Scheduling is where the school’s week becomes a plan. Without it, a timetable is a poster somebody typed; with it, the timetable is a live record that the platform uses everywhere else — a teacher’s day, a learner’s week, the logbook sessions a payroll is later calculated from, and the release calendar that decides when a lesson becomes visible.

Three screens carry it. Halls is the list of rooms you have: name, capacity, nothing clever. Timetables is the weekly grid where each course is placed on a day, at a start and end time, in a hall, for a class, with a teacher. Course Schedules is the dated register that turns a weekly slot into real sessions — it is the record a teacher opens to log hours and the record the academic dashboard counts.

Two of the three are set up once and then left alone: your rooms, and the pattern of the week. Only the course schedules change during the year, and only when a subject is moved, a teacher is replaced or a new class opens. That is worth saying plainly, because most schools think scheduling is a term-long job. It is an afternoon.

Name the rooms before you place a single lesson

Open Academic > Halls and enter every room the school uses: the names your staff already say — Salle 1, Labo informatique, Gymnase — with the number of learners each one actually holds. Capacity matters because it is what stops you quietly planning forty-five children into a room that seats thirty. It is also the number a head teacher checks when they ask why a class was moved.

Then place the weekly slots

In Scheduling > Timetables, use New and fill the slot: the course, the class, the day, the start time and the end time, then the hall and the teacher. Both times matter and the end must be after the start, or the slot is refused. Tick Repeat on other dates when the same subject runs twice in the week, and pick the extra dates rather than creating the slot twice by hand.

Conflicts are caught for you

If the hall, the class or the teacher is already booked at that time, the screen refuses the slot and names the clash rather than silently overwriting what was there. That protection is worth relying on: a school that builds its week through this grid cannot end up with one mathematics teacher in two classrooms at once, which is exactly the mistake a hand-drawn timetable makes every year.

Print it and send it

The toolbar gives you PDF for the classroom door and Send to push the timetable to the teachers and learners who should have it. Print the class version for the notice board and keep the master here — the PDF is generated from the same records, so a change made here shows up in tomorrow’s PDF.

The timetable repeats, the schedule is dated

This is the single most useful thing to understand about this menu. The timetable says “mathematics, first year, Monday 08:00–09:00, room 2” and it repeats every week of the term. The course schedule is a dated row that says this particular session runs from this date to this date, with a status of Scheduled, Completed or Cancelled. The timetable is the shape; the schedule is the calendar.

Why the dated rows matter more than they look

Teachers log their teaching hours against the sessions in the execution logbooks, and the monthly payroll is calculated from verified hours. The Academic & Teaching dashboard also compares sessions logged on time, late and never. If the dated rows are missing or were never given dates, none of that can work — the dashboard shows “missing” and the payroll has nothing to pay from. Creating the course schedules is therefore not paperwork: it is what makes the teaching verifiable.

Capacity is advice, not a lock

The capacity you set on a hall is read by staff when they plan; it is not a hard block on placement. If a class of forty-five must sit in a room of thirty for a term, record it honestly and move the class rather than inflating the number. An inflated capacity destroys the one check the number exists for.

Who can change what

Rooms and course schedules are opened by a super administrator, an institution admin or a secretary. Teachers and lecturers see the timetable, and they can add lessons for their own courses, but they cannot restructure the school week.