectable.

Solutions:

1. Check room booking for the time slot
2. Verify room is configured for the building
3. Check room capacity meets requirements

Session not appearing in calendar

Problem: Created session missing from timetable view.

Solutions:

1. Verify session state is confirmed
2. Check date filter in calendar view
3. Ensure correct batch/course filter

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Related

• Create Timetable
• Define Time Periods
• Manage Sessions

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Last updated: January 2026