EasyEdmin allows institutes to create and manage multiple timetables. Timetables can be prepared, reviewed, activated, published, updated, and reused as required.
This article explains the lifecycle and management of timetables, including creating, copying, activating, publishing, editing, and managing access.
Creating a Timetable #
EasyEdmin allows an institute to create multiple timetables as required.
A timetable contains the information required to plan teaching periods for the selected classes, including schedules, teacher allocations, subject allocations, learning resources, and other planning information.
Before creating a timetable, the required Classes, Subjects assigned to those classes, and Staff Members / Teachersshould already be available in EasyEdmin.
Once a timetable is created, the required classes can be added to it and the timetable can then be configured and planned.
Note: Subjects assigned to a class are maintained in Class Management. Timetable automatically retrieves the subjects assigned to each class.
Copying an Existing Timetable #
A new timetable can be created by copying an existing timetable.
When a timetable is copied, all information from the existing timetable is copied to the new timetable.
This is particularly useful when preparing a timetable for a new academic session. An existing timetable can be copied and the required classes and other information can then be modified as needed.
Note: Copying a timetable creates a new timetable. Changes made to the new timetable do not modify the original timetable.
Editing a Timetable #
A timetable can be edited after it has been created.
An Active or Published timetable can also be edited. Changes are reflected in the respective areas of EasyEdmin:
- Changes to an Active timetable are reflected in the relevant teacher schedules.
- Changes to a Published timetable are reflected in the Student/Parent App.
Therefore, changes to an Active or Published timetable should be made carefully, particularly when the timetable is already being used by teachers or students/parents.
Activating a Timetable #
A timetable can be marked as Active when its allocations are ready to be used by institute users.
When a timetable becomes Active:
- Its relevant allocations become available in teachers’ schedules.
- Related subject-level rights are provided to teachers based on their timetable allocations.
- The timetable becomes available for internal institute use.
Multiple timetables can be Active at the same time. EasyEdmin does not automatically deactivate a previously Active timetable when another timetable is activated. The institute manages which timetables remain in effect.
Deactivating a Timetable #
An Active timetable can be deactivated when its allocations are no longer required for internal use.
When a timetable is deactivated:
- Its allocations are removed from teachers’ schedules.
- Related subject-level rights provided through the timetable are withdrawn.
Deactivation therefore affects both the timetable’s availability in teacher schedules and the subject-level rights associated with its teacher allocations.
Publishing a Timetable #
A timetable can be Published to make it available in the Student/Parent App.
A timetable must be Active before it can be Published.
Publishing is separate from teacher access. A timetable can be Active for institute users without being Published to students and parents.
Multiple timetables can be Published at the same time.
Unpublishing a Timetable #
A Published timetable can be unpublished when it should no longer be displayed in the Student/Parent App.
Unpublishing:
- Removes the related timetable from the Student/Parent App.
- Does not deactivate the timetable.
- Does not withdraw teacher subject-level rights.
Therefore, unpublishing affects only the timetable’s availability to students and parents through the Student/Parent App.
Active and Published — How They Differ #
| Active | Published | |
|---|---|---|
| Purpose | Makes timetable allocations available to institute users | Makes timetable available in the Student/Parent App |
| Primary Users | Teachers and other institute users | Students and Parents |
| Teacher Schedule | Allocations become available | No direct effect |
| Subject-Level Rights | Related rights are provided | No direct effect |
| Student/Parent App | Not applicable | Timetable is displayed |
| Required Before Publishing | Yes | — |
The two controls serve different purposes:
Active → Internal Institute Use
Published → Student/Parent App Visibility
Managing Timetable Access #
Multiple staff members can be given rights to manage a timetable. However, only one staff member can manage a timetable at a time.
EasyEdmin uses a Timetable Management Lock to control this.
A staff member who wants to make changes to a timetable must first acquire the Timetable Management Lock. While the timetable is locked for management by one staff member, other users cannot simultaneously manage the same timetable.
This prevents conflicting changes when multiple authorized staff members are responsible for timetable preparation.
Assigning Subject-Level Rights #
Timetable allocations also help EasyEdmin determine the subject-level rights applicable to teachers.
The timetable contains information about:
- Which teacher is teaching a subject.
- Which class the subject is being taught to.
- The relevant subject allocation.
Based on these allocations, EasyEdmin provides the appropriate subject-level rights to the respective teachers.
For example, if a teacher is allocated Mathematics for a particular class, the teacher can receive the relevant rights for that subject. Rights for subjects that are not allocated to the teacher are not provided through the timetable.
This allows timetable allocations to also serve as a source for determining teacher-specific subject access.
Timetable Deletion #
A timetable cannot be deleted.
Timetables remain available in EasyEdmin even when they are no longer Active or Published. This allows previously created timetables to remain available for reference and reuse, including as the basis for creating a new timetable through Copy Existing Timetable.
Key Rules at a Glance #
- Multiple timetables can be created.
- Multiple timetables can be Active.
- Multiple timetables can be Published.
- A timetable must be Active before it can be Published.
- Activating a timetable makes its allocations available to teachers and provides related subject-level rights.
- Deactivating a timetable removes its allocations from teacher schedules and withdraws related subject-level rights.
- Publishing makes a timetable available in the Student/Parent App.
- Unpublishing removes it from the Student/Parent App but does not withdraw teacher rights.
- Active and Published timetables can be edited.
- Changes to Active timetables are reflected in teacher schedules.
- Changes to Published timetables are reflected in the Student/Parent App.
- Only one authorized staff member can manage a timetable at a time through the Timetable Management Lock.
- Timetables cannot be deleted.
- Copying an existing timetable copies all of its information into a new timetable.
