Importing a timetable from TimeTabler

This article covers importing a timetable from TimeTabler if:

  • You've recently moved to Arbor and need to set up your classes
  • You need to replace an incorrect timetable that has already been imported for next year
  • You need to completely change your timetable part-way through the year if you do not want to do this in Arbor
  • You are importing your timetable for the next year as part of the New School Year Setup process - please refer to Step 6 of your setup guide here to see where to go.
How does the import work?

When you import a TimeTabler file, Arbor will look to see which timetable slots have changed and for which effective dates. New timetable slots will be created for new courses/classes within the TimeTabler file, and existing courses/classes will have their effective dates extended if all that has changed is the time period.

Effective dates are the dates within an academic year that a timetable slot is active for. For example, you may decide that you'll be having a different timetable in Spring term than in Autumn term. You will set the effective date of the timetable in TimeTabler, and the slots created when you import the file will end on this date. You would then need to import a new TimeTabler file for spring term, or extend your timetable slots in Arbor if you decide not to change your timetable. 

Can I import a TimeTabler file early?

You can't import a TimeTabler file that covers dates in two academic years. If you would like to create a timetable that becomes effective towards the end of the summer term, and which remains effective at the start of the next academic year, you must import two TimeTabler files, one with effective dates for summer, and one for the next academic year.

How does it map the academic year information?

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.

Tips to prevent duplicates

To prevent duplicate courses from being set up when reimporting, make sure you don't change the subject short name in TimeTabler. The short name is used to help Arbor reference the course to remember what was mapped previously.

Screenshot_26_11_2020__13_19.png

 

To prevent events being mapped incorrectly to duplicate staff, check in School > Data > Data Quality Dashboard > Suspected duplicates > Staff. Resolve them using these instructions: Resolve duplicate staff

How do I delete an incorrect TimeTable file?

You cannot import the same file twice, so if you need to upload a new timetable, you can either:

  • Follow the steps in the Replacing next year's import section below, change your timetable in TimeTabler then import a new file
  • Contact the Arbor support team and we can delete the imported TimeTabler file for you
 

 

Actions to complete before importing

Mid-year import

Make the changes you want in TimeTabler, making sure that the first day of your timetable file is the day after the last date the slots will run to in Arbor. First, check all start and end dates are correct in the TimeTabler export - there can be no overlap of dates. Make sure the days of the week are defined in the TimeTabler files.

Because you shouldn't edit the times of your timetable slots as this can impact your school’s statutory attendance, and you can't delete slots if you’ve begun to take attendance, you’ll need to end your current timetable slots.

  1. Go to Timetable > Timetable Administration > Timetable Slots. Click the boxes next to the slots you want to end or click the box next to the blue pencil icon to select all the slots. 
  2. Click the blue pencil icon to select Bulk End Timetable Slots
  3. In the slide over, set the End Date to the last day the lessons should run at that time, then scroll down to the bottom of the slide over to confirm the changes and save them.

Screenshot_2021-03-30_at_15.51.02.png

Screenshot_2021-03-30_at_15.57.32.png

 

Once the timetable slots have been ended, wait at least 20mins before importing the new timetable. This is so all future lessons in the background will have been deleted. Check there are no lessons scheduled after the end date for a few example courses from School > Programmes > Courses.

Screenshot_2020-11-30_at_17.20.46.png

Replacing next year's import

Make the changes you want in TimeTabler, making sure that the first day of your timetable file is the first day of the academic year. First, check all start and end dates are correct in the TimeTabler export - there can be no overlap of dates. Make sure the days of the week are defined in the TimeTabler files.

As long as you have not yet begun to take attendance, you will need to delete the existing incorrect timetable slots in Arbor. 

  1. Go to Timetable > Timetable Administration > Timetable Slots. Make sure you have selected the year you will be importing for in the filter. Click the box next to the blue pencil icon to select all the slots. 
  2. Click the blue pencil icon to select Delete Timetable Slots
  3. In the slide over, click Delete and confirm the deletion. 

Screenshot_2021-03-30_at_15.55.55.png

 

Once the timetable slots have been deleted, wait at least 20mins before importing the new timetable. This is so all lessons in the background will have been deleted. Check there are no lessons scheduled for a few example courses from School > Programmes > Courses.

Screenshot_2020-12-03_at_13.08.35.png

 

 

Importing your TimeTabler file

Once you have generated your TimeTabler file, go to the timetable import area.

  • As part of the New School Year Setup process - please refer to Step 6 of your setup guide here to see where to go.
  • Mid-year or replacing your import - School > Timetable > Timetable Administration > Import Timetable to upload it to Arbor by working through the TimeTabler File Import Wizard.

Screen_Shot_2019-08-06_at_15.42.35.png

 

Click +Add to import a new TimeTabler file.

Screenshot_2021-04-22_at_08.45.53.png

 

After you have uploaded your TimeTabler file, you will enter the TimeTabler File Import Wizard. Once each stage has been completed and saved, it will show as complete at the top of the screen with a green tick icon.

Screenshot_2021-06-17_at_14.20.41.png

 

During the import process, you can click on a step to see what you've imported so far.

Screenshot_2021-06-17_at_14.29.15.png

 

Check the start and end dates correspond to the right dates and won't overlap with any timetable slots in Arbor, and ensure the Days per cycle field displays the number of days after which the timetable is repeated (excluding weekends). For example, if your timetable repeated every two weeks, this field would instead display '10'.

If they don't map, you can click this field to amend it before you can click Next.

Screenshot_2021-05-14_at_14.43.13.png

 

If any of this information is incorrect, click the red Cancel button at the bottom of the page, regenerate your TimeTabler file in TimeTabler correctly, and attempt the upload again.

Screenshot_2021-04-22_at_08.56.57.png

Import Academic Year, Year Groups and Registration Forms

Step One is to import the academic year and map the year groups and registration forms to your existing ones. The names on the left-hand side refer to the groups set up in TimeTabler. The groups that appear in the drop-down menus refer to the groups you have already set up in Arbor.

For each drop-down list select one of the potential options. For example:

  • Map to - The sessions in TimeTabler for the 7A Registration form will be scheduled for the 7FH form in Arbor. We recommend using this option wherever possible. You can map multiple TimeTabler groups to the same group in Arbor.
  • Skip - You will have to create your own group on Arbor and link the courses and classes manually to the correct group.
  • Import - Creates a new group in Arbor. For registration forms, this also schedules timetable slots for this group based on the timetable in TimeTabler. For registration forms, you have the option to import this student group as a registration form or teaching group.

Once you have completed the mapping, click the green Next button.

Screenshot_2021-04-22_at_09.08.22.png

Screenshot_2021-04-22_at_09.09.00.png

 

Arbor will then save your settings in the background.

When it's finished processing, click the notification to return to the import and complete the next step. Don't see the notification? Try refreshing your page.

Screenshot_2021-04-22_at_09.12.40.png

 

Click into your import to continue the next step.

Screenshot_2021-04-22_at_09.14.57.png

Import sites and rooms

Step 2 imports sites and rooms from the TimeTabler file. For each drop-down list select one of the potential options. For example:

  • Map to - The sessions in TimeTabler for in the room will be linked to the room selecting in Arbor. We recommend using this option wherever possible. You can map multiple TimeTabler rooms to the same room in Arbor.
  • Skip - The 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 - Where the site/room does not currently exist in Arbor, you can create a new one by selecting Import.

Once you have completed the mapping, click the green Next button.

Screenshot_2021-04-22_at_09.19.26.png

Screenshot_2021-04-22_at_09.21.44.png

 

Arbor will then save your settings in the background.

When it's finished processing, click the notification to return to the import and complete the next step. Don't see the notification? Try refreshing your page.

Screenshot_2021-04-22_at_09.32.23.png 

Import Teachers

Step 3 is to import or map your academic leads/teachers. The names and abbreviations on the left are the teachers in TimetTabler, the names in the drop-down boxes are your staff that exist in Arbor. For each drop-down list select one of the potential options.

  • Map to - Any courses linked to the staff member in TimeTabler will be linked to the mapped staff member in Arbor.
  • Skip - Courses in your timetable will not have those staff assigned, and you will need to assign staff manually after the import process is complete.
  • Import - Where the staff member does not currently exist in Arbor, you can create a new one by selecting Import. We recommend adding new staff members through the usual route of School > All Staff > Add new staff member rather than selecting Import (creates new record) if you have new staff members in TimeTabler file that have not yet been added onto Arbor.

Once you have completed the mapping, click the green Next button.

Screenshot_2021-04-22_at_09.45.23.png

 

Arbor will then save your settings in the background.

When it's finished processing, click the notification to return to the import and complete the next step. Don't see the notification? Try refreshing your page. 

Screenshot_2021-04-22_at_09.46.14.png

 

If you have selected to import any teachers, you need to set them up as staff members. Click into their name.

Screenshot_2021-04-22_at_09.48.58.png

 

In the slide over, give them a title, name, email address and business role at a minimum. 

Screenshot_2021-04-22_at_09.50.57.png

Screenshot_2021-04-22_at_09.51.28.png

Import courses and classes

In this step, you can see a list of subjects within your TimeTabler file. You can map each subject from your file to a top-level course that we have on Arbor.

  • If you're importing a timetable mid-year, please map as many of your subjects as possible. This will prevent duplicate courses from being created. The list available to map is based on the courses you have set up in Arbor already.
  • If you have not set up any courses (for example if you're importing a timetable for next year), you can import them all. This will create new top-level courses.

Screenshot_2021-05-11_at_13.20.08.png

 

Arbor will then save your settings in the background.

When it's finished processing, click the notification to return to the import and complete the next step. Don't see the notification? Try refreshing your page. 

Screenshot_2021-05-11_at_13.24.21.png

 

Next, you can map DfE subjects to your top-level courses. You can choose to either map or skip.

Screenshot_2021-05-11_at_13.26.28.png

 

Next, you'll need to import or map your Course and Classes. There is no way to not import or map a class - you can either import and delete, or omit those classes from your TimeTabler file and reimport.

Any bottom-level courses that you have previously imported a timetable for this year will automatically be mapped. Importing will create a new course.

Please do not click the bin icon to delete any rows. When you click Next, this will cause the page to refresh and you will need to remap your bottom-level courses.

Screenshot_2021-06-17_at_14.29.58.png

Screenshot_2021-05-14_at_14.31.12.png

 

Arbor will then save your settings in the background.

When it's finished processing, click the notification to return to the import and complete the next step. Don't see the notification? Try refreshing your page. 

Screenshot_2021-05-14_at_14.38.35.png

Map the days of the week

The final step imports timetable slots from the TimeTabler file on Arbor. Match the days in your TimeTabler file to the days of the week that exist within Arbor. Then click Finish.

Screenshot_2021-04-22_at_10.05.10.png

 

Arbor will then save your settings in the background.

Screenshot_2021-04-22_at_10.05.39.png

 

When it's finished processing, click the notification to return to the import and complete the next step. Don't see the notification? Try refreshing your page. 

Screenshot_2021-04-22_at_10.06.01.png

Import Non-teaching Activities 

In this step, you can import any Non-teaching Activities (NTAs) you've set up in TimeTabler. This can include Guaranteed Planning, Preparation and Assessment (PPA) Time, meetings or other types of events. They will be imported as Events in Arbor.

  • You will need to decide whether to map the NTA to an existing event type in Arbor, or to create a new event type.
  • For each NTA, you can select whether or not the event should flag as requiring cover when a staff member is absent. Don't worry - you can amend this at a later date if needed.

Once you have completed your selection, click the green Next button.

Screenshot_2021-06-17_at_14.47.20.png

 

Each session of NTA will import as a separate recurring event. This means that if in TimeTabler the 'Home' event happens every week on a Tuesday and Thursday, one event will be created that ones on Tuesday, and one on Thursday.

Screenshot_2021-06-17_at_15.56.12.png

Import Timetable slots 

When you click the notification, you can see your completed Timetabler import.

Click on the ‘Updates’ column of the table to view all the actions that have been taken so far.

Screenshot_2021-04-22_at_10.08.24.png

 

Information that needs reviewing is marked in red. You can then click it to resolve the issue.

Screenshot_2021-04-22_at_10.09.29.png

 

If there is no missing data from TimeTabler and you're still getting these errors, 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

 

Schedule the timetable slots

Returning to the Import Timetable Overview, the final step is to schedule the timetable slots from within your TimeTabler file. Click anywhere in the table to do this.

Screenshot_2021-04-22_at_10.10.31.png

 

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 until they are scheduled. Click the provisional tab, then tick the boxes next to the sessions you wish to schedule. Then click on the pencil to Schedule provisional timetable slots

Screenshot_2021-07-07_at_10.04.43.png

 

Review each timetable slot one-by-one and make sure that everything is correct then select the timetable slot(s) you are happy with using the checkbox and click Schedule.  These timetable slots will be moved to the Scheduled tab.

Screenshot_2021-04-22_at_10.11.31.png

Was this article helpful?
2 out of 3 found this helpful
I'm still stuck!

Comments

0 comments

Please sign in to leave a comment.