Print or download student timetables - PDF, Excel or CSV

This article provides instructions on how to print or download student timetables in bulk or individually, including options for layout and collation. It also outlines the necessary permissions and addresses common FAQs regarding exporting formats and customization.

Follow the instructions below to print out timetables for students. Top Tip: You can shorten course names in timetables following these instructions.

Permissions

You will need either the School: Teaching: View permission or one of the Student: Calendar: View permissions to print student timetables in bulk. If you don't have permission, you'll need to ask your admin team to give you permission using these instructions.

Student timetables in bulk

When you go to School > Timetable > Student Timetable > Printable Timetables, you'll see two tabs: Live Timetable and Standard Timetable. Both let you download timetables in bulk, but they work differently.

Live Timetable

The Live Timetable tab generates a timetable from a student's calendar for a specific week or cycle. It respects school closures, so any closed days won't show events.

• Use the dropdowns to select the year and school week. If your school works on 2-week cycles, this will automatically select more than one school week, and this will output a timetable for each week for each student.

• Select individual students, or a certain year group, registration form or another student group in the Students in...
   

• Select a Layout option. Please note that the Grid Concise (Lessons Only), Grid (Horizontal Periods, Vertical Days), and Grid (Horizontal Days, Vertical Periods) options are only available if your school has set up Timetable Periods.

• (Optional) If you add a collation, this will separate out students in each year group, registration form or house.

• Choose whether to include dates along the top with the Show dates tickbox

• Select which events to show with the Show dates tickboxes. Your options are: 
   

  • Lessons
  • Interventions
  • Detentions
  • Internal exclusions
  • Exam invigilations
  • Clubs
  • Trips
  • School events
     

  Please note: The Grid Concise (Lessons Only) layout option will only show lessons.
   

• Click the Download live timetables button to start generating them

After you click the Download Live Timetables button, you'll need to wait for the notification (the Bell Icon) to pop up in the left-hand menu
 

Click the notification to download the timetables.

This will download to your computer, which you can then open.
 

The example below shows the Grid Concise (Lessons Only) layout option.
 

Standard timetable

The Standard Timetable generates a timetable based on a chosen reference date. It shows lessons and interventions exactly as scheduled on that date, including the assigned staff and room. Unlike the Live Timetable, it ignores school closures, making it useful for sharing a consistent "standard week" view.

You can export the Standard Timetable as a PDF or as an Excel file, which lets you reformat or style it as needed.

To download a Standard Timetable:

• Go to School > Timetable > Student Timetable > Printable Timetables
• Click the Standard Timetable tab
• Set the following options:
   
  • Academic year: Select the relevant year
  • Reference date: Use this to choose the date whose schedule you want to reflect. Lessons will be shown as timetabled on this date, including the assigned staff and room. Timetable slots that end before, or start after, this date will not be included.
  • Students in: filter to all students or a specific group, like a year group or form
  • Format: Choose PDF or Excel with the dropdown
  • Layout: Choose how periods and days are arranged
  • Collate by: Optionally group timetables in your download by year group, registration form, or house
  • Showing: Tick Lessons and/or Interventions to ensure these are included in the export.
    
    
    
     
• Click Download standard timetables
  
  
   

After you click the Download Standard Timetables button, you'll need to wait for the notification (the Bell Icon) to pop up in the left-hand menu. Click the notification to download the timetable.


 
 

From the student profile

Individual student timetables can also be downloaded via a student's Student Profile.

FAQ

Can we download timetables as an Excel, Google Sheets or CSV file?

Yes. You can export a Standard Timetable as an Excel file. Go to School > Timetable > Student Timetable > Printable Timetables, click the Standard Timetable tab, and set Format to Excel before downloading.

Please note that it is not possible to export Live Timetables to Excel. As an alternative, you could create a timetable in the Custom Report Writer using the Timetabled event field, which you can export. You can see an example of this in use here: Creating a report of students' locations for each class

Can we edit what the timetables look like?

For PDF downloads, it is not possible to change the font type or size. 

If you need full control over formatting and styling, use the Excel export option available in the Standard Timetable tab. This exports the raw timetable data, which you can then edit in Excel or Google Sheets.

How do we share a printable timetable with parents or students?

See how students can get a timetable here: Send students their timetables

You can also enable guardians to download and print timetables for their children: Student Printable Timetable