Generating Printable Timetables for staff, rooms or the whole school

The School Timetable section allows viewing and filtering lessons by various criteria in grid or list formats. Staff timetables can be viewed, exported, and printed individually or by groups, with options for live or standard timetables. Staff can download their own timetables from their calendar. Room timetables show lessons by room and can be printed. Permissions are required for access. Timetable text formatting cannot be edited.

School Timetable

Go to School > Timetable.

The Grid View page allows you to view for any given day, all scheduled lessons (timetable slots) across the school. You can filter the timetable by faculty (if you have these set up), subject, course/class, year group and registration form.

The Lesson Timetable (List) and All Timetabled Events (List) pages show you all scheduled lessons and events in a list format.

The Staff Timetable page

The School > Timetable > Staff Timetable > Staff Timetable page allows you to see all staff in your school and quickly view what lessons they are assigned to on any given day.

The Printable Timetables page

The School > Timetable > Staff Timetable > Printable Timetables page allows you to export staff timetables for groups of staff members, e.g. staff assigned to a particular year group or department, as well as individuals.

Here you can choose not to include lessons in your download to only print a certain session type, such as staff cover events.

Switch tabs to choose between two ways to download staff timetables:

• Live Timetables - Creates a timetable directly from staff calendars for your selected week or cycle. 
• Standard Timetable - Creates staff timetables based on your chosen reference date. It shows events as scheduled, regardless of school closures.

Live Timetables

Pick a school week or cycle, and Arbor creates a PDF with a timetable sheet for each individual staff member rather than grouped as in the Staff Timetable page. This can't be used to see all sessions of the same event/group of people grouped together.

Select a school week that you would like to bulk download the timetables for. If your school works on 2-week cycles, you will be able to select more than one school week, and this outputs as a timetable for each week, per staff member.

Just click Download Printable Timetables to generate the PDF. The file will either download to your device immediately. Or, if the file is large, it will generate in the background; once the download is ready, the Bell Icon on the left-hand side will show a clickable notification to start the download.

Live timetables can also be exported via a staff member's Staff Profile with the Download/Print button on the right-hand side of the main profile page.

Settings you can adjust before downloading timetables include:

• The Academic Year (not available on the Staff Profile)
• The School Week. Use the drop-down to select the week or cycle.
• The Staff Groups. Use the drop-down to select all members of a group or select individuals
• The Layout. Use the drop-down to select one of the following options:
  • Grid (Horizontal Periods, Vertical Days)
  • Grid (Horizontal Days, Vertical Periods)
  • Grid (Horizontal Time, Vertical Days)
  • Grid (Horizontal Days, Vertical Time)
  • List
• Whether to Show dates on the timetable. Untick to exclude dates.
• Which events to show (Showing). Use the tick boxes to include or exclude:
  • Lessons
  • Interventions
  • Detentions
  • Internal exclusions
  • Exam invigilations
  • Clubs
  • Trips
  • School events
  • Staff absences
  • Staff cover

Standard Timetable 

• The Academic Year.
• The Reference Date. Lessons will be shown as they are timetabled on this date; this is used to identify the teacher and room.
• The Staff Groups. Use the drop-down to select all members of a group or select individuals
• The Layout. Use the drop-down to select one of the following options:
  • Grid (Horizontal Time, Vertical Days) - PDF only
  • Grid (Horizontal Days, Vertical Time) - PDF only
  • List - Excel only
• Which events to show (Showing). Use the tick boxes to include or exclude:
  • Lessons
  • Interventions
  • Detentions
  • Internal exclusions
  • Clubs
  • School events

Downloading my timetable

Staff can download their own timetable from their calendar (like the Live Timetable) by going to My Items > My Calendar > Printable Timetable. Please note that:

• you can't select the format - this will download as the classic grid view without timetable periods applied by default. This cannot be changed.
• you can only select weeks within the current academic year, so you can't download timetables for next year.

Editing the timetables

It is not possible to change the font type or size of the text when downloading timetables.

Room Timetables

You can view all rooms on any given day and find out what lesson is occurring within the room, at any given point in time.

Permissions

You will need either the Calendar: Administer permission or the School: Teaching: View permission. If you don't have permission, you'll need to ask your admin team to give you permission using these instructions.

Go to Sites & Rooms > Room Timetable.

In Sites & Rooms > Printable Timetables, you can download a printable version of this information. You can use the tabs to download either:

• The Live Timetable
• The Standard Timetable

Select a room to print just the timetable for that room, or leave the field blank to print all room timetables.

Live Room Timetables

The Live Timetable shows rooms as they are scheduled on calendars for the specific week or two weeks you select. These timetables are downloaded as PDFs.

Simply go to the Live Timetable tab and adjust the following settings as required before clicking Download Printable Timetables.

• Academic year*
• School week*
• Layout* - Options are:
  • Grid (Horizontal Time, Vertical Days)
  • Grid (Horizontal Days, Vertical Time)
  • List
• Staff name format - Options are:
  • Staff Abbreviation (E.g. JSM)
  • Initials (E.g. JS)
  • Salutation, initial, last name (E.g. Mr J Smith)
  • Salutation, first name, last name (E.g. Mr John Smith)
  • Salutation, last name (E.g. Mr Smith)
  • First name, last name (E.g. John Smith)
  • Initial, last name (E.g. J Smith)
• Show untimetabled rooms? If checked, shows all rooms regardless of whether they have any timetabled events.
• Rooms - If left blank shows all rooms
• Show dates - If selected will show 'Monday 16 June', 'Tuesday 17 June'. If unticked, will just show 'Monday', 'Tuesday'.
• Showing - Options are:
  • Lessons
  • Interventions
  • Detentions
  • Internal exclusions
  • Exam invigilations
  • Clubs
  • Trips
  • School events

Standard Rooms Timetables

For these, give a single reference date instead of a week. Arbor pulls out the relevant week (or weeks for two-week timetables) based on that date.  It shows events as scheduled, regardless of school closures. The timetables can be exported to either PDF or Excel.

Head to the Standard Timetable tab and choose you proferences, then click Download Standard Timetables.

• The Academic Year.
• The Reference Date. Rooms will be shown as they are timetabled on this date
• The Rooms. Use the drop-down to select all members of a group or select individuals
• The Layout. Use the drop-down to select one of the following options:
  • Grid (Horizontal Time, Vertical Days) - PDF only
  • Grid (Horizontal Days, Vertical Time) - PDF only
  • List - Excel only
• The Staff name format shown on the timetable. Options are:
  • Staff Abbreviation (E.g. JSM)
  • Initials (E.g. JS)
  • Salutation, initial, last name (E.g. Mr J Smith)
  • Salutation, first name, last name (E.g. Mr John Smith)
  • Salutation, last name (E.g. Mr Smith)
  • First name, last name (E.g. John Smith)
  • Initial, last name (E.g. J Smith)
• Which events to show (Showing). Use the tick boxes to include or exclude:
  • Lessons
  • Clubs
  • Interventions
  • Detentions
  • Internal Exclusions
  • Meal Sittings
  • School Events