School, student and staff timetable gaps and clashes

We have a wide range of features to help you manage your timetables, detect clashes and find free members of staff. 

Permissions

• School: Teaching: Administer - Use the Clashes, Teacher Hours and Room Utilization pages.
• Staff: Calendar: Administer - Use the Free Staff Finder and Meeting Time Finder pages.
• Student: Calendar: Administer All Students - Use the Timetable Gaps page
• All staff can use the Free Room Finder page - you don't need a particular permission.

If you don't have permission, you'll need to ask an administrator to give you permission following these instructions.

Finding clashes

To find students, staff or rooms that have been “double-booked”, go to School > Timetable > School Timetable > Clashes lets you find students, staff or rooms that have been “double-booked”.

You can use the filters at the top of the page to choose the effective dates to view, and whether to filter down to look at Students, Staff or Rooms (or a combination).

Jump right into resolving the clash by clicking the event. You can also suspend classes, or remove students from one lesson in the class using Student Timetable Slot Exceptions.

Finding out how many sessions teachers are scheduled for

Go to School > Timetable > Staff Timetable > Teacher Hours.

Here you can identify how many timetable periods teachers are allocated to teach for registration sessions, lessons, interventions, behaviour (such as detentions), PPA and other.

Please note that:

• the Registration column will only count sessions set up through the Schedule Registration Sessions page or using this option during the New School Year Setup process.
• for the PPA column to correctly display, you will need to have set up your PPA as outlined in this article.

Finding free Staff

To find what staff members are available at a set time and date, go to School > Timetable > Staff Timetable > Free Staff Finder. Click the staff member to navigate to that staff member's calendar.

Use the filters at the top of the page to filter by date, time and business role.

Finding meeting times

To find a time when staff members or groups of staff are free for a meeting, go to School > Timetable > Staff Timetable > Meeting Time Finder. 

Top Tip: This page will suggest times outside staff working periods, so you may wish to check their hours before booking.

Just input the dates the meeting can take place within, how long the meeting will be, and what staff members need to attend into the filters at the top of the page to utilise this feature.

Finding timetable gaps

To find any students with periods that have no lessons scheduled go to School > Timetable > Student Timetable > Timetable Gaps. 

This page defaults to the lowest year group at your school, but you can change this of the effective dates using the filters. Click on a name to navigate to that student's calendar.

Finding free rooms

To find free rooms go to School > Timetable > Sites & rooms> Free Room Finder. Use the filters at the top of the page to select the relevant date and times the room is required for. Click the room to access the school calendar.

Finding out how much rooms are being used

Go to School > Timetable > Sites & rooms > Room Utilization to see the number of periods the room is in use for between the specified dates. Use the filters at the top of the page to select the relevant date and times. Click the room to access the school calendar.