Generate Timetable

Generate Timetable

Create a complete weekly timetable for a batch using the generation wizard.

Time Required: 15 minutes Module: Timetable User Role: Timetable Manager

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Table of Contents

1. Before You Begin
2. Open the Generator
3. Configure Basic Settings
4. Define Weekly Schedule
5. Generate Sessions
6. Review and Confirm
7. Field Reference

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Before You Begin

Ensure you have:

• Course with subjects configured
• Batch created for the course
• Faculty assigned to subjects
• (Optional) Classrooms available
• (Optional) Timing periods defined

Why Use the Generator?

Manual Sessions	Timetable Generator
One session at a time	Creates entire week at once
Good for exceptions	Good for regular schedules
5 min per session	15 min for whole week

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Open the Generator

Step 1: Navigate to Generator

Option A: From Menu

1. Click Timetable in the main menu
2. Click Timetable
3. Click Generate Timetable

Option B: From Batch ⚙️

1. Go to OpenEduCat > Course > Batches
2. Open the batch record
3. Click Generate Timetable button

Step 2: Wizard Opens

A wizard window appears with empty schedule template.

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Configure Basic Settings

Step 3: Fill Header Information

Field	What to Select	Example	Required
Course	Select the course	”Bachelor of Computer Science”	✅ Yes
Batch	Select the batch	”BCS-2025-A”	✅ Yes
Start Date	First day of timetable	2025-08-04 (Monday)	✅ Yes
End Date	Last day of timetable	2025-12-15	✅ Yes

How Dates Work

The generator creates sessions for every week between start and end dates:

• If your schedule is Mon-Fri
• Start: Aug 4, End: Dec 15
• Sessions created for 19 weeks

💡 Tip: Start with a shorter date range (2-4 weeks) to test, then generate remaining weeks.

⚠️ Warning: Generating long periods creates many records. A semester (16 weeks × 25 sessions/week = 400 sessions).

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Define Weekly Schedule

Step 4: Switch to Day Tab

The wizard has tabs for each day:

• Monday
• Tuesday
• Wednesday
• Thursday
• Friday
• Saturday
• Sunday

Click on a day tab to add sessions for that day.

Step 5: Add Session Lines

For each day, click Add a line and fill:

Field	What to Enter	Example	Required
Start Time	Session start	09:00	✅ Yes
End Time	Session end	10:30	✅ Yes
Faculty	Teacher for this session	”Prof. Smith”	✅ Yes
Subject	Subject being taught	”Data Structures”	✅ Yes
Classroom	Room location	”Room 101”	No

Time Format

Times are entered as decimal hours:

• 9:00 AM = 9.0
• 9:30 AM = 9.5
• 10:15 AM = 10.25
• 1:30 PM = 13.5

The interface shows a time picker widget for easier entry.

Step 6: Complete All Days

Repeat Step 5 for each day of the week.

Example Weekly Schedule:

Monday:

Time	Faculty	Subject	Room
09:00-10:30	Prof. Smith	Data Structures	101
10:45-12:15	Prof. Jones	Database Systems	102
14:00-15:30	Prof. Brown	Operating Systems	Lab 1

Tuesday:

Time	Faculty	Subject	Room
09:00-10:30	Prof. Jones	Database Systems	102
10:45-12:15	Prof. Smith	Data Structures	101

(Continue for remaining days)

💡 Tip: Copy a common pattern then modify. Many schools have consistent schedules.

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Generate Sessions

Step 7: Review Schedule

Before generating, verify:

• All days have correct sessions
• Faculty don’t have conflicts (same time, different subjects)
• Classrooms don’t overlap
• Times don’t overlap

Step 8: Click Generate

Click the Proceed button.

The system:

1. Validates your schedule for conflicts
2. Creates sessions for each week in the date range
3. Sets all sessions to “Draft” state

Processing Time

Duration	Sessions	Time
1 week	~25	2-3 seconds
1 month	~100	5-10 seconds
1 semester	~400	15-30 seconds

Step 9: Handle Conflicts

If conflicts detected:

“Faculty conflict detected”

• Same faculty scheduled for overlapping times
• Review faculty assignments across all days
• Adjust times or change faculty

“Classroom conflict detected”

• Same room double-booked
• Change classroom or adjust times

“Time overlap in schedule”

• Sessions overlap on same day
• Adjust start/end times

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Review and Confirm

Step 10: View Generated Sessions

After generation:

1. Go to Timetable > Sessions
2. Filter by your course/batch
3. Review created sessions

Generated sessions appear in:

• List view - All sessions in table format
• Calendar view - Visual schedule
• Kanban view - Grouped by day

Step 11: Confirm Sessions

Sessions are created in Draft state. To activate them:

Option A: Individual Confirmation

1. Open a session
2. Click Confirm button
3. State changes to “Confirmed”

Option B: Bulk Confirmation

1. In list view, select multiple sessions (checkbox)
2. Click Action dropdown
3. Select Confirm Sessions
4. All selected sessions confirmed

Step 12: Verify Calendar

1. Switch to Calendar view
2. Navigate to the week of your start date
3. Verify sessions appear correctly
4. Check for any gaps or overlaps

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Field Reference

Generator Fields

Field Name	Technical Name	Type	Required	Description
Course	course_id	Many2one	✅	Target course
Batch	batch_id	Many2one	✅	Target batch
Start Date	start_date	Date	✅	First day
End Date	end_date	Date	✅	Last day
Lines	time_table_lines_1 to 7	One2many	No	Per-day schedule

Line Fields

Field Name	Technical Name	Type	Required	Description
Start Time	session_start_time	Float	✅	Start time (decimal)
End Time	session_end_time	Float	✅	End time (decimal)
Faculty	faculty_id	Many2one	✅	Teacher
Subject	subject_id	Many2one	✅	Subject taught
Classroom	classroom_id	Many2one	No	Room location
Day	day	Selection	Auto	Day of week (0-6)

Day Values

Value	Day
0	Monday
1	Tuesday
2	Wednesday
3	Thursday
4	Friday
5	Saturday
6	Sunday

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Buttons Reference

Button	Location	What It Does
Proceed	Wizard footer	Generates sessions
Close	Wizard footer	Cancels without generating
Add a line	Day tabs	Adds session line
Delete (trash icon)	Line row	Removes session line

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Troubleshooting

”No lines to generate” error

Problem: Clicked Proceed but nothing generated.

Solutions:

1. Ensure at least one day has session lines
2. Check that all required fields are filled
3. Verify start date is before end date

Sessions created for wrong weeks

Problem: Sessions appear on unexpected dates.

Solutions:

1. Check timezone settings
2. Verify start date is a Monday (or first class day)
3. Review date range - sessions created for every week

Faculty appears busy (false conflict)

Problem: System says faculty is busy but they’re not.

Solutions:

1. Check for cancelled sessions that weren’t deleted
2. Verify course filter - faculty may teach other courses
3. Check time zone differences

Too many sessions created

Problem: Generated thousands of sessions by mistake.

Solutions:

1. Use smaller date ranges for testing
2. Delete sessions in bulk:
   • Filter by course/batch/date range
   • Select all
   • Action > Delete

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Examples

Example 1: Computer Science Weekly Schedule

Course: Bachelor of Computer Science
Batch: BCS-2025-A
Start Date: 2025-08-04
End Date: 2025-12-12

Monday:
- 09:00-10:30 | Prof. Smith | Data Structures | Room 101
- 10:45-12:15 | Prof. Jones | Database Systems | Room 102
- 14:00-15:30 | Prof. Brown | Operating Systems | Lab 1

Tuesday:
- 09:00-10:30 | Prof. White | Computer Networks | Room 103
- 10:45-12:15 | Prof. Smith | Data Structures | Room 101
- 14:00-16:00 | Prof. Brown | OS Lab | Lab 1

Wednesday:
- 09:00-10:30 | Prof. Jones | Database Systems | Room 102
- 10:45-12:15 | Prof. White | Computer Networks | Room 103

Thursday:
- 09:00-10:30 | Prof. Smith | Data Structures | Room 101
- 10:45-12:15 | Prof. Jones | DBMS Lab | Lab 2
- 14:00-15:30 | Prof. White | Networks Lab | Lab 3

Friday:
- 09:00-10:30 | Prof. Brown | Operating Systems | Room 104
- 10:45-12:15 | Seminar | Career Guidance | Auditorium

Example 2: School Daily Schedule

Course: Grade 10
Batch: Grade 10-A
Start Date: 2025-08-04
End Date: 2025-05-30

Monday-Friday (same pattern):
- 08:00-08:45 | Mr. Johnson | Mathematics | Class 10A
- 09:00-09:45 | Ms. Williams | English | Class 10A
- 10:00-10:45 | Mr. Davis | Science | Class 10A
- 11:00-11:45 | Ms. Miller | Social Studies | Class 10A
- 12:30-13:15 | Mr. Wilson | Physical Education | Gym
- 13:30-14:15 | Ms. Taylor | Art/Music | Art Room

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Advanced Tips

Handling Holidays

The generator creates sessions for every week. To handle holidays:

1. Generate the full semester
2. Filter sessions by holiday dates
3. Cancel or delete those sessions

Different Schedules per Week

If weeks have different patterns:

1. Generate Week 1 pattern (dates: Week 1 only)
2. Generate Week 2 pattern (dates: Week 2 only)
3. Continue for each unique pattern

Lab Rotations

For rotating lab schedules:

1. Generate standard lecture sessions
2. Manually create lab sessions that rotate
3. Or generate each rotation period separately

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Related Topics

• Create Sessions Manually
• Manage Sessions
• Define Time Periods
• Configure Timetable Settings
• Attendance Tracking

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Last updated: January 2026