If it is the first time for you to create school timetable by using iSchool SMS System, please make sure that you have created Timetable Template first. iSchool SMS System allows user to create different timetable templates in order to suit respective school operation needs eg Afternoon Session Timetable Template for afternon session, Morning Session Timetable Template for morning session. Some schools may also implement new schooling session, eg afternoon session or changes in school operation e.g. new recess time or assembly for a particular level,  new timetable template is definitely required to cater for the new requirement.

There are 6 steps involved in creating new timetable template for your school. If your school needs more than one timetable templates, please repeat the same steps as illustrated below.

Step 1 – Define Cycle Day

This is to define the number of timetable days which is usually represented as “columns” in a Timetable Template. For example, if the School adopts 21-days cycle which means that a timetable will have a 21-days template. After the 21 days, the timetable will go back to day 1 cycle. To create a new cycle day and its name, please go to Timetable Mgmt ~> Parameter Setup ~> Cycle Day ~> Create and Timetable Mgmt ~> Parameter Setup ~> Cycle Day ~ > Setup.

Step 2 – Link Level to Cycle Day

This is to assign the relationship between the Cycle Day to the levels offered by the school. To do this, please go to Timetable Mgmt ~> Parameter Setup ~> Cycle ~ > Link Level to Cycle Day.

Step 3 – Semester Start Day Setup

This is to define the cycle day for each semester or term and determine which cycle day shall be  the first schooling day for every semester or term. Eg, Semester 1 is having 5 cycle days and the second cycle day is the first schooling day of the semester. To set the semester start day, please go to Timetable Mgmt ~> Parameter Setup ~> Cycle Day ~ > Semester Start Day.

Step 4 – Timetable Block Template Set Up

Block template is where SMS user creates the “frame” of a timetable by inputting the day cycle, time and number of periods for time slots creation. This is usually represented as “rows” in Timetable Template. This created template will then be used for inputting the subject and teacher for each allocated slot. To define a timetable template, please go to Timetable Mgmt ~> Parameter Setup ~> Block Template ~> Create.

Step 5 – Link Level to Block Template

Upon creation of the block template, SMS users need to assign the level / class to the block template. To define block template and level relationship, please go to Timetable Mgmt ~> Parameter Setup ~> Block Template ~ > Link Level to Block Template.

Step 6 – Create Assembly / Recess Group

This is to define the Recess / Assembly Group for staff and student eg for morning and afternoon session. To define assembly group, please go to Timetable Mgmt ~> Parameter Setup ~> Group ~> Assembly Group ~> Create. To define the recess group, please go to Timetable Mgmt ~> Parameter Setup ~> Group ~> Recess Group ~> Create.

Once the above steps are done, the timetable template(s) for new academic year shall be created successfully. SMS users can now proceed with the timetable creation, either by class or by staff. If you are using aSc Timetables Software for generating timetables, please click on the link how to import generated timetables from aSc Timetables to iSchool SMS? for details.

Some schools may already have timetable template(s) created in previous academic year and would like to use the same template(s) for new academic year in view of the timetable cycle days, timeslots/periods and its duration for every period, recess / assembly time are remain unchanged.  With this, SMS user is advised to perform all steps as illustrated below for creating a new timetable template for new academic year from existing ones. If your school has more than one timetable templates to be created based on existing ones, please repeat the same steps as illustrated below.

Step 1 – Link Level to Cycle Day

This is to assign the relationship between the Cycle Day to the levels offered by the school. To do this, please go to Timetable Mgmt ~> Parameter Setup ~> Cycle Day ~ > Link Level to Cycle Day.

Step 2 – Semester Start Day Set Up

This is to define the cycle day for each semester or term and determine which cycle day shall be  the first schooling day for every semester or term. Eg, Semester 1 is having 5 cycle days and the second cycle day is the first schooling day of the semester. To set the semester start day, please go to Timetable Mgmt ~> Parameter Setup ~> Cycle Day ~ > Semester Start Day

Step 3 – Link Level to Block Template

SMS users need to assign the level / class to the block template. Eg, Transition to Form 2 levels are using After Session Block Template whereas the rest of the levels are using Morning Session Block Template. To define block template and level relationship, please go to Timetable Mgmt ~> Parameter Setup ~> Block Template ~ > Link Level to Block Template.

Once the above steps are done, the timetable template(s) for new academic year shall be created successfully. SMS users can now proceed with the timetable creation, either by class or by staff. If you are using aSc Timetables Software for generating timetables, pls click on the link how to import generated timetables from aSc Timetables to iSchool SMS? for details.

A complete Timetable Template is usually presented as a grid with timetable days as column; and periods / timetable slots as rows that shows number of periods available in that particular day, and what time each period starts and the duration of that period. This template will then be used for timetable creation, where the subject and teacher are inserted into the timetable based on the allocated slots.

Some schools may already have timetable template used in previous academic year and would like to use the same template for new academic year. On the other hand, some schools may implement new schooling session, eg afternoon session or changes in school operation eg new recess time or assembly for a particular level,  new timetable template is required to cater for the new requirement.

In order to get ready the timetable template easily, we have divided the guides into 2 section ie

Section 1 – This section is to guide SMS user to create a complete new timetable template, be it for the first time creation of timetable template in iSchool SMS system or to cater for new schooling session or other changes in school operation.

We will guide you step by step on how to define the timetable cycle days, start and end time for every period and assign to the respective level offered.  Please click on the link for details.

Section 2 – This section is to guide SMS user how to use the existing timetable template for a new academic year.

We will guide you step by step on how to use the existing timetable template parameters like cycle day,  timeslots / periods and assign it to respective level offerred for new academic year. Please click on the link for details.