Create Timetable

Create Timetable

Build comprehensive class schedules for batches with automatic conflict detection and optimization.

Time Required: 30-60 minutes per batch Module: Timetable User Role: Timetable Manager, Admin

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Prerequisites

• Courses and batches configured
• Subjects assigned to courses
• Faculty assigned to subjects
• Time periods defined
• Classrooms configured
• Academic calendar set

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Overview

Timetable creation involves:

• Defining weekly schedule template
• Assigning subjects to time slots
• Allocating faculty and rooms
• Handling conflicts automatically
• Publishing for students and staff

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Steps

Step 1: Navigate to Timetables

1. Go to OpenEduCat > Timetable > Timetables
2. Click Create to build new timetable

Step 2: Configure Timetable Header

Field	Required	Description	Example
Name	Yes	Timetable name	”BCS Year 1 - Sem 1”
Course	Yes	Select course	”B.Sc Computer Science”
Batch	Yes	Select batch	”BCS-2025-A”
Start Date	Yes	Effective from	2025-09-01
End Date	Yes	Effective until	2025-12-31

Step 3: Define Working Days

Select days when classes are held:

Day	Include	Notes
Monday	Yes	Regular day
Tuesday	Yes	Regular day
Wednesday	Yes	Regular day
Thursday	Yes	Regular day
Friday	Yes	Half day option
Saturday	Optional	Labs only
Sunday	No	Holiday

Step 4: Add Subject Slots

For each subject, add to timetable:

1. Click Add a line in Timetable Lines
2. Fill in slot details:

Field	Required	Description
Day	Yes	Day of week
Period	Yes	Time period
Subject	Yes	Subject to schedule
Faculty	Yes	Assigned teacher
Room	No	Classroom
Type	No	Lecture/Lab/Tutorial

Step 5: Validate Timetable

1. Click Validate button
2. System checks for:
   • Faculty conflicts
   • Room conflicts
   • Subject distribution
3. Review and fix any warnings

Step 6: Publish Timetable

1. Click Publish to activate
2. Timetable becomes visible to students/faculty
3. Sessions auto-generate based on schedule

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Timetable Grid View

Access visual editor:

1. Click Grid View button
2. Drag and drop subjects into slots
3. Visual conflict indicators
4. Save changes

         Mon       Tue       Wed       Thu       Fri
       ┌─────────┬─────────┬─────────┬─────────┬─────────┐
 P1    │  Math   │ Physics │  Math   │ English │  Math   │
       ├─────────┼─────────┼─────────┼─────────┼─────────┤
 P2    │ Physics │  Chem   │ Physics │  Math   │ English │
       ├─────────┼─────────┼─────────┼─────────┼─────────┤
 P3    │ English │  Math   │  Lab    │ Physics │  Chem   │
       ├─────────┼─────────┼─────────┼─────────┼─────────┤
       │  LUNCH  │  LUNCH  │  LUNCH  │  LUNCH  │  LUNCH  │
       ├─────────┼─────────┼─────────┼─────────┼─────────┤
 P4    │  Lab    │ English │  Lab    │  Chem   │ Tutorial│
       └─────────┴─────────┴─────────┴─────────┴─────────┘

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Timetable States

State	Description	Actions
Draft	Under construction	Edit, Validate
Validated	Checked for conflicts	Edit, Publish
Published	Active and visible	View, Archive
Archived	Historical record	View only

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Field Reference

Timetable Record

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
course_id	Course	Many2one	Required
batch_id	Batch	Many2one	Required
start_date	Start Date	Date	Effective from
end_date	End Date	Date	Effective until
state	State	Selection	draft/validated/published

Timetable Line

Technical Field	UI Label	Type	Notes
day	Day	Selection	mon/tue/wed…
period_id	Period	Many2one	Time period
subject_id	Subject	Many2one	Required
faculty_id	Faculty	Many2one	Required
classroom_id	Room	Many2one	Optional
type	Type	Selection	lecture/lab/tutorial

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Best Practices

Distribution Rules

• Avoid same subject in consecutive periods
• Distribute labs evenly through week
• Consider faculty availability
• Balance morning and afternoon slots

Conflict Prevention

• Check faculty schedules first
• Reserve lab rooms in advance
• Allow buffer time between buildings
• Plan for special events

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Troubleshooting

Validation fails

Problem: Timetable fails validation checks.

Solutions:

1. Check conflict report for details
2. Resolve faculty double-bookings
3. Fix room conflicts
4. Adjust overlapping slots

Sessions not generating

Problem: Published timetable not creating sessions.

Solutions:

1. Verify start/end dates are current
2. Check working days configuration
3. Ensure batch has enrolled students
4. Run session generator manually

Cannot edit published timetable

Problem: Fields are read-only after publishing.

Solution:

1. Click Revise to create new version
2. Or archive and create new timetable
3. Published timetables are locked for integrity

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Related

• Create Sessions Manually
• Define Time Periods
• Timetable Reports

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Last updated: January 2026