- Check all start AND end dates are correct in the Timetabler export, there can be no overlap of dates.
- The maximum range for one timetable should be one term, this will make the import faster and more accurate.
- Make sure the days of the week are defined in the Timetabler files.
- Make sure all lessons in the Timetabler files are single lessons.
- End the timetable in Arbor using the UI, schedule the end date to be after the last register has been taken.
- Once the timetable has been ended, wait at least 20mins before importing the new timetable. This is so all lessons in the background have been deleted.
- Check in 3/4 different courses that there are no timetable slots remaining from the end date.
Timetabler File Upload to Arbor
Go to School > Timetable > Timetable Administration > Import Timetable.
Arbor allows you to import a timetable file from Timetabler. Once you have generated your Timetabler file, upload it to Arbor and you will then enter the Timetabler File Import Wizard. (You are also able to create a timetable manually on Arbor, which is discussed in the help article, Schedule Provisional Timetable Slots)
After you have uploaded your Timetabler file, you will enter the Timetabler File Import Wizard.
Import Academic Year, Year Groups and Registration Forms
Academic Year: Arbor will recognise the academic year stated within your timetable file and look to see if there is a corresponding academic year that already exists on Arbor. If there isn’t, the import process will ask you to select a date range for the new academic year you want to set up. This would occur when you are importing a timetable for a new upcoming academic year. Otherwise, if you are importing a new timetable for the current academic year, the academic year will remain the same and not be editable.
Days per Cycle: The import process also recognises and outputs the ‘Days per cycle’ from your Timetabler file. e.g. 10 days per cycle means that you have an alternating timetable every other week. If the ‘Days per cycle’ from the file does not match what already exists on your Arbor system, you will be asked to confirm exactly what you want the days per cycle to be.
Year Groups: Arbor will show you all year groups contained within the Timetabler file. If we recognise an existing year group on Arbor, you will have the option to ‘Map’ the year group from the file, to the existing year group on Arbor. If we do not recognise an existing similar year group on Arbor, you are able to ‘Import’ the year group, which will create it as a brand new year group on Arbor. You also have the option to ‘Skip’ import for any year groups but with this option, all registration forms and courses and classes within the Timetabler file, that should be linked to the relevant year group, will need to be manually linked after the entire import process is complete.
Registration Forms: Arbor will show you all registration forms contained within the Timetabler file. If we recognise an existing registration form on Arbor, you will have the option to ‘Map’ the registration form from the file, to the existing registration form on Arbor. If we do not recognise an existing similar registration form on Arbor, you are able to ‘Import’ the registration form, which will create it as a brand registration form on Arbor. You also have the option to ‘Skip’ import for any registration forms but with this option, all courses and classes within the timetabler file, that should be linked to the relevant registration form, will need to be manually linked after the entire import process is complete.
- Skip - does not create that property for your timetable
- Map - links the property you are importing, with an existing property on Arbor
- Import - creates a new property on Arbor
Import Sites and Rooms
Sites: Arbor will show you all sites contained within the Timetabler file. If we recognise existing sites on Arbor, with similar names to the sites within the file, you will have the option to ‘Map’ these. If we do not recognise existing similar sites on Arbor, you are able to ‘Import’ sites, which will create them as brand new sites on Arbor. You also have the option to ‘Skip’ imports for any sites but with this option, rooms that you would like to import from within the file, will not automatically be mapped to the correct site, and you will need to manually link sites to rooms, after the entire import process is complete.
Rooms: Similar to ‘Sites,’ Arbor will show you all rooms contained within the Timetabler file and you will have the option to ‘Map,’ ‘Import’ or ‘Skip’ each one. Skipping any rooms means that lessons on your timetable will not have those rooms assigned, and you will need to assign rooms manually after the import process is complete.
Import Teachers, Courses and Classes
Teachers: Similar to step 1 and step 2, Arbor will show you all teachers that are contained within the Timetabler file and you will have the option to ‘Map,’ ‘Import’ or ‘Skip’ each one. Skipping any teachers means that lessons on your timetable will not have those teachers assigned, and you will need to assign teachers manually after the import process is complete. For any teachers you ‘Import,’ a new teacher profile will be created on Arbor. As such, it is important that you don’t import teachers if they should in fact be mapped to an existing teacher.
Subjects: Arbor will show you all subjects that are contained within the Timetabler file and you will have the option to ‘Map,’ or ‘Skip’ each one. For each subject, you can map against a subject from a default list of subjects that Arbor generates for all schools in the UK. If you ‘Skip’ any subject, courses and classes will still appear on your timetable, but you will not be able to filter school or staff timetable outputs by the skipped subject.
Staff Setup: If new Teachers were imported in STEP 3, you are required to add an email address and business role to the new teachers you are importing. This is to ensure that all new teachers are set up properly on Arbor. You cannot complete the import wizard without completing this step.
Import Timetable Slots
Once you have imported, mapped or skipped all fields in your Timetabler file, you will have the chance to review all errors, updates and timetable slots, before publishing your final timetable. Click on the ‘Finish’ button of the import wizard. You will see a grid where the file status has switched from 'In Progress' to 'Completed.' Use this grid to view all errors and Arbor updates that have occurred as a result of your imported file. You can also go to view your timetable slots.
If there are any errors, click on the 'Errors' cell in order to view them. If any errors exist, check if the Timetabler file has the correct data regarding the error, fix it and try to import the file again. If there is no missing data from Timetabler and errors still exist, please get in touch with us
Error types include:
- Academic year is missing from Timetabler XML file.
- Missing site name in Timetabler XML file
- Missing room code in Timetabler XML file.
- Missing room name in Timetabler XML file
- Teacher name is in invalid format in Timetabler XML file
- Missing subject name in Timetabler XML file
- Missing subject code in Timetabler XML file
- Missing year group name from Timetabler XML file
- Missing registration form short name from Timetabler XML file
- Room cannot be found for lesson
- Subject cannot be found for lesson
- Day cannot be found for lesson
- Period cannot be found for lesson
- Lesson end time cannot be determined
Click on the 'Updates' cell to view all new properties that have been created on Arbor as a result of the imported Timetabler file. You can click on each property and you will be taken to the page on Arbor where that property exists.
Click anywhere else on a row of the grid, to view imported timetable slots for the imported file.
Your timetable slots from the Timetabler file you have imported, will be flagged as ‘Provisional’ and will not appear on any timetable outputs such as the school timetable.
Review each timetable slot one-by-one and make sure that everything is correct (if you would like to know how to edit your timetable slots, go to ‘Editing the Timetable via Timetable Slots.' Then, select the timetable slot(s) you are happy with using the checkbox and click on ‘Schedule.’ These timetable slots will be moved to the ‘Scheduled’ tab as they are now live on your system.