Timetable Setup Guide

This Article steps through the setup process for Externally Managed Timetables (Timetables managed in a different system) and internally managed timetables (Timetabled managed directly within SEQTA).

Page Contents

• Externally Managed Timetable Setup
  • Create or Copy a Timetable Structure
  • Setup the Calendar
  • Clone the Input Container (Sync UI Only)
  • Add the New Term Aliases (If Using Term Aliases)
  • Add the New Timetable Period to a Sync Profile
  • Rolling out the Timetable and Enabling Sync Profile
• Internally Managed Timetable Setup
  • Create or Copy a Timetable Structure
  • Setup the Calendar
  • Create the Classes
  • Enrol the Students
• Further Assistance

Externally Managed Timetable Setup

Create or Copy a Timetable Structure

1. Go to the Administration Workspace > Timetable Management > Cycle/Period Setup.
2. Select an existing timetable and click 'Copy This Timetable Period' or create a new timetable.
3. Enter the code, name, year and set the visibility options.
4. Set the 'Group' number - If starting new classes use a group number that has not been used previously (group numbers display next to the timetables listed on the left-hand side)
5. Set the visibility options then click 'Save'.

Setup the Calendar

1. To do this, go to the Administration Workspace > Timetable Management > Manage Days.
2. Select the timetable period, set the terms and non-teaching days.
3. For the first date of each term select the corresponding day, then click the arrow icon to the right of the day to populate the rest of the days (they should all display in colour).
4. Repeat for each term and then click 'Save'.

Clone the Input Container (Sync UI Only)

This is only required for school who export files from their timetable system and manually drop them into Sync UI.

1. To do this, log into Sync UI, select an existing timetable input container.
2. Click on the Clone button in the top-right corner.
3. Enter the timetable code as the 'Name' for the new input. 

Add the New Term Aliases (If Using Term Aliases)

1. To add a new term alias, go to the Administration workspace > Timetable Management > Manage Term Alias. Schools that do not have the 'Manage Term Alias' page do not use Term Aliases.
2. Select the timetable period, then click 'Add' enter the term alias, continue the process till all term aliases have been added.

Add the New Timetable Period to a Sync Profile

1. Go to the Administration Workspace > Timetable Management > Manage Sync.
2. If a Sync profile is used for each timetable period select 'New Profile' enter a name, the data source (if the option shows) and click 'Save'.
3. Select the timetable periods in the top right-hand corner. Set the frequency for the sync to run and click 'Save'.

Rolling out the Timetable and Enabling Sync Profile

1. Go to the Administration Workspace > Timetable Management > Manage Sync.
2. To enable the automatic sync select 'Scheduled Syncs Enabled' and click Save.
3. Select the sync profile, then select Run Now > From Today. Running a sync will roll out the timetable.
4. Wait 5-10 mins and then refresh the page and the classes should then show on the teacher's timetable.

Once reports are archived the students can be rolled into the next year level by running the sync profile with the option 'Synchronise Student Data'.

Internally Managed Timetable Setup

The following steps outline the timetable setup process for timetables that are managed entirely in SEQTA (not in an External Timetabling System).

Create or Copy a Timetable Structure

1. Go to the Administration Workspace > Timetable Management > Cycle/Period Setup.
2. Select an existing timetable and click 'Copy This Timetable Period' or create a new timetable.
3. Enter the code, name, year and set the visibility options
4. Set the 'Group' number - If starting a new classes use a group number that has not been used previously (group numbers display next to the timetables listed on the left-hand side).
5. Set the visibility options then click 'Save'.

Setup the Calendar

1. To do this, go to the Administration Workspace > Timetable Management > Manage Days.
2. Select the timetable period, set the terms and non-teaching days.
3. For the first date of each term select the corresponding day, then click the arrow icon to the right of the day to populate the rest of the days (they should all display in colour).
4. Repeat for each term and then click 'Save'.

Create the Classes

1. Go to the Administration Workspace > Timetable Management > Edit Timetables.
2. Select 'New Class' then enter a name, number and select a subject.
3. Add the class instances in the main work area, select the teacher and enter a room (optional).
4. Click 'Save'.

Enrol the Students

1. Go to the Administration Workspace > Timetable Management > Manage Students' Classes
2. Select the timetable period and the class.
3. Add the students and set the 'Effective Date' to the first day of the term.
4. Click 'Enrol' then 'OK'.

Further Assistance

Should assistance be required for the timetable rollout process please contact the SEQTA Service Desk. Be sure to include any relevant information and any applicable examples.