Creating or cloning a timetable structure

This article steps through the process for creating the timetable structure in preparation for a timetable roll out.

Schools that manage their timetable in an external system need to ensure the timetable, cycle and period codes in the timetable structure match those in the school's timetabling system.

• Option 1: Create a new timetable structure
• Option 2: Create a copy (clone) of an existing timetable structure

Option 1: Create a new timetable structure

Creating a new timetable structure is only required in cases where there is no suitable timetable structure to clone.

1. Go to the Administration workspace > Timetable management > Cycle/period setup.
2. Select the option New Timetable period.
3. Type in a Code (eg. 2020S1) and Description (eg. 2020 Semester 1) for the timetable period, then set the Start and End dates of the timetable period.
4. Click on the top + icon (add new cycle) then enter the following information:
5. Cycle code - this must match the code for the cycle in the school's timetabling system.
6. The name for the Cycle/day (eg. Monday).
7. Leave Exceptional deselected if the cycle is a standard school day.
8. Click on the furthermost left + icon (add new period) then enter the following information
   • Enter the Period code, this must match the code for the cycle in the school's timetabling system.
   • Type in a Period name, this will be the name that is displayed on the teacher and student timetables.
   • The system will pre-populate the Short name field with the first character of each of the period names, however, this can be edited if required.
   • Enter the period times. To exclude a period enter 0:00 as the times. Also ensure there are no classes against that cycle/period in the school's timetabling system.
9. Click on the + icon to add another period and enter the period time - continue adding all the periods of the day.
10. Click on the + icon to add another cycle and enter a cycle name - continue adding all the cycles of the day.
11. Set the Group number to a number that has not been used for other timetables, the exception to this is when the timetable is a continuation (eg. 2019S1-2019S2).
12. Set the visibility options:
    
    • Visible in marks book
    • Visible to student - tick to display the timetable and courses attach to classes in the timetable, in SEQTA Learn
    • Visible to parents - tick to display the timetable and courses attach to classes in the timetable, in SEQTA Engage
13. Click Save.
14. Continue on to the next step in the timetable setup process which is to set the non-teaching days, term start and end dates and day swaps. See Timetable day management (deploying the Calendar) for steps.

Option 2: Create a copy (clone) of an existing timetable structure

The 'Copy this setup to a new timetable period' button will create a new timetable structure identical to the timetable structure copied. The new timetable structure can then be edited as required.

1. Go to the Administration workspace > Timetable management > Cycle/period setup.
2. Select the timetable you would like to copy (clone) then select the Copy this to a new timetable period button in the bottom-right corner.
3. Edit the Code and Description for the timetable period, then set the Start and End dates of the timetable period.
4. Set the Group number to a number that has not been used for other timetables, the exception to this is when the timetable is a continuation (eg. 2020S1-2020S2).
5. Set the visibility options:
   
   • Visible in marks book
   • Visible to student - tick to display the timetable and courses attach to classes in the timetable, in SEQTA Learn
   • Visible to parents - tick to display the timetable and courses attach to classes in the timetable, in SEQTA Engage
6. Click Save.
7. Continue on to the next step in the timetable setup process which is to set the non-teaching days, term start and end dates and day swaps. See Timetable day management (deploying the Calendar) for steps.