If you are importing your timetable via Edval, we'd recommend taking the following steps in Arbor to ensure the smoothest possible experience.
Importing a new timetable within an Academic Year
To ensure your timetable operates correctly following the Edval import, you'll need to ensure an end date has been set for currently operating timetable slots that will no longer be running after the new timetable has been imported. For example, if Year 7 Art Set 1 current; have a lesson on Thursday between 9am and 10am, but following the import this will be moved to Wednesday 2pm - 3pm, the Thursday timetable slot would need ending before the Wednesday one begins.
No action will be required for current timetable slots that will continue to run following the import. To quickly end the required timetable slots, please follow these steps:
- Go to School > Timetable, then 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.
- Click the blue pencil icon to select Bulk End Timetable Slots.
- 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.
Importing a timetable for the next Academic Year
The Arbor/Edval timetable sync relies on courses from Arbor being matched to courses in Edval, so we'd strongly recommend copying over your existing courses to the next academic year, as you'll then be able to match them up within Edval.
You can copy your courses over by taking the following steps:
- Head to School > School Structure > School Year Setup.
- Select step 6: Courses & Classes.
- Choose option B: Setup and promote Courses, Classes, Teaching Groups and Timetable.
- Select step 2: Copy Course Containers to 2021/2022.
- Within step 2, tick the courses you'd like to copy over to the new academic year, then use the blue pencil icon to bulk copy these over. For convenience, we'd recommend selecting all courses by ticking the checkbox in the top-left of the table, then running through the list and unticking any courses you don't want to copy over.
- Once you have copied your courses over to the next academic year, you'll then be ready to import your Arbor courses into Edval, and match them up against the courses within Edval - this step ensures that the timetable in Edval is written in against the appropriate courses in Arbor.
If new courses are being timetabled in Edval which aren't part of your current course structure on Arbor, you'll need to create these courses in Arbor prior to the process of matching your Arbor courses with their Edval equivalents. This process isn't essential but will reduce the amount of manual work required after syncing your timetable into Arbor.
- Head to School > Programmes and choose (next academic year) Courses.
- Click the + icon next to the top-level course under which you need to add a new course - for example, KS3 German.
- Once the underlying Year Group courses are shown, click into the Year Group that you need add a course to - for example, Year 7.
- When viewing the course, click the + Add button next to Modules to create a new module (aka child course).
- On the Add New Module slideover menu that appears, set your the class name as the Module Name - other details such as the Subject and Year Group should be set automatically. Click Add Module to create the new course.
- Once you've added the course, you can head back to School > Programmes > (next academic year) Courses and repeat the above steps for any new courses.