Asc Timetables en L4

aSc TimeTables - Online Help



Table of Contents

aSc TimeTables...................................................................................................................................................................................................................................................... 1

1 General......................................................................................................................................................................................................................................................... 1

1.1 Welcome............................................................................................................................................................................................................................................ 1

1.2 Download & Installation..................................................................................................................................................................................................................... 1

1.3 System requirements......................................................................................................................................................................................................................... 2

1.4 Am I using the latest version of the software?................................................................................................................................................................................... 2

1.5 How to register the sofware?............................................................................................................................................................................................................. 2

1.6 PDF documentation........................................................................................................................................................................................................................... 2

1.7 How to set Regional and Language options...................................................................................................................................................................................... 2

2 First steps..................................................................................................................................................................................................................................................... 3

2.1 Starting the software.......................................................................................................................................................................................................................... 3

2.2 Checking the tutorial.......................................................................................................................................................................................................................... 3

2.3 Creating a new or opening existing timetable.................................................................................................................................................................................... 3

2.4 Basic data.......................................................................................................................................................................................................................................... 3

2.5 Subjects............................................................................................................................................................................................................................................. 4

2.6 Classes.............................................................................................................................................................................................................................................. 4

2.7 Classrooms........................................................................................................................................................................................................................................ 4

2.8 Teachers............................................................................................................................................................................................................................................ 5

2.9 Lessons............................................................................................................................................................................................................................................. 5

2.10 Checking and generation................................................................................................................................................................................................................. 5

3 Data input..................................................................................................................................................................................................................................................... 5

3.1 How can I sort teachers/classes/subjects/classrooms?.................................................................................................................................................................... 5

3.2 Time-off............................................................................................................................................................................................................................................. 6

3.3 Can I reuse last year data?............................................................................................................................................................................................................... 6

3.4 Custom fields..................................................................................................................................................................................................................................... 6

4 Data input - Subjects.................................................................................................................................................................................................................................... 6

4.1 Homework preparation...................................................................................................................................................................................................................... 7


4.2 Double lessons cannot span over "long breaks"............................................................................................................................................................................... 7

4.3 Subject classrooms........................................................................................................................................................................................................................... 7

5 Data input - Classes..................................................................................................................................................................................................................................... 7

5.1 Class time off..................................................................................................................................................................................................................................... 7

5.2 Divisions............................................................................................................................................................................................................................................ 7

5.3 Class lessons.................................................................................................................................................................................................................................... 8

5.4 Details................................................................................................................................................................................................................................................ 8

5.5 How to specify when a class can have a lunch?............................................................................................................................................................................... 9

6 Data input - Teachers................................................................................................................................................................................................................................... 9

6.1 How to set teacher's timeoff.............................................................................................................................................................................................................. 9

6.2 How can I specify CLASS main teacher?.......................................................................................................................................................................................... 9

6.3 Inputting Teacher's details................................................................................................................................................................................................................. 9

6.4 Contracts......................................................................................................................................................................................................................................... 10

6.5 Approbation/Certification................................................................................................................................................................................................................. 10

7 Data input - Lessons................................................................................................................................................................................................................................... 10

7.1 Adding and Editing a lesson............................................................................................................................................................................................................ 10

7.2 How can I define Double/Triple etc lessons?.................................................................................................................................................................................. 11

7.3 Double lessons appear to be doubled in the timetable, what is wrong?.......................................................................................................................................... 11

7.4 I want to have Single AND Double lessons of one subject! E.g 1+1+1+2....................................................................................................................................... 11

7.5 I want to have 1+1+1+2 OR 1+2+2 lessons per week.................................................................................................................................................................... 12

7.6 How can I define lesson without class?........................................................................................................................................................................................... 12

7.7 How can I define lesson without any teacher?................................................................................................................................................................................ 12

7.8 How can I copy lessons................................................................................................................................................................................................................... 13

7.9 Adding more lessons at once.......................................................................................................................................................................................................... 13

8 Data input - Classrooms............................................................................................................................................................................................................................. 13

8.1 Assign lessons to classrooms......................................................................................................................................................................................................... 13

8.2 What is shared classroom? What is home classroom?................................................................................................................................................................... 14

8.3 How can I specify that Physical education is always in Gym Room?.............................................................................................................................................. 14

8.4 How can I allocate classrooms to the teachers? At our school the teachers has fixed classrooms................................................................................................ 14

8.5 How can I assign classrooms to more lessons at once................................................................................................................................................................... 15


8.6 How to specify that we cannot use classroom at certain times?..................................................................................................................................................... 15

8.7 Lesson requires more classrooms................................................................................................................................................................................................... 15

8.8 Classroom capacities...................................................................................................................................................................................................................... 15

9 Data input - Groups & Joins....................................................................................................................................................................................................................... 16

9.1 Typical situation: Physical education joined boys and girls from two classes:................................................................................................................................ 16

9.2 Typical situation: Students from the whole grade are divided into groups...................................................................................................................................... 16

9.3 Typical situation: Religions.............................................................................................................................................................................................................. 16

9.4 How to specify lessons where students are joined from two classes?............................................................................................................................................ 17

9.5 How to combine lessons of two divisions of class on one position?................................................................................................................................................ 17

9.6 Full and divided lessons from one subject....................................................................................................................................................................................... 17

9.7 Typical situation: Physical education, 3 groups in 2 classes ......................................................................................................................................................... 18

10 Data input - Bells/Breaks.......................................................................................................................................................................................................................... 18

10.1 Can I set the number of lessons per day?..................................................................................................................................................................................... 18

10.2 How can I specify the bell times?.................................................................................................................................................................................................. 18

10.3 Can I remove 0. lesson? We are starting with 1. lesson............................................................................................................................................................... 18

10.4 We have 5 lessons each day but on Friday we have only 4.......................................................................................................................................................... 19

10.5 How can I specify Long Breaks/Recess times?............................................................................................................................................................................. 19

10.6 We have different bells on some days........................................................................................................................................................................................... 19

10.7 We have different recess times in parts of school. How to input it?.............................................................................................................................................. 19

10.8 0.5 lessons.................................................................................................................................................................................................................................... 20

10.9 0,5 lessons (available in version 2009)......................................................................................................................................................................................... 20

10.10 Periods of varying lengths + subjects in minuters per week (Canada) (available in version 2009)............................................................................................ 20

10.11 Modifying the time format (available in version 2009)................................................................................................................................................................. 20

10.12 How can I print breaks between lessons? (available in version 2009)........................................................................................................................................ 20

10.13 How can I rename periods? (available in version 2009).............................................................................................................................................................. 21

11 Data input - Days/Weeks.......................................................................................................................................................................................................................... 21

11.1 We are teaching also on Saturday. (We have 6day cycle)............................................................................................................................................................ 21

11.2 Two week timetable....................................................................................................................................................................................................................... 21

11.3 How to specify a lesson which is every other week?..................................................................................................................................................................... 21

11.4 How to create a timetable for more than 7 days?.......................................................................................................................................................................... 22


11.5 We have 10 days schedule. We need to assign one classroom as a home classroom for two classes....................................................................................... 22

11.6 Can I rename the days?................................................................................................................................................................................................................ 22

11.7 Multi term timetables (available in version 2009).......................................................................................................................................................................... 22

11.8 How can I rename days? (available in version 2009).................................................................................................................................................................... 23

11.9 Extended count of lessons per week (available in version 2009).................................................................................................................................................. 24

11.10 How can I define weeks? (available in version 2009).................................................................................................................................................................. 24

11.11 Our school has lessons with 4 week and lessons with 2 week cycle.......................................................................................................................................... 24

12 Data input - Lesson grid........................................................................................................................................................................................................................... 24

12.1 Lesson grid overview..................................................................................................................................................................................................................... 24

12.2 Adding a lesson in lesson grid....................................................................................................................................................................................................... 25

12.3 Count per week - format................................................................................................................................................................................................................ 25

12.4 What does the colors in lesson grid mean?................................................................................................................................................................................... 25

12.5 Editing a lesson............................................................................................................................................................................................................................. 26

12.6 Editing lesson - Options................................................................................................................................................................................................................. 26

12.7 Working with divided lessons........................................................................................................................................................................................................ 26

12.8 Working with joined lessons.......................................................................................................................................................................................................... 27

12.9 Multiple selection........................................................................................................................................................................................................................... 27

13 Working with timetable............................................................................................................................................................................................................................. 27

13.1 Working with timetable - general information................................................................................................................................................................................ 27

13.2 Control panel................................................................................................................................................................................................................................. 28

13.3 Moving the cards manually............................................................................................................................................................................................................ 28

13.4 Removing a card from the timetable.............................................................................................................................................................................................. 28

13.5 Right mouse button....................................................................................................................................................................................................................... 28

13.6 Locked cards................................................................................................................................................................................................................................. 29

13.7 Working with classrooms............................................................................................................................................................................................................... 29

13.8 Custom views................................................................................................................................................................................................................................ 29

13.9 Right mouse click on row headers................................................................................................................................................................................................. 30

13.10 Undoing and restoring operations............................................................................................................................................................................................... 30

13.11 Classroom view........................................................................................................................................................................................................................... 30

13.12 Filter function (available in version 2009).................................................................................................................................................................................... 30


13.13 Working with days in the main view (available in version 2009).................................................................................................................................................. 31

13.14 We have the same timetable each day in given term or week (available in version 2009)......................................................................................................... 31

13.15 Quick modification of the onscreen view (available in version 2009).......................................................................................................................................... 31

14 User interface........................................................................................................................................................................................................................................... 31

14.1 Hotkeys.......................................................................................................................................................................................................................................... 31

14.2 Is it possible to change the schedule after the generation?.......................................................................................................................................................... 32

14.3 Related timetables......................................................................................................................................................................................................................... 32

14.4 Comparing timetables.................................................................................................................................................................................................................... 32

14.5 Changing the look of the timetable on the screen......................................................................................................................................................................... 32

14.6 Timetable files - making backups, problems opening files, etc..................................................................................................................................................... 33

15 Constraints - Teachers............................................................................................................................................................................................................................. 33

15.1 We have teacher who teaches only 2 days per week and it doesn't matter which........................................................................................................................ 33

15.2 Teachers' windows in timetable..................................................................................................................................................................................................... 33

15.3 Teacher XY is teaching 2 lessons per week in class 5A but both are in the afternoon................................................................................................................. 33

15.4 We need one free teacher for every period................................................................................................................................................................................... 34

15.5 How could distribute first/last lesson for all teachers in equality?.................................................................................................................................................. 34

15.6 Our class teachers always have to teach the 1st lesson............................................................................................................................................................... 34

15.7 Our teachers cannot teach more than 6 lessons consecutively.................................................................................................................................................... 34

15.8 How to specify a teacher can teach only one 7th lesson............................................................................................................................................................... 34

15.9 How to specify min and max lesson teacher shall have on one day?........................................................................................................................................... 35

15.10 We have 10 day timetable(two weeks), I want to spread teacher's lessons equally into those 2 weeks.................................................................................... 35

15.11 How to ensure lunch break for teachers...................................................................................................................................................................................... 35

15.12 Each teacher shall have one or two free afternoon..................................................................................................................................................................... 35

15.13 Two teachers cannot teach at the same time.............................................................................................................................................................................. 36

15.14 Teacher cannot teach 4th in Grade 5 and 5th lessons in Grade 6.............................................................................................................................................. 36

16 Constraints - Subjects.............................................................................................................................................................................................................................. 36

16.1 Maximum number on question marked for subject........................................................................................................................................................................ 36

16.2 Two subjects cannot follow/Cannot be on the same day.............................................................................................................................................................. 36

16.3 Distribution of subject over the week............................................................................................................................................................................................. 36

16.4 I do not want my geography to be on Friday and then on Monday............................................................................................................................................... 37


16.5 I want subject in one class to be on the same positions as subject in another class.................................................................................................................... 37

16.6 What if 2 specific subjects must be taught simultaneously?.......................................................................................................................................................... 37

16.7 I need subject Math to be on the same position in classes 5.A and 5.B....................................................................................................................................... 38

16.8 Two subjects must follow each other............................................................................................................................................................................................. 38

16.9 Spreading lessons on different periods each day.......................................................................................................................................................................... 38

16.10 I want to have Math lessons in a class on the same period every day........................................................................................................................................ 39

16.11 I need subject Geography to be last lesson on a day in classes 5.A, 5.B, 5.C........................................................................................................................... 39

17 Constraints - Classes............................................................................................................................................................................................................................... 39

17.1 How to specify that class can have max one 7th lesson or max one 0lesson?............................................................................................................................. 39

17.2 Education block - allow some classes to come later or to leave school later................................................................................................................................ 40

17.3 Can I set the min/maximum number of lessons per day for one class?........................................................................................................................................ 40

17.4 Checking of gaps/windows in class............................................................................................................................................................................................... 41

17.5 Avoid single lesson after lunch break............................................................................................................................................................................................ 42

17.6 Both groups have to finish the education at the same time!.......................................................................................................................................................... 42

17.7 What does the warning 'The entered timetable is probably not complete' mean?........................................................................................................................ 42

18 Constraints - Other................................................................................................................................................................................................................................... 42

18.1 Is it possible to prevent two specific lessons from being taught simultaneously?......................................................................................................................... 42

18.2 Specify how many lessons shall be before certain position.......................................................................................................................................................... 43

18.3 Groups have to start at the same time.......................................................................................................................................................................................... 43

18.4 The children cannot finish after 8th period, there is no bus after period 8 on our school.............................................................................................................. 43

18.5 I have double and single lessons but doubles cannot be on Monday........................................................................................................................................... 43

18.6 Maximum one planning time lesson per day................................................................................................................................................................................. 43

19 Buildings................................................................................................................................................................................................................................................... 44

19.1 How to input buildings................................................................................................................................................................................................................... 44

19.2 Transfers between buildings.......................................................................................................................................................................................................... 44

20 Seminars.................................................................................................................................................................................................................................................. 44

20.1 What are seminars for?................................................................................................................................................................................................................. 44

20.2 How to input seminar lessons........................................................................................................................................................................................................ 45

20.3 How to assign students to concrete seminars............................................................................................................................................................................... 45

20.4 Working with Seminar lessons in your timetable........................................................................................................................................................................... 45


20.5 Function "Rearranging students in seminar groups...................................................................................................................................................................... 46

20.6 Import students seminar picks from MS Excel ............................................................................................................................................................................. 46

20.7 I cannot see seminar lessons in class's timetable......................................................................................................................................................................... 46

20.8 Max students for certain seminar lesson....................................................................................................................................................................................... 47

20.9 How can I add students (available in version 2009)...................................................................................................................................................................... 47

20.10 How can I input students picks (available in version 2009)......................................................................................................................................................... 47

20.11 How to create courses for subjects (available in version 2009).................................................................................................................................................. 48

20.12 How to generate timetable with students (available in version 2009).......................................................................................................................................... 48

20.13 The student�s timetable view (available in version 2009).......................................................................................................................................................... 49

20.14 Pending students view (available in version 2009)...................................................................................................................................................................... 49

20.15 Student can have max 3 gaps per day........................................................................................................................................................................................ 49

21 Testing the timetable................................................................................................................................................................................................................................ 50

21.1 Test says there is some problem. What next?.............................................................................................................................................................................. 50

21.2 Why to test the timetable?............................................................................................................................................................................................................. 50

21.3 Checking and Fixing example....................................................................................................................................................................................................... 50

21.4 Testing multiple classes/teachers at once..................................................................................................................................................................................... 51

22 Timetable Generation............................................................................................................................................................................................................................... 51

22.1 Starting the generation.................................................................................................................................................................................................................. 51

22.2 What does the complexity of generation mean?........................................................................................................................................................................... 51

22.3 Constraints relaxation.................................................................................................................................................................................................................... 51

22.4 A good way to generate your timetable......................................................................................................................................................................................... 52

22.5 What does the dialog displayed while the generation is in progress mean?................................................................................................................................. 52

22.6 Generation has finished and the program tells me it had to relax some constraints..................................................................................................................... 53

22.7 Can I force the generator to place certain lesson on certain position?.......................................................................................................................................... 53

22.8 Multiprocessor generation (dual-core...)........................................................................................................................................................................................ 54

22.9 Testing was sucessfull, but the generation fails............................................................................................................................................................................ 54

23 Verification................................................................................................................................................................................................................................................ 54

23.1 Verification of timetable................................................................................................................................................................................................................. 54

23.2 Statistics........................................................................................................................................................................................................................................ 54

23.3 Class XY contains a window......................................................................................................................................................................................................... 54


23.4 Divided cards are placed on too many positions in class XY........................................................................................................................................................ 55

24 Printing..................................................................................................................................................................................................................................................... 55

24.1 Printing area.................................................................................................................................................................................................................................. 55

24.2 Printing more timetables on 1 paper.............................................................................................................................................................................................. 55

24.3 How can I print in color?................................................................................................................................................................................................................ 55

24.4 Is there a way to print out just one teacher's timetable?............................................................................................................................................................... 56

24.5 We need Day 1, Day 2... rather then Monday - Friday.................................................................................................................................................................. 56

24.6 How can I print days in columns and periods in rows?.................................................................................................................................................................. 56

24.7 How can I print Lecturer or Professor instead of Teacher?........................................................................................................................................................... 56

24.8 How to print big posters?............................................................................................................................................................................................................... 56

24.9 How can I change color of CLASS?.............................................................................................................................................................................................. 56

24.10 =Print teachers' contracts............................................................................................................................................................................................................ 57

24.11 How to remove all custom texts? Some texts in the printouts are wrong, what can I do?........................................................................................................... 57

24.12 How can I print timetable for individual students......................................................................................................................................................................... 57

24.13 Timetable of subjects................................................................................................................................................................................................................... 57

24.14 Print only some days or only some classes................................................................................................................................................................................. 57

24.15 How to print lessongrid?.............................................................................................................................................................................................................. 58

24.16 How to print 2 timetables per one A4 page................................................................................................................................................................................. 58

24.17 How can I select what printout will be printed? (available in version 2009)................................................................................................................................. 58

24.18 I want to have periods running from top to bottom, not from left to right..................................................................................................................................... 58

24.19 I want to change the header above printed timetable.................................................................................................................................................................. 58

24.20 How can I change row height or column width?.......................................................................................................................................................................... 58

25 Customizing printouts............................................................................................................................................................................................................................... 59

25.1 Customizing printouts.................................................................................................................................................................................................................... 59

25.2 I want to print also teachers' names in timetable printout/ need bigger font size.......................................................................................................................... 59

25.3 Printing pictures of subjects........................................................................................................................................................................................................... 59

25.4 Can I load a custom printout settings from another timetable?..................................................................................................................................................... 60

25.5 How can I set the width of the lines?............................................................................................................................................................................................. 60

25.6 How to print DPA, Entry, Lunch, Recess?..................................................................................................................................................................................... 60

25.7 I want to print summary timetable of teachers with teachers' colors............................................................................................................................................. 61


25.8 Printing bell times ......................................................................................................................................................................................................................... 61

25.9 How to define colors in printouts (available in version 2009)........................................................................................................................................................ 61

25.10 I want to have periods running from top to bottom, not from left to right (available in version 2009).......................................................................................... 61

25.11 How can I define Extra columns? (available in version 2009)..................................................................................................................................................... 62

25.12 Printing multiple timetables at one page (available in version 2009)........................................................................................................................................... 62

25.13 How can I define the widths of lines (available in version 2009)................................................................................................................................................. 62

25.14 How to print only certain classes or teachers? (available in version 2009)................................................................................................................................. 62

25.15 Modify the heights of rows or widths of columns (available in version 2009).............................................................................................................................. 62

25.16 Modifying the structure of the printouts (available in version 2009)............................................................................................................................................ 63

25.17 How to print report for Monday AND Tuesday only? (available in version 2009)........................................................................................................................ 63

25.18 How to print reports for DayA/DayB? (available in version 2009)............................................................................................................................................... 64

25.19 How can I print summary timetables for teachers/classes/clasrroms?........................................................................................................................................ 64

25.20 I want to print also classroom/teacher/subject for each lesson................................................................................................................................................... 64

25.21 How to print room supervision in teacher's and classroom's timetable?..................................................................................................................................... 64

25.22 Is it possible to print consecutive single lessons as one lesson?................................................................................................................................................ 65

26 Printout designs........................................................................................................................................................................................................................................ 65

26.1 Print-out designs............................................................................................................................................................................................................................ 65

26.2 How to apply a print design........................................................................................................................................................................................................... 65

26.3 Print legends below timetables...................................................................................................................................................................................................... 66

26.4 How to add class name, classteacher, homeclassroom to my print design.................................................................................................................................. 66

26.5 I want to print different texts for each teacher. Do I have to create design for each teacher?...................................................................................................... 66

26.6 Design object properties................................................................................................................................................................................................................ 66

26.7 How can I modify the print-out design?......................................................................................................................................................................................... 67

26.8 How can I change/remove the design?......................................................................................................................................................................................... 67

26.9 I get error message: design file is missing on this computer......................................................................................................................................................... 67

27 =Network generation................................................................................................................................................................................................................................ 67

27.1 The client still says "Looking for master"....................................................................................................................................................................................... 68

27.2 How to start it?............................................................................................................................................................................................................................... 68

27.3 Is network generation right for me? .............................................................................................................................................................................................. 68

28 Room supervision (break time supervision)............................................................................................................................................................................................. 68


28.1 What is room supervision and how to input it?.............................................................................................................................................................................. 68

28.2 Choosing teachers for room supervision....................................................................................................................................................................................... 69

28.3 Generate room supervision........................................................................................................................................................................................................... 69

28.4 Is it possible to have two teachers supervising one room?........................................................................................................................................................... 70

28.5 Can I define max/min supervisions for some teachers?................................................................................................................................................................ 70

29 Exporting/Publishing................................................................................................................................................................................................................................. 70

29.1 Export to HTML for publishing the timetables on the internet........................................................................................................................................................ 70

29.2 Opening HTML Flash export from local computer......................................................................................................................................................................... 70

29.3 Can I export the lessons, teachers, subjects to MS Excel?........................................................................................................................................................... 71

29.4 Export to XML................................................................................................................................................................................................................................ 71

29.5 Export limited to max 10 cards/lessons......................................................................................................................................................................................... 72

30 Importing .................................................................................................................................................................................................................................................. 72

30.1 Synchronization with database...................................................................................................................................................................................................... 72

30.2 Import from XML............................................................................................................................................................................................................................ 73

30.3 Importing from Clipboard............................................................................................................................................................................................................... 74

31 What's new............................................................................................................................................................................................................................................... 74

31.1 What's new in version 2007........................................................................................................................................................................................................... 74

31.2 What's new in version 2008........................................................................................................................................................................................................... 75

31.3 What�s new in version 2009......................................................................................................................................................................................................... 76

32 Other......................................................................................................................................................................................................................................................... 77

32.1 Swap two days in timetable........................................................................................................................................................................................................... 77

32.2 Delete all unplaced cards.............................................................................................................................................................................................................. 77

32.3 I need to move all lessons withing the day.................................................................................................................................................................................... 77

32.7 =Configuring firewall...................................................................................................................................................................................................................... 77


aSc TimeTables

1 General

1.1 Welcome

Dear Sir/Madam,

Thank you for your interest in aScTimeTables and aSc Substitutions. Wehope the software will become your usefultool and will make your timetabling workeasier.

Please visit www.asctimetables.com todownload the trial version or if you arealready an aSc TimeTables user, visit thesite to download the latest version.

You can download this documentation alsoin PDF format here: 1.6 PDFdocumentation

1.2 Download & Installation

You can always download the latest versionof aSc TimeTables from our web page:

1. Open http://www.aScTimeTables.comand choose your language:

2. Click download on the download page:

3. Click Run:

4. Wait until the download is finished andthen click Open and then Run:

5. Choose your language:

Note: you can change the language anytimelater in the software.

6. Click Next several times to finish theinstallation:

7. Wait until the files are copied. Then clickFinish to run aSc TimeTables.

Page 1/77

http://www.asctimetables.com


See also: 2.1 Starting the software

1.3 System requirements

aSc TimeTables will run fine on any PC thatis able to run Windows 2000 orhigher(2003/ME/NT/XP/Vista).

As always: the better the computer, thefaster the software will generate thetimetable.

The speed of the processor is mostimportant. More system memory or a biggerhard disk will not help.

Notes: The software automatically supportsDualCore processors. DualCore computerswill generate your schedule faster.22.8 Multiprocessor generation(dual-core...)

If you have more computers you can usethe network generator:27.3 Is network generation right for me?

1.4 Am I using the latest version ofthe software?

To check if you are using the latest versionof the software use menu Help/Check fornew version on the Internet.This function tells you if there is a newerversion available on the internet.

Note: the actual version number can befound by using menu Help/Info. A dialogbox appears, with the info about the version

you have currently installed:

1.5 How to register the sofware?

The demo version that you can download atwww.asctimetables.com is fully functionaland you can create your school's timetablewith it.

Once you see that the software is suitablefor your school, you can purchase yourcopy at the Internet site www.asctimetables.com and you willreceive the registration number so that youcan print, export and gain access to thesubstitution software.

You have to input this registration numberto the software. After starting the software,click the button Registration.

This dialog will appear:

Please input the Registration name and theRegistration number exactly as they arestated in the registration email. The bestway is to use Windows copy/paste functions(CTRL-C and CTRL-V).

If you wish to have a different registrationname, please tell us and we will issue anew registration name and number for you.However the registration name always shallinclude the name and address of yourschool.

1.6 PDF documentation

You can download this online help in PDFformat:

Several versions are available, the contentis the same. Just select the layout that fitsyou more:

Portrait 1 columnGood for online reading or those who preferbig letters.

Portrait 2 columnsSave some space. Also good when your printer can printbooklets or more pages on one A4. You canalso use FinePrint software to printbooklets.

Landscape 4 columnsGood when you want to print less pagesand do not want to bother with booklets.

The PDF for aSc Substitutions can be foundhere:

1.7 How to set Regional andLanguage options

Please go to Start, Control panel, Regionaland Language options and set the Regionaloptions and the Advanced (only WindowsXP) into your language.

Windows XP:

Page 2/77



http://help.asctimetables.com/pdf/asc_timetables_en_P1.pdf

http://help.asctimetables.com/pdf/asc_timetables_en_P2.pdf

http://help.asctimetables.com/pdf/asc_timetables_en_L4.pdf


Windows Vista:

2 First steps

2.1 Starting the software

After the installation you can find aScTimeTables and aSc Substitutions icons onyour desktop and in the Start/Programsmenu.

If you run aSc TimeTables in demo versionmode you will see this screen:

We suggest you check the Tutorial first asit shows you the basics of the software andyou can quickly get info on what thesoftware can do and where to find it.

Once you've checked the tutorial you cancreate a timetable based on your data. Justchoose the option Work with the program.See: 2.3 Creating a new or opening existingtimetable

2.2 Checking the tutorial

Tutorial can be launched either from thedemo dialog or from menu Help/Tutorial:

Tutorial consists of several parts. Click onthe button you would like to learn about.

Then just read the texts and press Enter tofollow the tutorial. Once the part is finishedyou are taken back to the tutorial dialog andyou can choose different part.

2.3 Creating a new or openingexisting timetable

After the program starts, the followingscreen will appear:

Create new timetable: The Timetablewizard will create a blank timetable and itwill open a sequence of dialogs for enteringdata. This ensures that the data will beentered in the right order.

Existing timetable can be opened byclicking on the filename in the Recent filessection that shows last 8 documents youhave worked with. If you are looking forolder file, click Browse... to seek the file onyour computer.

Note: - you can run the wizard anytime later viamenu Specification/Wizard- a good idea is to check also some demofiles. First check the Basic demo files. Thenyou may want to check the country specificones. All the demo files are timetables fromreal schools.

2.4 Basic data

Page 3/77


Using menu Options/Settings or in Wizardstep 2, you can enter the following data:

1. Name of your school

2. Academic year

3. Days for which you are going to createthe timetable (if your school also teaches onSaturday, it is necessary to includeSaturday in the list).

4. Number of lessons per day. This is themaximum number of lessons you have atyour school.

5. Specify if you want to use zero lessons.Many schools have a special lesson beforethe main teaching starts. If this is not yourcase uncheck this option.

6. If you have a timetable for more than 7days, you can input the number of days intothe last combo box. If you have less than 7,just leave this combo box empty. If youhave a 2 week timetable please read thisarticle: 11.2 Two week timetable

Move from Step 2 to Step 3 by clicking onNext.

Note 1 - All data entered in the Wizard canbe changed anytime later. You can recallthe wizard via menu Specification/Wizard.

Note 2 - Your registration number isconnected with your school's name,therefore if it changes, the program will beautomatically closed. On the next run it is

then necessary to enter the original name ofthe school and the registration number, orenter a new name of the school and registerthe program again.

Note 3 - Bells tabs specify when yourlesson starts and ends. Please check thisarticle: 10.2 How can I specify the belltimes?

2.5 Subjects

In this step you enter subjects which will betaught this school year:

You can create a completely new subject oredit an existing one:

Here are the options you can input for eachsubject:

4.1 Homework preparation16.1 Maximum number on question markedfor subject4.2 Double lessons cannot span over "longbreaks"4.3 Subject classrooms

Please note that this is not a 'Taxdeclaration', you do not need to fill all thefields, just fill those you understand andreally want to use. You can change anyvalue anytime later so do not be afraid.

2.6 Classes

Similar to the previous step, here you cancreate, edit, or delete a class. You can enterother data for a class: Lessons...,Divisions... and Time off.

You can find more details about Classeshere:5.2 Divisions5.1 Class time off

5.3 Class lessons5.4 Details

Note:- The order in which the classes are shownin this list is the same as in which theclasses are shown on the main screen andin which they are printed. See: 3.1 How canI sortteachers/classes/subjects/classrooms?

2.7 Classrooms

As in the previous step, here you cancreate, edit or delete classrooms. You canalso enter when a classroom is free to use.

8.2 What is shared classroom? What ishome classroom?8.6 How to specify that we cannot useclassroom at certain times?8.4 How can I allocate classrooms to theteachers? At our school the teachers hasfixed classrooms.8.3 How can I specify that Physicaleducation is always in Gym Room?

Theoretically the classrooms can be omittedand you can create a timetable without

Page 4/77


entering any classrooms.

However most schools have seriousclassroom shortages and the schedulegenerated without classrooms would beuseless. So entering classrooms is not onlygood to tell the students where to go, butalso to tell the generator algorithm not to put3 Physical education lessons at the sametime, when your school has only two Gymrooms.

2.8 Teachers

Here you can use buttons New..., Edit...,and Remove to add, edit and removeteachers. You can use the button Time off...to enter slots in which the selected teachercannot teach.

You can also set:

�Contract � enter teacher's contract(lessons he is teaching)�Color � select color for the teacher�Details � set other properties for theteacher. This includes the maximum

number of windows (gaps), the number ofdays he/she can teach and the maximumnumber of lessons the teacher can teachconsecutively. �Color all � will assign standard colors toall teachers.

For details please check these articles:6.4 Contracts6.3 Inputting Teacher's details

2.9 Lessons

By clicking on Lessons... you can displaythe lessons for a specific class or a teacher. Here you can add new lessons, edit existingones, remove some lessons, add morelessons at once and also copy somelessons to another class.

See this articles:6.4 Contracts7.1 Adding and Editing a lesson

2.10 Checking and generation

After you enter basic data, you cangenerate the timetable. Just press button"Generate" to generate the timetable andfinish the wizard:

The generation dialog will suggest you totest the timetable before the generation. Agood idea can be to check help topicsexplaining the generation:22.1 Starting the generationand22.4 A good way to generate your timetable

If you still haven't done so, we advise youalso to check the Tutorial:2.2 Checking the tutorial

3 Data input

3.1 How can I sortteachers/classes/subjects/classrooms?

You can use the two small buttons in theright-bottom corner ofteachers/classes/subjects/classrooms listbox to reorder items in the list.

Just click on the item you wish to repositionin the list and use the up/down arrows tomove it to the desired position. For classes,teachers, and classrooms, this will alsochange the order of timetable rows on themain screen inWhole/Teachers/Classrooms views.

Page 5/77


Another way how to reorder items in the listis to click on the column header. This willreorder the list based on that column. Thisway you can sort items e.g. by Name, orShort name, or any other column. Howeverthis sort is just temporary - you can cancel itand return to use the original order.

When the list is sorted by some column,small buttons at the right-bottom change tolock (key) and cancel (cross) buttons:

With the lock button you can make thecurrent (temporary) sorting permanent.Using the cancel button you can cancel thetemporary sort order of the list items andreturn to the original (permanent) order.

Notes:1. Temporary sort will not change order ofitems in Whole/Teachers/Classroomstimetable views.

2. If you want to sort items in descendingorder, click on the same column headertwice.

3. With Ctrl + click on a column header youcan sort by multiple columns.

3.2 Time-off

For classes, teachers, classrooms andsubjects you can define so called"Time-off". It defines when lessons can be(green), and when they cannot be (red).You can also define so called "questionmarked positions", where lessons can be,but you wish to avoid having lessons there:

You can click on an individual cell to changeits status, or you can click on a column or arow header to change whole day status. Soif your teacher cannot come on Friday,simply click on the Friday's row header andthe whole Friday will be blocked.

Notes:- Every lesson has multiple Time-offs - fromsubject, teacher(s), class(es), classroom(s).They apply together, so if some position isdisabled in just one of these Time-offs, theposition is disabled also for this lesson.

3.3 Can I reuse last year data?

Yes, you can. In fact it is quite simple:

Open your 2004/2005 file and use menuFile/Save as. Then save this file undersome different name for example"schedule2005-2006".

Then you can add new data and removedata that is not valid for the new year.

This way, you can save time by reusingalready entered scheduling data.

Note: In some cases it makes sense torename the classes. For example if yourclass 2.A has mostly the same lessons as ithad last year, you can simply go to menuSpecification/Classes, Edit the class 1.Aand change the name to 2.A. By doing this,your new 2.A will have the same lessons asit had in the previous school year when itwas called 1.A.

3.4 Custom fields

You can define and input your custom fieldsfor each teacher, class, classroom or for thewhole timetable.

For example: if you need to input and printfor each teacher his or her school position,you can go to teacher's custom fields:

And in here you can press the button Addand create a new custom field called'Position'.

Once you create this field you can input thevalue for each teacher:

See also:26.1 Print-out designs

Page 6/77


4 Data input - Subjects

4.1 Homework preparation

When adding a new subject or editing anexisting one, you can use the check boxhighlighted in the picture to mark thosesubjects that require homework preparation.

You can then specify the maximum numberof these subjects that can be taught in oneday. You can specify this individually forevery class:

This way you can balance the time studentsneed to spend preparing for school everyday. You can avoid situations where a classwould have one 'easy' day, e.g. informatics,physical education or ethics, followed by a'hard' day with a lot of subjects with homepreparation.

4.2 Double lessons cannot span over"long breaks"

For certain subjects you can specify that thedouble lessons cannot span over longbreaks. For example you do not want to letchildren have their snacks in the middle ofchemistry laboratory lesson.

Check this article on how this works:10.5 How can I specify Long Breaks/Recesstimes?

4.3 Subject classrooms

After you click in menu Subjects onClassrooms� the following dialog willappear:

Here you can specify the classrooms inwhich a particular subject can be taught.

This function can be used in two differentways: 1. Every time you add a new lesson, theprogram will automatically, according to theentered subject, fill in classrooms and thussave you effort during entering. Of course,you can always change classrooms, if aspecific lesson requires it.

2. The second option is to use the button'Set for all lessons of this subject'. By doingso you can change classrooms for lessonsyou've already specified.

5 Data input - Classes

5.1 Class time off

By clicking on Time off... you can specifywhen a specific class can and cannot havelessons. For example, if class 8.A attends aholy mass every Wednesday morning, orthe children have to stand every Fridayafternoon on honor guard at the monumentof your famous national poet, you candisable lessons in the timetable for thattime.

You can specify the suitability by clicking onthe cells or row/column headers.

See also:3.2 Time-off

5.2 Divisions

Each class can have any number ofdivisions. Each division can divide the Classinto unlimited number of groups:

When creating a lesson, you always specifya group for this lesson. For examplePhysical education - 2 times per week forthe group Boys. Or English lesson - 3 timesper week for the group Advanced. Or Math -3 times per week for the Whole class, sincethe Whole class is also a group.

The program will automatically create theseinitial divisions for a new class:

Division 1: 1st Group / 2nd GroupDivision 2: Boys / Girls

Page 7/77


Lessons for groups in one division can betaught simultaneously.

It means that if, for example, group 'Boys'have a lesson at a certain time, onlylessons for 'Girls' can run simultaneouslywith it. Lessons for the '1st group' can't betaught at that time (because probably thereare some boys in the '1st group').

You can also create other divisions, e.g.divisions consisting of 3 groups according tothe skill level or other criteria:

Division 3: 1st Third / 2nd Third / 3rd ThirdDivision 4: Beginners / IntermediateDivision 5: English students / Germanstudents

Again lessons for the '1st Third', the '2ndThird' and the '3rd Third' can be taughtsimultaneously. But a '1st Third' lesson can'tbe taught at the same time as Beginners orIntermediate lessons.

The dialog shows the divisions for a specificclass. Each line represents one division, inwhich all groups are entered. Divisions canbe changed by clicking on Edit or bydouble-clicking on a line in the dialog Definedivisions.

It is also possible to add a new division byclicking on Add division. In both cases adialog will appear inside which you canenter the names of individual groups.

Type in the group names on respectivelines. After you click on OK, the program willselect filled in lines and it will interpret themas names of new groups.

It is possible to delete whole divisions. Inthat case all lessons that are assigned tothese divisions will also be deleted. If youedit division group names and you don'tchange the number of groups in the givendivision, everything will be preserved. Thusyou can correct spelling mistakes or modifygroup names in the division.

5.3 Class lessons

By clicking on Lessons� you can displaylessons assigned to the class.

The standard procedure starts with enteringof classes, followed by entering of teacherswith their individual contracts.

As the procedure of entering of lessons fora class is the same as the procedure ofentering of teacher contracts, we willdescribe both methods in the part aboutentering teacher contracts in this article: 6.4Contracts

5.4 Details

After you click on the button Constrains�the following dialog will appear:

In this dialog you can:

1. Set the education block. You can allowthe class to arrive on second lessons(students will stay at home during the 1stperiod). For the more advanced options youcan use the button Advanced. See: 17.2Education block - allow some classes tocome later or to leave school later. 2. Enter the maximum allowed number oflessons per day that require preparation.See: 4.1 Homework preparation

3. Decide if the groups of students have tofinish the day at the same time. See: 17.6Both groups have to finish the education atthe same time!

4. Allow the time for Lunch. See: 5.5 How tospecify when a class can have a lunch?

5. Set maximum allowed number of lessonson question marked positions, i.e. themaximum number of lessons that can be

Page 8/77


placed in positions marked with the "?" inTime-off. See: 17.1 How to specify thatclass can have max one 7th lesson or maxone 0lesson?

6. You can set that the Class teacher mustteach the class in a specific time during theweek. See: 15.6 Our class teachers alwayshave to teach the 1st lesson

Note: You can input these options anytimeduring the schedule creation process. So fora start you can ignore them and maybe laterwhen you are fine-tuning your schedule youcan input more conditions.

5.5 How to specify when a class canhave a lunch?

If your students have the lunch during breakbetween 5th and 6th period or if all yourstudents can have their lunch after theirlessons, you don't need to care aboutentering lunch in the program.

If all classes have lunch during 6th period,you can define this with Time-off forclasses. Just check out period 6 in Time-off.(you can do this also if e.g. class 1-4 havelunch break on 6th periods and classes 5-8have lunch break on 7th periods - justdefine Time-off for classescorrespondingly).

However, if your students have to have thelunch during 5th or 6th period, and programhas to choose one of these periods, youhave to specify it, so that algorithm leavessome period empty for them each day. You

can specify this in Class/Constraints:

If you for example specify that the lunchmust be between 5-7th periods, thesoftware will then leave one free period inthat interval. Either 5th or 6th or 7th. So thestudents will have at least one period freefor lunch every day.

You can also specify that you do not want tohave teaching after the lunch in case theyhave lunch in the last period of the specifiedlunch interval.

A special case when you do not want tohave just one lesson after the lunch:17.5 Avoid single lesson after lunch break.

6 Data input - Teachers

6.1 How to set teacher's timeoff

In Teachers dialog you can specify wheneach teacher can teach. It is possible to setthis in menu Specification - Teachers - Timeoff.

By clicking on a concrete day (in row) or aperiod (column) you can turn whole row orcolumn into desired option. By one click youcan set that this teacher cannot teach e.g.on Mondays or can not be teaching on 1stperiod.

If you have teachers who teach only twodays per week and it doesn't matter whichones - please see also: 15.1 We have teacher who teaches only 2days per week and it doesn't matter which

6.2 How can I specify CLASS mainteacher?

Please check this picture:

Note: the class teachers are used mostly forsubstitution software and in the printouts,they are printed in the top-right corner ofclass's timetable.

See also: 15.6 Our class teachers alwayshave to teach the 1st lesson

6.3 Inputting Teacher's details

Page 9/77


In this dialog you can do these things:

1. and 3. Limit number of windows intimetable for the teacher and The teachercannot have 3 windows in one day. See: 15.2 Teachers' windows in timetable

2. Limit number of days during whichteacher can teach. See: 15.1 We haveteacher who teaches only 2 days per weekand it doesn't matter which

4. Maximum number of transits betweenthe buildings per day.See: 19.2 Transfers between buildings

5. Set min./max. number of lessons perday. See: 15.9 How to specify min and maxlesson teacher shall have on one day?

6.Limit number of consecutive lessons.The number specifies the maximum numberof lessons the teacher can teach in a rowwithout a break. See: 15.7 Our teacherscannot teach more than 6 lessonsconsecutively

7. Max. on the question marked. See: 15.8 How to specify a teacher can teachonly one 7th lesson

Notes:- if you do not specify data in points 1 and 6,global values, set in Timetable/Parameterswill be applied.

- you can also press "Set for all" button tocopy the setting to more or all teachers.

6.4 Contracts

After you click on Lessons� or after youenter a new teacher in wizard, the followingdialog will appear:

The same dialog appears when you areediting lessons of certain Class.

Each line represents one lesson.Displayed data: subject, class(or classes inthe case when he/she teaches jointclasses), lesson duration, number per week,groups in a specific class, classroom, cycleand more teachers.

Double click on each line to edit thelessons properties.

At the bottom there are buttons for adding,editing, or deleting a contract.

As in other lists you have the option ofsorting the list by clicking on the columnheaders. Using the maximize icon at theright upper corner you can maximize thewindow to full screen.

Using CTRL or SHIFT you can select morelessons and delete them or copy to anotherclass/teacher.

See also:7.1 Adding and Editing a lesson

6.5 Approbation/Certification

For each teacher you can to input subjectshe/she has approbation/license to teach.

This information is used only in substitutionsoftware to determine appropriatereplacement for the missing teacher.

First you have to tell the software you wantto use the approbation:

Then for each teacher you can selectsubjects he has license for:

7 Data input - Lessons

7.1 Adding and Editing a lesson

Lesson is the most important item for thegeneration. Lessons can be created fromTeacher's/Contract or Class/Lessons dialog.In both cases the following dialog isdisplayed:

1. Teacher: Here you can select teacherwho is teaching this class. You can alsochoose "Without teacher" if you are

Page 10/77


inputting some special lessons or you havenot yet decided about teacher for thislesson.

2. More teachers�: By clicking on thisbutton you can add other teachers to thislesson in case some teachers teachtogether. Be careful this means that thoseteachers will teach that lesson together inthe same classroom. So if you specify thatboys from 5A have lessons with 2 teachersthen it means that boys will play footballwith two teachers. This can be good if oneteacher is there just to take care of somedisabled or talented boys. This is not theplace where you specify teacher that willteach girls at the same time. You willspecify the girl's teacher while inputting thegirl's lessons.

3. Subject: By clicking on the arrow on theright you will display a list of subjects. Youcan select a subject with the mouse or bytyping in starting letters.

4. Class - Similar to the subject, here youcan select concrete class

5. Group - here you can choose group ofclass from existing divisions

6. Division - You can also add a newdivision.

7. Joint classes - If classes are puttogether, click on the button Joint classes...

8. Number of lessons per week: Enter thenumber directly.

This number means how many lessons ofthis subject should be taught in this classper week.

9. Duration: The lesson can last for one,two, three, or more lesson hours (periods).

10. Cycle - If your school runs on other thanone week cycle then you can define it here.

11. Home classroom - Mark this option, ifthe lesson can be taught in the home(basic) classroom.Shared classroom - Mark this option, if thelesson can be taught in one of the group(shared) classrooms.Available classrooms - Abbreviations ofother enabled classrooms. You can changethem with the Change button.

12. A lesson might require moreclassrooms.

See some common special situations:9.4 How to specify lessons where studentsare joined from two classes?7.4 I want to have Single AND Doublelessons of one subject! E.g 1+1+1+28.2 What is shared classroom? What ishome classroom?9.5 How to combine lessons of two divisionsof class on one position?7.2 How can I define Double/Triple etclessons?

There are many different possibilities onhow to input different situations. Pleasecheck all the 'Data Input' chapters on how toinput the special situation you have on your

school.

You might also want to use the lesson gridinterface that allows you to input thelessons faster in many situations. Checkthis article: 12.1 Lesson grid overview

7.2 How can I define Double/Tripleetc lessons?

For more details please check this picture:

7.3 Double lessons appear to bedoubled in the timetable, what iswrong?

This happens when you enter one doublelesson per week in the Lesson dialog with:

Lessons/week (count): 2Duration: Double

If you enter this, it means that there are twolessons and each of them has duration 2periods, and this is 4 periods together.If you wish to have just one double lesson,

enter:


Similarly, if you want two double lessons,you should use:


instead of:


and so on...

7.4 I want to have Single ANDDouble lessons of one subject! E.g1+1+1+2

You can simply add into teachers' lessonsthat he is teaching e.g 3 single and 1double.

Please check this picture.

Page 11/77


It means he is teaching 1+1+1+2 = 5lessons per week.

Notes:- If you do not know how many of thelessons will be double and how many singleplease read this article:7.5 I want to have 1+1+1+2 OR 1+2+2lessons per week.

- You can also use lessongrid to input thiscombination in easier way. Just openlessongrid and type 2111 in desired cell.See 12.1 Lesson grid overview and 12.3Count per week - format

7.5 I want to have 1+1+1+2 OR 1+2+2lessons per week.

If you do not know the distribution from thestart and you want to computer to decideyou have to do it like this:

1. Define that you have 5 single lessons perweek.

2. Define a card relationship like shown onthis picture:

7.6 How can I define lesson withoutclass?


Lessons without class can be used tospecify some activities for teachers only.Some administration work, preparation etc.

A good example is to create a lesson withall math teachers without any class. Bydoing this you can make sure that all mathteachers have time to meet and discusssome math teaching strategies at the sametime every week.

7.7 How can I define lesson withoutany teacher?

You can do this from Classes/Lessonsdialog:

See also:

Page 12/77


7.8 How can I copy lessons

1. Select the lessons you want to copy.Press CTRL and click several rows if youwant to copy more lessons.

2. Press Copy To button:

3. The software asks you to which classesyou want to copy the selected lessons.

Note 1: if you are copying lessons withoutclass, then the software asks you forteachers to which you the selected lessonswill be copied.

Note 2: If you want to modify the lessonsthat are being copied a bit more, selectthem using CTRL and press 'Add more'button. Here you can change more then justclass before the lessons are added backinto the timetable. See:7.9 Adding more lessons at once

7.9 Adding more lessons at once

If many of your teachers/classes have thesame or similiar lessons, you can usebutton Add more and add several lessons atonce:

Select the number of lessons that you wantto add in the combobox and then each rowwill represent one lesson.

Press button Add when you are done withlesson input.

Using this dialog has several advantages:

1. After you input your lessons, you cansave this lesson group by pressing Savebutton. The software will ask for a name ofthis lesson group. Next time you just needto select this name and the same lessonswill be added to another class or teacher.

2. You can press SHIFT to modify the wholecolumn at once.

3. Also you can select several lessons inthe Lessons dialog, then press 'Add more'.The selected lessons are automatically filled

into the dialog. Then use SHIFT to changecolumns if needed and add the modifiedlessons to the timetable:

See also:7.8 How can I copy lessons

8 Data input - Classrooms

8.1 Assign lessons to classrooms

Question: How to assign lessons toclassrooms? Our school has limited numberof classrooms and we need to checkclassroom availability during timetablecreation.

1. First, you have to input classrooms.

Go to menu Specification/Classrooms. Hereyou have to input all classrooms availablefor education at your school. For eachclassroom you can specify whether it isshared classroom or home classroom (seebelow).

2. Second step is to specify the availableclassrooms for every lesson.

You can specify the available classroomsfor lesson in Lesson editing dialog. Bottompart of this dialog specifies classrooms:

There are 3 check boxes that you can useto specify classrooms:Home classroom, Shared room and Otheravailable classrooms.

You can select one or more check boxes,e.g. both Home classroom and Sharedroom. In this case the software will assigneither home classroom or one of theclassrooms marked as shared.

Every card of lesson goes to one ofavailable classrooms.

See also: 8.2 What is shared classroom? What ishome classroom?8.3 How can I specify that Physicaleducation is always in Gym Room?8.4 How can I allocate classrooms to theteachers? At our school the teachers hasfixed classrooms.

Page 13/77


8.2 What is shared classroom? Whatis home classroom?

Shared classrooms and home classroomsare only shortcuts to make your data inputeasier.

When inputting classrooms, you can specifythat some of them are 'Shared rooms' or'Home classrooms' for certain classes:

Later when you are inputting lessons youcan specify that this lesson will be located inone of classrooms marked as shared. Soyou do not need to specify all these rooms,but rather with one click specify all thepossible rooms.

For example the English lesson is dividedinto two groups, the first group stays inhome classroom and second goes to anyroom marked as shared:

For specific lessons like physical educationyou will not use home classrooms or sharedrooms but rather specify the exact room(s):

Important: the software will use ONE ofthe specified rooms. So if you say thislesson can be in shared classroom or inGR502 or in GR504 the software can useone of the shared classrooms or GR502 orGR504.

See all Classroom topics

8.3 How can I specify that Physicaleducation is always in Gym Room?

For each subject you can specify thatlessons of this subject have to be in certainclassroom:

Once you specify this information all NEWLY inputted lessons of this subject willbe set to use the specified classrooms.

The already inputted lessons will remainuneffected.

If you want to change the classrooms foralready inputted lessons you can use thebutton "Set for all...", where you can add orcompletely replace the classroominformation for all lessons of this subject.

See also:8.4 How can I allocate classrooms to theteachers? At our school the teachers hasfixed classrooms.or8.2 What is shared classroom? What ishome classroom?

8.4 How can I allocate classrooms tothe teachers? At our school theteachers has fixed classrooms.

For each lesson you can specify theavailable classrooms. During the generationthe software will pick and assign the lessonto one of these available classrooms.

So if all lessons of certain teacher shall bein room R101, you have to specify this forlessons thought by this teacher:

See also:8.5 How can I assign classrooms to morelessons at onceand8.2 What is shared classroom? What ishome classroom?

Page 14/77

http://help.asctimetables.com/index.php?lang_id=1&id=450#389


8.5 How can I assign classrooms tomore lessons at once

You can do change the availableclassrooms for more/all lessons at onceusing menu Specification/Change.

Here you can specify that for example alllessons of certain subject with certainteacher have to be in specific classroom:

Note: this changes the available classroomsfor all lessons that are already inputted. Itdoes not affect the lessons that you willinput later.

See also:8.3 How can I specify that Physicaleducation is always in Gym Room?8.4 How can I allocate classrooms to theteachers? At our school the teachers hasfixed classrooms.

8.6 How to specify that we cannotuse classroom at certain times?

As with other objects (teachers, classes...)you can use time-off to define when you canuse certain classroom.

So for example if you rent the Gym roomafter 6th lessons you can specify it like this:

More on time-off can be find in this article: 3.2 Time-off

8.7 Lesson requires moreclassrooms

Some of my lessons require moreclassrooms.

Example 1: I have English lesson that has 2classes and 2 teachers joined together, butI need them to have two rooms allocated.

Example 2: I have only one gym room. Butthis one is big enough so in most cases itallocates two classes. So I divided this gym

room to GymA and GymB. However thereare some classes that have many boys andthey require both A and B Sections.

Solution: When defining lesson you can useMore classrooms button:

The above picture requires algorithm toallocate two classrooms. One will be homeclassroom or one on the classroomsmarked as shared and second will be eitherS106 or S107.

When editing the timetable manually youcan see this in the classrooms pop upmenu:

See also:8.1 Assign lessons to classrooms

8.8 Classroom capacities

For each classroom you can specify themaximum number of students it canaccommodate:

Then for each class you can specify thenumber of it's students:

Page 15/77


You can also specify the size of each groupif you are using the groups:

Note: you do not need to specify thisinformation. Specify it only for roomswhere you are expecting the problems.Usually it is enough to specify the availableclassrooms for each lesson. See:8.1 Assign lessons to classrooms

9 Data input - Groups & Joins

9.1 Typical situation: Physicaleducation joined boys and girls fromtwo classes:

One teacher has boys from two classes,another teacher has girls from two classes:

Use the button Joint classes for this:

If the school has many boys, they have tocreate two groups of boys. So we have 3teachers, one for boys in 5A, one for boys in

5B and one teacher that takes girls from 5Aand 5B:

Be careful: The lessons dialog in the abovepicture shows only the rows for lessons in5A. So the row for one lesson for boys in 5Bis not on this picture.

9.2 Typical situation: Students fromthe whole grade are divided intogroups

Many schools take the students from thewhole grade and divide them into groupsbased on their level.

For example they combine the bestsstudents in English from the whole grade:

See also:

9.4 How to specify lessons where studentsare joined from two classes?and5.2 Divisions

9.3 Typical situation: Religions

Students from the whole school can chooseone of two religions or ethical education:

Page 16/77


9.4 How to specify lessons wherestudents are joined from twoclasses?

To specify such lessons you can use button"Joined classes" in "Lesson" dialog.

After pressing this button a new window willshow up and in particular rows you canchoose Classes from which students arejoined in this lesson.

In case you want to combine only somestudents of a class (for example groupBoys) then you need to fill field "Group" foreach class.

9.5 How to combine lessons of twodivisions of class on one position?

It is appropriate in some situations at yourschool to combine lessons of differentdivisions on one position. For example, let'shave a class where students for Math dividein two groups (M1/M2) and for Spanishlanguage they divide in 3 groups (S1/S2/S3)and content of education is the same in allgroups. In such case we can decide to putsome students from group M1 in to groupS1, some students from group M2 to groupS3 and the rest of the students of M1 andM2 we will put in group S2. This way wehave provided that students from group M1and S3 do not overlap so hypotheticallyparticular cards could go on one position(similarly M2 and S1 also).

The problem is that program will not allowus to put these cards on one positionbecause these cards are from differentdivisions. How to solve this situation?

Basically there are two options:

1st option - to create a combineddivision

Instead of two divisions M1/M2 andS1/S2/S3 we will create one combineddivision: M1S1/M1S2/M2S2/M2S3. Thisway in group MxSy there is an intersectionof students of group Mx and Sx. Please seethis picture:

Then we will specify lesson for M1 as ajoined lesson of group M1S1 and M1S2(with key "joined classes"). Similarly we willspecify M2 as M2S2+M2S3 and S2 asM1S2+M2S2. Group S1 is identical withgroup M1S1 and group S3 is identical withM2S3. This way we achieve that programlets us to combine S1 with M2 and S3 withM1 on one position.

2nd option - to use Seminars

This option is a little bit more complicatedand it is necessary to enter list of studentsinto program but advantage is that this wayyou can solve even very complicatedsituations.

Please see also: 20.1 What are seminars for?

9.6 Full and divided lessons fromone subject

On some schools some subjects are taughtin the way that for most lessons fromsubject students have together as entireclass, but for e.g. one lesson they split intotwo groups. In this case it is important to setsome constraints so that timetable will bescheduled correctly:

- Divided lessons can not be around fulllesson - this is important so that when allstudents have lesson together, one groupwill not be one lesson in advance againstother.

- Divided lessons can not be on the sameday as full - this is important only on someschools.

Please see ecnlosed picture on how to setthese constraints.

Page 17/77


9.7 Typical situation: Physicaleducation, 3 groups in 2 classes

We have girls joined from 2 classes,however boys have separate lesson in eachgrade.

Solution:You have to input 3 lessons.

1. Boys in 5A:

2. Boys in 5B:

3. Girls joined in 5A and 5B:

4. Result will look like:

Sample file can be downloaded from here.

Note: for each lesson we have specifiedthat it can be in either of 3 available Gymrooms.

10 Data input - Bells/Breaks

10.1 Can I set the number of lessonsper day?

You can set this in menu Options/School:

Note: This is maximum you have on theschool. The software automatically balances thenumber of lessons per day. So even if youset this number to 15 and class 1A has 30lessons the software will put 5-6 lessons oneach day.

10.2 How can I specify the belltimes?

For version 2009 check this article:10.13 How can I rename periods? (availablein version 2009)

Go to menu Option/School. You will seethree tabs where you can specify the bellsin your school:

See also:10.6 We have different bells on some days.10.5 How can I specify Long Breaks/Recesstimes?

10.3 Can I remove 0. lesson? We arestarting with 1. lesson.

If your school is not using 0.lesson(lessonbefore the first one) you can completelyremove it in menu/Specification/School.Please check this picture:

Page 18/77

http://help.asctimetables.com/samples/tutorial_3PE_in_2_classes.roz


10.4 We have 5 lessons each day buton Friday we have only 4

Please check the picture:

You can specify different timeoff for eachclass.

You can use button 'Set to all' to copy thistimeoff to more classes.

10.5 How can I specify LongBreaks/Recess times?

You can specify that after certain periodsthere are longer break/recess. Please checkthis picture:

You can also tickle that you do not want anydouble lessons to span over this break.

If you allow certain double lessons to spanwhile others not that you can define foreach subject individually if double lessonsof this subject can or cannot span over thebreaks. You can do this in subjectConstraints:

See also:10.6 We have different bells on some days.

10.6 We have different bells on somedays.

You can setup the bells in menuOptions/Settings.

First bells tab contains normal bells. If youhave different bells on e.g Saturday you canuse second tab Bells(2) to specify differentbells and days when these different bellsare valid:

10.7 We have different recess timesin parts of school. How to input it?

There are some schools that use differentrecess times for various parts of school, e.g.one recess times for Elementary and otherfor High school. In aScTimetables you caninput only one recess times (called Bells),but this situation can be in most caseshandled quite easily with small trick: Youhave to input your recess not as recess inBells (menu - Options - Settings - Bell), butas additional period in timetable, which willbe disabled using Time-off for classes.Typical situation is like this:

Elementary1 8:00-8:452 8:50-9:353 9:40-10:254 10:30-11:15Break 11:20-11:455 11:45-12:356 12:40-13:257 13:35-14:15

High1 8:00-8:45

2 8:50-9:353 9:40-10:254 10:30-11:155 11:20-12:05Break 12:05-12:356 12:40-13:257 13:35-14:15

You can handle this situation by adding newperiod and setting bell times like this:

1 8:00-8:452 8:50-9:353 9:40-10:254 10:30-11:155 11:20-12:056 11:45-12:357 12:40-13:258 13:35-14:15

Then you have to disable period 5 forElementary classes and period 6 for Highclasses. So now recess is inputted asdisabled period.

This solution solves problem for classes,but there is still problem with teachers whoteach in both parts of school. Times forperiods 5 and 6 overlap, so teacher can'tteach both of these periods on the sameday. You can handle this by creatingadvanced card relationship:15.14 Teacher cannot teach 4th in Grade 5and 5th lessons in Grade 6

Note: If this solution is not suitable for yourschool, please contact us, give us moredetails about your situation and we maygive you further help.

Page 19/77


10.8 0.5 lessons

On some schools, there are some lessonswith length half of period. aSc Timetablessupports only period lengths 1,2,3..., so it isnot possible to input this directly. However,in most cases this can be solved by one ofthese two solutions:

Solution 1: On many schools, only firstperiod every day has length 0.5 and all 0.5lessons must go on these periods. In thiscase, you can handle this situation bedefining new Type of subject (Time-off) for0.5 lesson's subject in the way that it can goonly on this first period every day, and Typeof subject for all other subjects that it can'tgo on the first period. With this solutioneverything will be ok, only you have to takein mind that program will show incorrecttotal number of lessons for teacher andclass. You have to subtract from this0.5*number of half lessons to get correctnumber.

Note: This solution may be applied on anytype of school, where there are predefinedpositions for whole lessons and predefinedpositions for 0.5 lessons and these positiondo not overlap. E.g. on some school, allafternoon lessons might be 0.5.

Solution 2: Other solution is to doublelength of all lessons in timetable. So you willinput lessons with length 0.5 as 1, withlength 1 as length 2, with length 1.5 aslength 3, with lenght 2 as length 4, etc. Youwill have also to adjust Bells and Time-offsaccording to that.

10.9 0,5 lessons (available in version2009)

It is now possible to specify the length ofeach subject. So for example if you haveEnglish conversation lessons that do onlyadd 0,5 to the total teachers contract, youcan specify this in Subjects/Constraintsdialog. This number only affects theteacher�s contract.If you also want to generate these lessonsto be on certain positions, for example 0.5lessons can only be at 1st period, you haveto simply define timeoff.

10.10 Periods of varying lengths +subjects in minuters per week(Canada) (available in version 2009)

If your school have periods of varyinglengths you can go to MenuOptions/Customize the software. Then inCountry specific check that you want toinput subjects in minutes:

Then you will be able for each lesson tospecify how many minutes per week thatlesson shall have:

The length of each period is defined in thePeriod definition dialog:

Note: you still have to provide also thenumber of lessons per week. So if Math in6A shall be 150 minutes, then if you specify3 lessons per week, the software candecide 60+40+50 or 50+50+50.

10.11 Modifying the time format(available in version 2009)

In menu Options/customize the softwareyou can change the time format that will beused for the printouts of start and end of theperiod:

10.12 How can I print breaksbetween lessons? (available inversion 2009)

If you have longer breaks that shall beindicated in the timetable printouts, you canadd them using button add breaks:

For each break, you can also define acustom text that will be printed in theprintouts:

Page 20/77


10.13 How can I rename periods?(available in version 2009)

Similar to renaming days, you can alsorename periods. For each period, you canspecify name, short name and also startand end times for each period.

Note: you cannot delete the periods, onlythe breaks between periods. If you want tochange the number of periods, use thecombobox in the main dialog.Also please note the checkbox �allow zero

lesson:� This checkbox will turn the periodcalled 0 on or off if you are not using it onyour school. You don�t need to renumberthe 0 to 1 in case you don�t have thisspecial 0th period.

11 Data input - Days/Weeks

11.1 We are teaching also onSaturday. (We have 6day cycle)

Check the Saturday option:

See also:24.5 We need Day 1, Day 2... rather thenMonday - Fridayor11.6 Can I rename the days?

11.2 Two week timetable

In case you use two week timetable on yourschool, you have two options how to input itin program:

Option 1) Cycle lessons You can use"Cycle" button in "Lesson" dialog andchoose for some lessons that they are justone week in two week cycle (even/odd)

This option is recommended in case, whenyou have just few lessons every other weekand most of the lessons in timetable areordinary one week lessons that are on thesame postion every week. Check thisarticle:11.3 How to specify a lesson which isevery other week?

Option 2) 10 days timetable is usefull incase you have completely differenttimetable every other week. Please check:11.4 How to create a timetable for morethan 7 days?

11.3 How to specify a lesson whichis every other week?

For version 2009: check this article:11.10 How can I define weeks? (available inversion 2009)

In Lesson dialogue you can specify thatlesson which is just every other week bykey "Cycle".

After pressing this button new fields willappear at this place. In upper one youchoose how many weeks cycle you need, inthis case it is 2 weeks cycle. Thecheckboxes represent particular weeks:

The G lesson is every first week, while theC lesson is every second week but only fora 1st group. This means 2nd group is freeevery second week in this example.

You can click top left header to chooseweeks:

Page 21/77


You can select if you want to print 1st,2ndor all weeks combined:

See also:11.2 Two week timetable

11.4 How to create a timetable formore than 7 days?

In menu Options/Settings it is possible toset the timetable to be for more days thanjust 7 days(e.g 10 days):

Please note that in this case you have todouble the teachers lessons. For example ifteacher is teaching 2 lessons per week,then in 10 days timetable he is teaching 4lessons in 10 days.

Check also:11.2 Two week timetable

11.5 We have 10 days schedule. Weneed to assign one classroom as ahome classroom for two classes.

Since version 2007 the classroom can behome classroom for more classes. Justspecify those two classes:

11.6 Can I rename the days?

This can be done in menuOptions/Advanced:

For each day you can write longname andshortname.

If you leave the field empty then the defaultnames will be used. Default names are

Monday,Tuesday(big suprise), in case oftimetable for more than 7 days the defaultnames are Day1,Day2...

You can also manualy switch to Day1, Day2this way:24.5 We need Day 1, Day 2... rather thenMonday - Friday

11.7 Multi term timetables (availablein version 2009)

For each lesson, you can define in whichterms this lesson can take place. You canspecify one term, or you can say it can be inany term or on all terms. Moreover, you cansay the lesson has to be in T1 and T2 or onT1 OR T2 or T4.Here you can define your terms. Tick youhave terms or weeks and then specify theappropriate amount of terms:

Use the button Edit if you want differentnames for terms.Once you have said you are using terms,you can see a combobox where you canselect a term you want to see:

Page 22/77


And for each lesson you can define for eachlesson when this term can be.

Similar to days also for terms you candefine special terms. If you have 4 terms,the software automatically adds two specialterms called Semester 1 and Semester 2.Semester 1 is in fact T1 AND T2 so if youfor certain lesson/course specify S1 then itwill be on both T1 and T2 at the sameday/period.But if you for example specify T1 OR T2,then this lesson can be on either one andthe software can choose which one duringthe generation.How can I specify lesson is only onodd/week A?If your school has different timetable on oddand even weeks (sometimes called weekA

and weekB, you can simply define that youhave two weeks:

Then for each lesson, you can say in whichweek it can be. Default is All weeks. Thismeans it will be at the same position in allweeks. If you change this to lets say Anyweek, the software will allow you to placethis lesson into week 1 OR 2.

11.8 How can I rename days?(available in version 2009)

The software allows you to define your daynames and short names in case you want tochange the defaults:

If your school has 2 different days Day Aand Day B where DayA is Monday,Wednesday and Friday and Day B isTuesday and Thursday. Then you cancreate new days A and B. Just use buttoncombine:

Then you can define dayB as combinationof Tuesday and Friday. You will end up withtwo special days A and B:

For each lesson, you can then define thatthis lesson can be on day A or B. Simplyinput the short name in the field with lessoncounts. If you specified A, lesson will beplaced on MW and F:

Page 23/77


11.9 Extended count of lessons perweek (available in version 2009)

You can simply write the number of lessonsper week into the Lesson/week field in thelesson definition dialog:

So if you for example write 5 into this fieldyou will get 5 lessons per week and eachcan be on different period on each day.If you want to define a lesson that is on thesame position each day, you can simplywrite E (stands for Every day) and thislesson will be 5 times per week: on thesame period on each day.

Notes:You can combine these two ways, so it is okto have E lesson and 2 lessons in the sametimetable. The software will understand this.You can also pick any short name of days,for example typing Mo will create a lessonthat is only on Monday.Moreover, you can define and then pick anyother day. For example, you can define Day

A as Monday AND Wednesday AND Fridayand simply write A (short name for day A)into this field and the software willunderstand that this is a lesson that is onthe same period on Monday/Wednesdayand Tuesday.You can also combine number with shortname here. Typing �2 E� will create 2periods on each day at the same positionetc. However here you probably will want Eand duration of the lesson as double, whichcan be specified in second combobox:

11.10 How can I define weeks?(available in version 2009)

If your school has different timetable on oddand even weeks (sometimes called weekAand weekB, you can simply define that youhave two or more weeks:

Then for each lesson, you can say in whichweek it can be. Default is All weeks. Thismeans it will be at the same position in allweeks. If you change this to lets say Any

week, the software will allow you to placethis lesson into week 1 OR 2.

11.11 Our school has lessons with 4week and lessons with 2 week cycle

First you have to specify that your timetablehas 4 weeks:

11.10 How can I define weeks? (available inversion 2009)

Then you have to create som weekcombinations:

Combine Weeks A and C together to createEven WeekCombine Weeks B and D together to createOdd Week

Select two weeks, press button combineand choose first option:

Then for each lesson you will be able to saythat lessons in for example in Week A or inEven Week, which will place the lesson onthe same position in both Week A andWeek C.

12 Data input - Lesson grid

12.1 Lesson grid overview

The lesson grid shows you all the lessons inyour school on single screen. You can also add or modify the lessons from here:

Please check these articles12.2 Adding a lesson in lesson grid12.4 What does the colors in lesson gridmean?

Page 24/77


12.5 Editing a lesson

12.2 Adding a lesson in lesson grid

1. Select a subject and class. You caneither click or use arrow keys:

2. Type the number of lessons per weekinto the selected cell:

Thats it!

The lesson is shown in the pink colorbecause you have not yet assigned ateacher.

3. Once you know you can assign a teacherthat will teach this lesson. Simply select thelesson and type first letter of this teacher:

Or click into the combobox:

Check this article for various formats thatcan be used to specify double lessons,2+2+1 lessons etc:12.3 Count per week - format

12.3 Count per week - format

This text describes how variouscombinations of lesson count and durationare displayed and can be inputted in upperpanel of lesson grid. (see also 12.1 Lessongrid overview and 12.5 Editing a lesson)

1 2 3 4 ...Number from 1 to 20 simply means numberof lessons per week. All lessons haveduration of single period.

2* 3* 4* ...Number from 2 to 8 followed by * meansone lesson with duration 2 to 8 periods.

22 222 2222 33 333 3333 ...Repeated number means more lessons withduration:22 = two double lessons222 = three double lessons33 = two triple lessons111 = three single lessons (the same assimple 3)

21 221 211 322 ...Combination of numbers meanscombination of various lesson lengths:21 = one double and one single lesson(total 3 periods per week)221 = two double and one single lesson(total 5 periods per week)322 = one triple and two double lessons(total 7 periods per week)

=21 =22 =23 ...Number with = before it means number ofsingle lessons per week (you can input 1-20single lessons without =, but 21 will meandouble and single lesson, so you have touse =21 instead of 21).

12.4 What does the colors in lessongrid mean?

Here is description of how various types oflessons are displayed in the grid:

1) If cell in the grid is light gray, it meansthat subject in column is taught incorresponding Class. Number in the cellshows number of periods per week. Coloredstrip on the left side shows teacher's color.

2) If Class is divided into groups for asubject, corresponding cell will be dividedhorizontaly.

3) It is possible that only part of a class (e.g.Group 1) has this subject (other part mighthave some other subject displayed indifferent column). In this case only part ofcell is light gray. Notice * before number - itdenotes that displayed number of periodsper week is only for part of students and notfor all stundents in the class.

4) Black vertical line shows that two classesare joined together for subject.

5) This is combination of situations frompoints 2+3+4.

6) In case there is no teacher yet assignedto the subject, it is shown in pink color.

7) You can select cell by clicking on it.Press Ctrl and click to select multiple cells.You can also press Shift and click to selectsequence of cells in the same column. (youcan also use keyboard to select cells -arrow keys and shift key)

8) Panel at top shows more details aboutselected cell/cells. This is also place whereyou can make changes to selected subjectin Class.

9) You can see total number of periods forclass in last column (not visible on thisscreenshot).

Tip: You can also use letters to specify theteacher. For example if you press 2 andthen M in the empty field, you will add alesson for teacher Morgan that is 2times perweek.

Page 25/77


See also:12.5 Editing a lesson

12.5 Editing a lesson

Basic editing options in the lesson grid areavailable through the upper panel:

1) This part shows info about theselection - class and subject (or multipleclasses and subjects in case there aremultiple cells selected in the grid)

2) Here you can input the lesson count.Click on this field, type a number and pressEnter to confirm your input.

Note: You can also type the lesson countwithout clicking on this field. Just select acell in the grid and type the number on thekeyboard (in this case you don't need topress enter). See: 12.3 Count per week -format

3) Here you can select the teacher for thesubject. In the case on the picture, theclass is divided into two groups for thissubject, so there are two fields here - onefor each group.

When you click on this field, you will see thelist of teachers from which you can pick theright one. In this list you can see the totalnumber of already assigned lessons to theteacher. The currently selected teacher forthis subject is shown with the grey color.

Note: You can also choose the teacherwithout clicking on this field. Just select acell in the grid and press the first letter fromhis name on the keyboard (a-z). It will selectthe first teacher with a name starting withthis letter. Press the letter again to selectthe second teacher, etc.

4) This shows the group names in thecase when the class is divided intogroups for this subject. You can uncheckone of the checkboxes if this subject shouldbe only for one group.

5) More options can be found by clickingon this button. See: 12.6 Editing lesson -Options

Note: If you have multiple cells selected,some fields/options in the upper panel maybe unavailable depending on the selectedcombination.

See also: 12.4 What does the colors inlesson grid mean?

12.6 Editing lesson - Options

These options can be accessed by Optionsbutton in upper panel of lesson grid, or byright clicking on cell:

The list of available options depends on thelesson you are editing:

Lessons - Show lessons in this cell instandard class lessons dialog. (you can dothe same by double clicking on cell in grid).

Divide class into groups - This will divideclass into groups for this subject. You canchoose from one of existing (or predefined)divisions, or create new division with "Adddivision..." option.

Cancel division - This will remove divisionfor this subject, so lesson will be for wholeclass.

Change division - With this option you canchange division of already divided subject.For example you can change subjectdivided to "Group 1/Group2" division to"English 1/English 2".

Joint classes - This option is available ifyou select more cells from the same column(=multiple classes from the same subject). It

will join these classes to single lesson.

Split joined classes - This will splitpreviously joined classes.

Classrooms - You can set availableclassrooms in this sub-menu.

Remove - Remove all lessons in cell.

12.7 Working with divided lessons

Creating a divided lesson:1. Select subject and class by clicking onthe corresponding cell. Type 3 as count oflessons per week. Then press right mousebutton on the created lesson and select thecorresponding division:

2. Now you can select the lesson teachers:

NotesIf you want only one group to have thislesson, then simply unclick the

Page 26/77


corresponding checkbox:

If you want to change the division or clearthe division, click right mouse button:

12.8 Working with joined lessons

You can quickly create joined lessons inlesson grid.

1. Hold CTRL and click on the classes youwant to join:

2. Press 2 as for two times per week:

3. Use right mouse button to Join theselessons:

12.9 Multiple selection

Lesson grid allows you to select morelessons from the same column:

- either use CTRL and click on desiredcells.

- or click top cell and while holding SHIFTclick on the last cell

- or hold SHIFT while moving with arrow

keys.

When the selection is made you can useright mouse button to modify it, or typelesson count or delete the lessons.

13 Working with timetable

13.1 Working with timetable - generalinformation

The main aSc TimeTables screen consistsof several parts:

1 - Menu - contains commands for programcontrol.2 - Toolbar - keys for quick selection of themost frequently used commands.3 - The timetable contains cards, each cellis representing individual lessons. 4 - Row headers. Clik here to select theclass, right click to show class's options.5 - The control panel contains informationabout current operations as well as lists ofnot-placed cards.6 - Brief info about the card under the

cursor.Classes are displayed in rows, days andperiods in columns. The timetable contains colored cardsrepresenting individual lessons. The color ofa card indicates the teacher who teachesthe particular lesson.

Split lessons are displayed with a card ofhalf size, lessons divided into three groupswith third size, etc.

It means if we define by entered data thatthe teacher Mr. Henry teaches mathematicsthree times a week in the 1A class, theprogram will prepare three identical cardsfor the 1A class indicated as Mathematicsand with the color assigned to Mr. Henry.

Cards are placed in the timetable accordingto how the program generates them or howthey are placed manually. You can generatea timetable and subsequently, if necessary,change it by moving cards with the mouse.

You can change the lessons, teachers,classes at any time.

Before you look at that how it is possible tochange a timetable manually, here is adescription of the Control Panel:13.2 Control panel

Page 27/77


13.2 Control panel

The control panel is located at the bottom ofthe screen. It consists of three parts:

1 - Information about the current card isdisplayed in this field when the cursor isplaced on the card.2 - The button for viewing the timetable ofthe current teacher or class.3 - The panel of not-placed cards.

The tabs, located at the bottom of the Panelof not-placed cards are used to definedisplayed cards:

First icon displays all not-placed cardsRemaining icons displays cards of theselected class, teacher, subject orclassroom.

You can click on the button in the middle toshow the timetable for selected teacher orclass:

If there are more cards, so not all of them fiton the Panel of Not-Placed Cards, yellowarrows will be displayed on the right.

13.3 Moving the cards manually

As already mentioned, you can change thetimetable by simple movements of cards. Ofcourse, the program checks for collisions ofclasses, teachers and classrooms.

Procedure for moving a card:

1. Click on the card with the mouse and�pick it�. Now move the card with themouse:

You can click also on a card located in thebottom panel of not placed cards.

The class the card belongs to is displayedin green. The program will not allow you toplace it in another row.

Column headers can have this colors::Green indicates it is O.K.;Blue means question-marked position;Red means occupied position (the positionin which the teacher is assignedsomewhere else),Grey means fully inappropriateposition(time-off).

2. Place the card by clicking on thedesired position.

When you place the card, the program willautomatically assign an available classroomto the lesson from the list of availableclassrooms. If you place the card in aposition in which no classroom is available,the program will accept it, but it will displaya white stripe on the left edge of the card tosymbolize that no classroom has beenassigned to the card.

Similarly, the program will allow you toplace a card in a not allowed position aswell. But it will warn you by a red stripe onthe card. It�s up to you whether you want tohave the card in the position or not.

In case of collision the software eitherswitches the cards, or shows you this popupin case of more cards are colliding:

You can select the action to resolve thecolision. If you select another card from thispopup menu, the original card is placed andyou continue with the selected card.

See also:14.3 Related timetables

13.4 Removing a card from thetimetable

To Remove a placed card from thetimetable you can:

1. Click on that card to select it.

2A. Move it to the panel of not-placed cards,and drop it there by a click

2B. Move it to the part of the timetablewithout any classes and drop it there by aclick

2C. Click the right mouse button whilethe card is held in the hand

13.5 Right mouse button

By means of the right mouse button you canquickly select the most frequently usedfunctions for the object you click on. Afteryou click on a certain object with the rightmouse button, the program will offer you amenu with possible operations for thatparticular object. Contents of the local menudepends on whether the cursor is placed ona card or not.

Clicking the right mouse button on aplaced card

Page 28/77


In the popup menu you can:1. Remove the card.2. Lock/unlock the card. 3. Info - displays an verification window withinformation if there is some problem withthis card only. This is the same as menuTimetable/verification, only it will show theerrors related to this card only.4. Deletes the row.5. Classroom - Here you can select one ofavailable classrooms for this card - it will beplaced in selectd classroom. Detaileddescription please find here 13.7 Workingwith classrooms.6. View the timetable of relatedteacher/subject/class7. In menu other you can lock/unlockteacher.8. Edit this lesson or time-off of relatedteacher/subject/class.

Clicking the right mouse button on a free

position

The program will automatically offer the listof cards that can be placed on the position.

See also:13.9 Right mouse click on row headers

13.6 Locked cards

If you know that a lesson must be taught ata specific time, i.e. its card must be in aparticular place, you can lock the card inthat place by clicking on it with right mousebutton. The locked card has a small stripe inthe rightbottom corner:

Locking has two advantages:

- the position of the card will not be changedwhen you are manualy moving the cards; - the generator does not move locked cards.

However please note that locking cards isgenerally not a good idea. Locking a cardon unlucky position can prevent yourtimetable from being finished. If there are atleast two ways how to place some card,then it is better to explain the generatorwhere the cards might be.

You can lock/unlock cards either by usingthe commands from the Timetable menu,or individually, by means of the right mousebutton on the card, row header or columnheader.

13.7 Working with classrooms

The generator automatically assigns theclassrooms and also while manually movingthe cards the classrooms are automaticallyassigned. So the below described functionsare only necessary when you want torearange the classrooms:

Cards without classroom are markedwith white stripe on them:

Placing a card in a classroom:

Right click on a card you want to assignclassroom to and click on the classroomthat you want to use:

Marks before individual classes mean:"Red cross mark" means Occupiedclassroom. Other lesson is already taught atthat time."Blue tick" means that the lesson is alreadyplaced in this classroom.A classroom without a mark is free (empty).

Releasing a card from a classroom:

Right click on that card and choose Emptyclassroom.The command is not available if the card isnot placed in a classroom.

See also:13.11 Classroom view

13.8 Custom views

Custom views will allow you to effectivelydivide the timetable into smaller and moreeasily readable parts.

For example you can display classes 5.A -5.D in one view.

Defining views

Page 29/77


The Whole basic view, which displays thecomplete timetable, is always available foreach timetable.

You can define your views from menuView/Define:

After clicking on the New or Edit option youcan edit view's properties:

Enter which days will be displayed as wellas the number of lessons per day. Specifythe number of lessons including the zerolessons. Then select classes or teachersyou want to see in this view.

Switching between views

You can switch the views using thecombobox on the toolbar:

Note: you can also print the custom view.This is handy when you want to print onlysome teachers or only one day etc:24.14 Print only some days or only someclasses

See also: 14.5 Changing the look of the timetable onthe screen

13.9 Right mouse click on rowheaders

You can click right mouse button on the rowheaders:

From here you can editteacher/class/classroom properties, lessonsor quickly run test generation of this row.

13.10 Undoing and restoringoperations

You can undo and redo your changes byusing menu Edit or using buttons on thetoolbar:

Please note that this only affects thepositions of the cards. It is not possible toUndo changes in the contracts.

A good idea is also to use File/Save as... tosave the timetable on disk under differentname. That will allow you to store asemi-finished version of the timetable, towhich you can return in the future.

13.11 Classroom view

Classroom view is a special view becausewhen you move cards in this view, then onlythe classrooms are changed. The positionsof the cards are not changed.

So for example the following picture showsyou that you can easily move physicaleducation for 8H from Small to Big gymroom:

The cards shown in the control panel areeither cards that are not yet placed in thetimetable or cards that are placed but theydo not have a classroom assigned yet.These are marked with white stripe:

13.12 Filter function (available inversion 2009)

Just press right mouse button anywhere inthe unplaced cards section. A popupappears where you can select someadvanced filters, like show only doublelessons or show only lessons that have onlyone section:

So if the school wants to create a timetableby hand from the scratch, they can filteronly lessons with one section only and startwith these.

Page 30/77


13.13 Working with days in the mainview (available in version 2009)

By default, the software shows all the dayson the main screen, usually from Monday toFriday. If you for example want to see onlyone day, you can do this in the dayscombobox. This one is not visible bydefault, you have to turn it on in the optionsdialog:

Then you can select a day you want todisplay:

13.14 We have the same timetableeach day in given term or week(available in version 2009)

If you have exactly the same timetable eachday then you probably don�t need to see in5 columns at them main screen. What youneed to do is to show the days comboboxsee above and then pick Days merged:

Combine this with the �show all termsseparately� in the combobox for terms andyou will get a view with one column for eachTerm and with this column all days aremerged, so you have only the periods assubcolumns.Note: you still can have some lessons thatare on different positions each day. If youfor example have all lessons at the sameperiods each day, only one lesson isdifferent on Tuesday and thursdsay, thesoftware will simply put two entries into toappropriate column.

13.15 Quick modification of theonscreen view (available in version2009)

By pressing View/Modify current view:

You can quickly select what texts shall beprinted on the cards and by which color. Forexample by choosing classroom as color,you can see the timetable with colorsdefined by the classroom:

After save/load of the timetable, this setupis reverted to defaults. If you want topreserve these values, you have to go tooptions and select that you want to save theview modifications:

14 User interface

14.1 Hotkeys

F5 starts timetable generationSpace Bar shows timetable verificationCTLR-L - compare with last saved version

Numpad shortcuts:+ zoom into the timetable- zoom out/ Fit Zoom* Invert colors on the screen

Multiple week timetables:Number 0 - show summary of all weeksNumbers 1-8 - show week 1-8Ctrl-0 show all weeks expanded

Mouse Shortcuts:CTRL+LEFTCLICK - if the class is dividedinto groups, CtrlClick will pick all groups onthis position. In case of clicking on theempty position CtrlClick will place all thegroups. When working with divided lessons,this can be extermely usefull. Note that this is sometimes not possible,since the complemetary teacher may notteach at that time.

Page 31/77


SHIFT holding shift while moving card willshow the time-off of the card below thecursor instead of the card you have in hand.So you can check where you can put thecard below the cursor before you actuallyreplace it with currect card on your hand.

14.2 Is it possible to change theschedule after the generation?

Yes. At any time, before or after thegeneration you can change position of anycard by clicking on it with mouse andplacing it on some other position.

Or you can switch to view "Classrooms" andmodify the rooms allocation for some cards.

Once you make these changes you canprint the timetable.

Notes:If you run the generation again the softwarewill generate the new timetable.If you really need a card on some position,you can lock it there and the generator willnot move it.

14.3 Related timetables

You may activate the function "relatedtimetables" in menu View - Relatedtimetables. You may use the shortkeyCtrl+R.

A new lightgrey panel will display above thetimetables::

This panel shows timetables related to thecard you are currently holding.

You can place the card directly into panelrelated timetables. After placing this cardthe timetables related to this last card staysdisplayed.

It is possible to take the card to your handalso from the related timetables.

You can set the maximum number ofrelated timetable row in menu View/Relatedtimetables.

Note: By holding SHIFT key you can displaytimetables related to the card under thecursor or under the currently held card.

Note 2: It is possible to lock some rows inrelated timetables by clicking on rowheader. Locked rows will stay there even ifthey are not related to current card.

14.4 Comparing timetables

There are two options how to compare yourtimetable files. You may find both in menuFile - Compare.

"Compare with last saved version" - it willcompare your current timetable (the oneyou are currently working on) and its statuson disk (that is the state when it wasopened or last saved). It can be usefulespecially when you make some changesmanually and you want to see what youhave changed since last save.

"Compare with another file..." - thisfunction will offer you to choose anothertimetable file and then it will compare it withyour current timetables.

After invoking this function program will veilcurrent timetable and will highlight onlythose cards which are on different positionin timetable you are comparing it with. Inbottom of screen you will see list ofchanged items:

Note: Both functions will display just thechanges in cards positions and names ofsubjects/classes/teachers/classrooms. It willnot show you changes in constraints.

14.5 Changing the look of thetimetable on the screen

This article is about changing the look onthe screen.

Go to menu View/Define:.

If you for example choose color by buildingsyou can quickly see when the studetns arein 1st and when in 2nd building:

You can also change the texts that shall bedisplayed on the screen. In some cases youwant to see teacher instead of clasroom etc.

Note: you can fully customize the prinouts inthe print preview mode. 25.1 Customizing

Page 32/77


printouts

14.6 Timetable files - makingbackups, problems opening files,etc...

aSc Timetables stores its data in .roz files.Working with these files is sthe same aswith Microsoft Word .doc files.

You can save your current timetable to newfile (with different name) via menu File/Saveas.

To transfer this file to other computer, youcan copy it to USB disk, burn it on CD, orsend it via email.

You can also have as many timetable fileson your computer as you wish. You cansave multiple versions of your timetable withdifferent filenames.

Problems with file

I can't open the file: If program reports thatfile was created in newer version ofaScTimetables, please download and installlatest version from our web site. If programcrashes, please send us your timetable fileby email to [email protected] and we willcheck what can be the problem. Usually it isa disk problem and your file was damaged.

I can open the file, but there are somedata missing in it: In most cases, you havejust opened a wrong file. Please find thecorrect version of file. Or you have forgottento save file last time you have been workingon it. Or it might be possible that you have

accidentally overwritten your file with olderversion. If you can open the file, but somedata is missing in it, then these data areeither lost, or in some other data file.

I can't find my file: Please check sometypical location where the file can be:Desktop, My Documents folder, some driveof your computer, or your USB disk. Orconsult some computer experienced personon your school to help you find the file onyour PC.

15 Constraints - Teachers

15.1 We have teacher who teachesonly 2 days per week and it doesn'tmatter which

You can use optionSpecification/Teachers/Details. Program willthen choose the most suitable days withinthe given number:

Note: If you specified days precisely, be

careful not to specify other teacherssimilarly. It may happen that all externalteachers want to teach on Tuesday andThursday. Such timetable criteria might beimpossible to meet.

Please see also: 6.1 How to set teacher'stimeoff

15.2 Teachers' windows in timetable

In many schools teachers complain aboutwindows in their timetable - gaps, wherethey have to stay in school having no lessonand they can't leave because they havesome lessons later.

Default value for all teachers: You canlimit total number of windows of teacher perweek in menu Timetable/Parameters.

If the windows/gaps are no problem on yourschool it is advised to turn this option off.

Custom values per teacher can be set inmenu - Specification/Teachers/Details:

This option can be sometimes disabled.You have to turn it on in menu -Timetable/Parameters.

You can also limit number of windows perday with checkboxes in teachers' details. Bythat you will specify that the teacher mayhave at maximum of 2 windows per day.Although you specify that the teacher mayhave 6 windows per week, the program willprevent, for example, 5 windows one dayand 1 window another one. For some easyschedules you can also specify that theteacher can have maximum of one windowper day using the second checkbox.

15.3 Teacher XY is teaching 2lessons per week in class 5A butboth are in the afternoon.

You instruct the generator to balance thelessons so that if teacher is teaching onlytwo or three lessons in one class they shallnot be placed everytime late in the day.

You have two options:1. 16.1 Maximum number on questionmarked for subject

Page 33/77


or

2. 18.2 Specify how many lessons shall bebefore certain position

15.4 We need one free teacher forevery period

Question: We need to have on every periodduring week at least one free Math teacher(from 5 teachers). How can we addconstraint for this?

Answer:You have to input this as advanced cardrelationship (menu - Specification - Cardrelationships). You will input it as constraintthat there can be max 4 lessons for these 5teachers on every position.See picture:

15.5 How could distribute first/lastlesson for all teachers in equality?

You can do this in menu Specification/Cardrelatioships/Advanced.

Example for first lesson:You have to set for all teachers constraint"Max number of first period lessons" asadvanced card relationship, see picture:

Same way you can input "Max number oflast period lessons".

15.6 Our class teachers always haveto teach the 1st lesson

If this teacher teaches only one subject,you can simply lock his lesson on thatposition.

However if he teaches more subjects orhe has double and single lessons, then itis better not to lock but rather specify it likeon this picture:

See: 13.6 Locked cards

15.7 Our teachers cannot teach morethan 6 lessons consecutively

You can specify a global value in menuTimetable/Parameters:

If this value is set to 6 then your teacherscannot teach 1st,2,3,4,5,6,7. But they canteach 1,2, 4,5,6,7,8.

If you do not care about consecutivelessons and your teachers can teach or

shall teach more lessons in a row, justdisable this option.

You can also specify maximum lessons ateacher can teach consecutivelly for eachteacher individually:

15.8 How to specify a teacher canteach only one 7th lesson

Simple solution:Define the question marked positions:

then define max. on quesion markedpositions in teacher's details:

Page 34/77


You can specify how many lessons can beplaced on question marked positions. Youcan e.g. specify that the teacher have 6thlesson question marked and max is 2. Thenthe teacher will have only two 6th lessonsper week.

Using the check box you can tell thealgorithm to consider the question markedcount per day. E.g. you can say lessons5th, 6th and 7th are question marked andthe teacher can have max two per eachday. Then you can be sure teacher has atleast one free lesson to have a lunch eachday.

Complex solution:Check the similiar situation for classes: See: 17.1 How to specify that class canhave max one 7th lesson or max one0lesson?

Just instead of "Apply to selected classes"select "Apply to selected teachers"

15.9 How to specify min and maxlesson teacher shall have on oneday?

You can do this in teacher's constraints:

Notes:- you can specify not to check these valueson the satudray/sunday. So the teachershall have 2 lessons each day on theMonday-Friday, but can have 0 or 1 onSaturday.

- please take care that you do not requireunrealistic demands here. It is stronglyrecomended to add this and similiarrequirements later. If it is not possiblegenerate a timetable, it will be even moreimpossible to generate it with requirementthat each teacher shall have 2-5 lessonseach day. See: 22.4 A good way togenerate your timetable

15.10 We have 10 day timetable(twoweeks), I want to spread teacher'slessons equally into those 2 weeks

If your teacher is teaching for example 23lessons per week and you are using 10 daytimetable(2x5days) it can happen that thesoftware generates 30 lesson on one weekand 16 on the other week.

To prevent this, you have to defineadvanced cardrelationship that defines maxlessons teacher can teach on the first 5days(first week):

15.11 How to ensure lunch break forteachers

If you need to make sure that every teacherhas at least one period free during lunchtime for lunch, you can input it this way:

Example: Lunch between periods 3-6. Thismeans there are 4 periods available. So wecan input it making sure that during 3.-6.period teacher can have max 3 lessons.

Go to menu - Specification - Relations -

Advanced and input values according to thispicture:

15.12 Each teacher shall have one ortwo free afternoon

The bellow constraint will define that eachteacher has 2 free afternnons:

Basically it says, teacher can have max 3days with lessons on the positions markedon the time map. Make sure you inputcorrectly all the marked entries.

Notes: - In our example afternoon was defined asperiods 5th and above. You can change this

Page 35/77


by clickin in the time map.- same condition can be defined formornings, again just change the map- you can select only some teachers thatshall be considered

15.13 Two teachers cannot teach atthe same time

Usually you do not need to specify this kindof constraint, since most cases are solvedby the fact that the teachers have to use thesame room or they teach the same group ofstudents.

However if you really have two independentteachers, and you do not want them toteach at the same time, you can defineadvanced cardrelationship that says max 1card on each position:

15.14 Teacher cannot teach 4th inGrade 5 and 5th lessons in Grade 6

This constraint can be usefull if you have asituation that you have different bells ingrade 5 and grade 6th.

You need to use cardrelationship:

See also:10.7 We have different recess times in partsof school. How to input it?

16 Constraints - Subjects

16.1 Maximum number on questionmarked for subject

For each subject you can define how manytimes it is allowed to be on question markedpositions:

Typical usage of this feature is thefollowing:

Imagine the class has 3 lessons of historyper week. It will probably not be possible tohave ALL three lessons before lunch for allclasses. But it will be very bad if ALL 3lessons are after lunch. Then the teachercan complain that he cannot teach history inthat class.

So you can specify that e.g 6th and 7thperiod are question marked and that youaccept only one lesson on these questionmarked position in each class. Then thesoftware will respect only those timetableswhere all three lessons are before lunch orwhere 2 lessons are before and only one isafter.

16.2 Two subjects cannotfollow/Cannot be on the same day.

You can create a card relationship thatdefines that two subjects cannot follow oneanother or they cannot be on the same day:

16.3 Distribution of subject over theweek

By default, program tries to distributesubject in class's timetable equably over theweek.

This default rules are like:1. If it is possible, program will put cards ofsubject on different days.

2. If number of cards of subject is more thannumber of days (e.g. 8 single lessons and 5days), it will distribute it so that number ofperiods with this subject per day is nearlyequal for every day (in our example of 8lessons, it will require 1 or 2 lessons perday).

3.If subject is 2 or 3 times per week, it cannot be on consecutive days (you canconfigure this in menu -Timetable/Parameters).

If you do not want the above defaultbehaviour, you can also createcustomized distribution for some

Page 36/77


subjects. Go to menu Specification/Cardrelationships/Add, then select subject(s)and class(es). Then choose "Carddistribution over the week" and click on"Settings":

The settings dialog looks like:

You can check any combination for optionsfor the selected subject/teachers lessons.When checking the checkboxes, thepictures shows you what will be acceptable

and what will be unacceptable for thegenerator.

For example you can check this case:7.5 I want to have 1+1+1+2 OR 1+2+2lessons per week.

A few more notes:

- With "Use above settings only for..." youcan filter classes in which is this distributionapplied. This way you can e.g. createdistribution for classes that have 4 Mathlessons per week without need to selectthose classes in previous dialog.

- "Distribution of the group of cards of thelisted subjects" can be used to distributee.g. "Biology" and "Biology lab" subjectstogether, so it will consider them as thesame subject (and will not place them onthe same day or consecutive days, e.g.).

See also:16.9 Spreading lessons on different periodseach day

16.4 I do not want my geography tobe on Friday and then on Monday

The program automatically puts yourlessons equaly over the week, not onconsecutive days.

However by default Friday and Monday arenot consecutive days. So if you do not wantto have the lesson on Friday and then onMonday you have to define an advancedcardrelationship. Please check the followingpicture:

It sets that Geography lessons in all classescan be on max one marked day, be it eitherMonday or Friday.

It is important to choose the right cardrelationship:"Max. number of days that have lessonon marked position"and also the "Apply to selected subjects in selectedclasses"option in second combobox

16.5 I want subject in one class to beon the same positions as subject inanother class

Question: I want to have Math lessons in5.A on the same postions as Englishlessons in 5.B

Answer:You have to define new advanced cardrelationship (menu Specification/Cardrelatioships/Advanced) for this purpose.

See picture below.

See also: 16.7 I need subject Math to be onthe same position in classes 5.A and 5.B

16.6 What if 2 specific subjects mustbe taught simultaneously?

If these subjects are from differentclasses check this article:16.7 I need subject Math to be on the sameposition in classes 5.A and 5.B.

If they are from the same class:If you have divided class and one part hasEnglish and another part have Spanish, thesoftware will automatically put themtogether if they are from the same division.You do not have to specify this.

OK, but the software puts Math thereinstead of Spanish!In this case you have to use anotherdivision for math lessons. The software canjoin any lessons if they are from the samedivision. See: 5.2 Divisions

If you do not want to have English alone at

Page 37/77


the end of the day and Spanish alone at theend of some other day, you might use this:see 17.6 Both groups have to finish theeducation at the same time!

Another option is to join the groups or class,but use this only when the join is always thesame: 9.4 How to specify lessons wherestudents are joined from two classes?

For a very special case you can say thatgroups have to start at the same time: 18.3Groups have to start at the same time

16.7 I need subject Math to be on thesame position in classes 5.A and 5.B

Please go to menu - Specification/Cardrelationships/Add. Use card relationship: "The selectedsubjects have to be at the same time in allselected classes."See picture:

Notes:

1) For 5C+5D, you will need to specifyanother card relationship.

2) If you want this constraint also for Englishlessons, you will also need to createanother card relationship. That is, you willhave one card relationship for Math and onefor English. (If you select two subjects insingle cardrelationsip, it has differentmeaning, see 3)

3) It is also possible to say that two (ormore) subjects must be on the samepositions in 5.A and 5.B:

This function is available from version2008.3.0.

16.8 Two subjects must follow eachother

You can create a card relationship thatdefines that two subjects must follow oneanother (in arbitrary or specified order):

16.9 Spreading lessons on differentperiods each day

Question: How can I distribute e.g. 5 mathlessons over the week so that they are ondifferent periods each day. I don't want allthe math lessons to be at first period eachday.

Answer:You can use advanced card relationship.Go to menu Specification/Cardrelationships/Advanced. - select type "Max number of lessons on thesame period per week". - choose "1" in combobox below. - choose "Apply to selected subjects inselected classes". - select "Classes" where you want to applythis constraint (or leave it as "All classes") - select "Subjects" Math (or more subjects).

This will ensure that there is max 1 Math (orsome other selected subject) on each

period.

The above picture actually shows twosubjects in that card relationships. Howeversince we have specified "Apply to selectedsubjects in selected classes" then eachsubject is treated separatelly in each class.So you only need to define onecardrelationship to tell that there shall beonly one math lesson and only one Englishlesson on each period during the week.

Cautions: - usualy this relationship is not needed. Inthe complicated schedules the lessons willbe totaly random in your timetable.- this relationship can easily kill yourtimetable if used inproperly. You shall onlyadd it when necessary, for example whenprevious generations tend to put somelesson on the same position over the week.- also you might consider specifying "Max 2"on each period. This is easier to generateand will in most cases do the job.

Page 38/77


16.10 I want to have Math lessons ina class on the same period everyday

You can specify that some subjects must beon the same period every day.

Just add a card relationship that says'Subject must be on the same period eachday':

Note: if you specify more subjects, forexample Math and English, then Mathlessons will always be on 2nd period andEnglish lessons will always be on 4thperiod.

Advanced usage: In some cases you mightneed to use the advanced cardrelationship.For example if class has 2 English lessonswith teacher A and 3 English conversationlessons with teacher B and you want bothsubjects to be on the same period eachday. The usage of the advancedcardrelationships is as follows:

Please go to "menu - Specification -Relations - Advanced" and input:

- Max different period numbers per week- 1 (see note below)- Apply to selected subjects in selectedclassesSelect subject Math.Optionally you can select also classes (ifyou want this constraint to apply only oncertain classes).

Note: This field should contain lesson lengthin periods. If you want to have thisconstraint for a subject that is scheduled asdouble lessons, input 2 instead of 1.

16.11 I need subject Geography tobe last lesson on a day in classes5.A, 5.B, 5.C...

You can specify this with advanced cardrelationship "Cards cannot follow (in specificorder)". In this card relationship you willspecify that subject G can not be followedby any other subject.

Please see picture.

For "Subjects A" select subject G.For "Subjects B" select all other subjects(except G).

Note: This function is available sinceversion 2008.3.0

17 Constraints - Classes

17.1 How to specify that class canhave max one 7th lesson or max one0lesson?

Simple solution:First define the quesion marked positions:

Then you can say the class shall have max

one lesson on the question markedpositions. This can be done in Class'sdetails:

Complex solution:The simple solution cannot be used if youwant to specify two conditions. For examplethe class has to have max one zero lessonand max one 7th lesson.

In this case you can use advanced cardrelationship. Here you can specify the areaand maximim number of the cards in thisarea per week.


We have specified that all classes can havemax 2 lessons on the marked positions per

Page 39/77


week. So it will not happen that one classwill have 3 zero lessons.

Notes:- you can use the same cardrelationship forteachers, just change 'Apply to' combobox.

17.2 Education block - allow someclasses to come later or to leaveschool later.

The program calculates the amount oflessons per each day automatically.

If you for example have 32 lessons per5day week then the software calculates32/5 = 6.4. So the automatic lessonsdistribution decides that this class has tohave 6-8 lessons each day. In this case thesoftware can spread the lessons like6+6+7+7+6, or 6+8+6+6+6. It will notgenerate 9+5+5+9+4

Also the software starts with 1st lessonand fills the education for each classuntil the calculated max per day.

This automatic teaching block calculation isgood for most of the schools. However if theclass has 32 lessons and you want to allow5-9 lessons each day, you have to set theteaching block manually.

In Class/Details/Advanced you can specifythat the children can go home after 5th butnot later than after 9th period:

Exactly the same way can be used tospecify that some children can come later tothe school. This comes especially handy ifyou have room/teacher shortage. If somechildren can start one or two lessons laterthan the others, then it might help to spreadthe lessons and solve the room/teachershortage.

On the following picture we have specifiedthat children from 5.A can come to theschool at latest on the 3rd lesson(theycannot come later, but they can comeanytime sooner):

Please note that this not necessarily applyto the whole class. A part of the class cancome later and stay longer, while the otherpart will come sooner and leave later on theother day. This is especially handy if bothgroups are using the same room or thesame teachers teaches both parts of theschool.

The education block sets when the childrencan start and end their education. Thisbasically sets min and max lessons per daythey can have. You can specify it evenfurher if necessary. See 17.3 Can I set themin/maximum number of lessons per dayfor one class?

A bit more on educational block can befound in this article:17.4 Checking of gaps/windows in class

17.3 Can I set the min/maximumnumber of lessons per day for oneclass?

Yes it is possible to set min/max lessonsper day for each class.

However please note that by default thesoftware calculates this for you. If youhave 32 lessons per 5-day week, then thesoftware will allow 6-8 lessons per day. Sosetting the min/max is only needed whenyou want to override this automaticcalculation or if you have turned it off.

Please read this article first. It showsyou how you can overide the automaticteaching block calculation:17.2 Education block - allow someclasses to come later or to leave schoollater.

So if you use an automatic teaching blockthat calculates 6-8 per day, the software willnot put 9 lessons per day. However you canspecify that you want max 7 lessons. Go tomenuSpecification/Classes/Details/Advanced:

Page 40/77


Ok, Ok but I want to have min 5 on weekdays and min 2 on saturday.

In this case you have to define advancedcard relationships that defines minimumlessons on one day and specify some days.It defines that you want minimum of 5lessons on Mon-Fri:

See also:17.2 Education block - allow some classesto come later or to leave school later.

17.4 Checking of gaps/windows inclass

By default the software will not create awindow/gap for a class.

The software calculates so called Educationblock. Education block is term used todescribe time range when some class hasto have education. For example it maymean, that every student of some classMUST have education between periods 1-5,

and CAN have education between periods0-7.

Generator computes education blockautomatically based on total number ofperiods defined in class's lessons andsettings in class's details. For most schoolsthis automatic education block works well,but in some cases this automatic fails andeducation block needs to be set by hand.

Possible cases when automatic educationblock fails:

* divided lessons with length 3 and more,which don't have complementary lesson * divided lessons with length 2 togetherwith some complicated combination of otherlessons without complement * divided lessons with length 2 and morein combination with breaks around end ofeducation. * when you define lunch break asforbidden period using time-off

These are only cases when it is possiblethat there will be problem with educationblock. Real problem occurs when programsays that there is some problem withtimetable of class, and you think that thistimetable is ok. Program may show one ofthese problems in verification (Menu -Timetable - Verification):

* Class (class name) contains a window * (card) is out of teaching block

When you click on one of these problems,program will show you more details about it,

including area of automatic education block("Class must have lessons in this interval"and "Class can have lessons in this area). Ifyou are not satisfied with automaticteaching block, you can click on Advancedbutton in Constraints. This will openadvanced Class details dialog where youcan specify teaching block settings. Youhave 3 options here:

* automatic - this will compute teachingblock automatically. Automatic teachingblock is computed so that education startson period 1 and ends between periods Nand N+2, where N is number computedfrom total number of lessons in class. * discontinuous - this will completelydisable education block and also checkingof windows in timetable of class * manual - here you can specify manualsettings

Manual settings of education block aredefined by four numbers: A, B, C, D.

Numbers A and D define when class canhave education. You can define similarthing also with Time-off for that class. Youcan leave those values "Arbitrary" - in thatcase only Time-off is important.

Numbers B and C define area, where allstudents in class must have education. Sothere must be lesson on every position inthis area for every student. If there is somelessons missing, program will report it aswindow even in cases when it is not reallywindow.

You can leave any of these numbers as"Arbitrary". In case you set all of them"Arbitrary", program will only check windowsin class timetable, but will not care abouttime when students have education. So

Page 41/77


they can have education one day in themorning and another day in afternoon.

See also: 17.2 Education block - allowsome classes to come later or to leaveschool later.

17.5 Avoid single lesson after lunchbreak.

First see: 5.5 How to specify when a classcan have a lunch?

Question: On our school students have 6or 7 periods in a day. In case of 6 lessons,they are on periods 1-6. In case of 7lessons per day, they are on periods 1-5,period 6 is lunch break and then lessons onperiod 7-8. We do not want to have singleperiod after lunch break. How to input thisconstraint?

Answer:This is a bit tricky: You have to define threeconstraints to achieve this:

1) Define lunch break at periods 6-7 inmenu - Specification - Classes - Details.2) Limit max consecutive periods in class to6. Go to menu - Specification - Cardrelationships - Advanced. Choose type:"Max consecutive periods of education",choose 6 in combobox below and "Apply toselected classes". Click OK.3) Ensure at least two periods after lunchbreak. Go to menu - Specification - Cardrelationships - Advanced. Choose type:"Minimal number of periods with educationper day on selected positions (empty day is

ok), choose 2 in combobox below, "Apply toselected classes" and uncheck periods 1-6,so only periods 7-8 are checked. Click OK.

17.6 Both groups have to finish theeducation at the same time!

By default the software can generate atimetable where one half has English onMonday 6th period, while the other halfgoes home after the 5th period. The nextday the groups are switched:

This can greatly increase the chances ofgenerating a timetable.

However if some teacher has to go to lunchwith children then this behaviour is probablynot acceptable for you, because you willneed two teachers for escorting children tolunch each day(one for each group).

In this case you can forbid this behaviour bychecking that 'Groups must finish theeducation at the same time':

17.7 What does the warning 'Theentered timetable is probably notcomplete' mean?

By default the software tries to create atimetable for each class that starts with 1stlesson. It also calculates the averagelessons per day and tries to balance thelessons put per each day.

However if your class has less than 3lessons per day, the software assumes thatthis is a special class and turns off theautomatic teaching block for this class.

So it's lessons do not have to be from 1stperiod, they can be at any time during theday.For example: the lessons of class 5.C onthe picture can be anytime during the day.

You can ignore this warning message or ifyou want to get rid of the warning messageyou can specify that this class shall not useautomatic teaching block calculation:

18 Constraints - Other

18.1 Is it possible to prevent twospecific lessons from being taughtsimultaneously?

You can prevent two lessons from beingtaught simultenously by adding someresource (teacher/class/classroom) that isrequired by both lessons. If for exampleMath and Physics are taught by the sameteacher, or they must be in the sameclassroom then this will happenautomatically.

Page 42/77


18.2 Specify how many lessons shallbe before certain position

You can create special card relationshipthat defines how many lessons shall bebefore certain position.

For example this picture defines acardrelationship for all classes that have1,2,3 or 4 biology lessons. For theseclasses the generator shall always place atleast 2 lessons before 4th period:

So now there are at least 2 lessons ofbiology on good positions.

For classes that have more Biology lessonsper week you can specify another cardrelationships.

Easier method on how to balance thesubject in class can be using the max onquestion marked positions: 16.1 Maximumnumber on question marked for subject

18.3 Groups have to start at thesame time

Please check this picture. It defines thatSpanish and German groups will alwaysstart at the same time:

Be carefull: in most situtation you don'tneed to setup this cardrelationshipbecause you assign the lessons to groupsand only the groups from the same divisioncan be at the same time. So the softwarewill not put Spanish for Group1 togetherwith PhysicalEducation for Boys. See 5.2Divisions

Another wrong usage of thiscardrelationship is to prohibit the generatorto put Group1 at the end of Monday andGroup2 on the end of Tuesday. If you wantthe children to finish at the same time, youbetter use the corresponding check box inClass/Details: See 17.6 Both groups haveto finish the education at the same time!

On the other hand this cardrelationship isgood when Group1 have Cooking lessonthat lasts 3 periods while the Group2 shall

have Sewing lesson and then Handworkslesson during this time and the Group2 shallstart with Sewing lesson.

18.4 The children cannot finish after8th period, there is no bus afterperiod 8 on our school...

Question: the children cannot finish theschool after 8th period. The have to finisheither after 7th or 9th.

Answer:Please go to menu Specification/Cardrelationships/Advanced and set thecardrelationship as on this picture:

Now you have entered constraint that whenthere is a lesson on period 8, there must bealso lesson on period 9 (because theremust be at least two periods on 8-9, or 8-9must be empty). So children can't finish onperiod 8, they have to stay till end of period9.

18.5 I have double and singlelessons but doubles cannot be onMonday

E.g you have e.g 3 single Math lessons andone double Math lessons. You do not wantthat double to be on Monday or onWednesday.

You have to create a advancedcardrelationship just like on this picture:

18.6 Maximum one planning timelesson per day

The planning time lessons can be inputtedas lessons without class. They are shown inteacher's timetable and they areindependent from any class.

Using the advanced cardrelationship youcan specify that teacher can have max 1planning time lesson per day:

Page 43/77


Take care to specify the correct values:- "Maximal number of periods witheducation per day on selected positions"- "Apply to selected teachers"- specify max 1 per day- specify the planning time subject

19 Buildings

19.1 How to input buildings

Note: You do not need to input buildings incase all your education is only in onebulding, or you do not care about transfersbetween buildings during creation oftimetable.

Inputing Buildings is quite easy:

Step 1. Specify that you have morebuildings by inputting them in menuOptions/Advanced:

Step 2. For each room you can specify inwhich building it resides:

You will also have to input constraints aboutbuildings. See also 19.2 Transfers betweenbuildings

19.2 Transfers between buildings

Note: You have to input buildings first. See 19.1 How to input buildings

There are 3 constraint about transfersbetween buildings:

First two are located in Buildings dialog:

Here you can specify:

1) That class students can't transferbetween buildings during the day (this istypical).

2) How long does it take to transfer betweenbuildings. If you input 1 here, it means thatteacher needs 1 free period for transferringbetween buildings. If you input 0, it meansthat buildings are very close and teachercan transfer during the break betweenlessons.

Third constraint is located in teacher'sdetails:

Here you can limit max number of transfersper day for teacher.

20 Seminars

20.1 What are seminars for?

Seminars are special lessons, where youcan exactly specify which students attendthis lesson. Program will then checkcollisions between lesson according toassignment of students to seminars. This isdifferent against ordinary lessons, wherestudents are defined using groups/divisions.

In most cases when inputting lessons it isenough to use groups, like Boys/Girls or1.group/2.group. This way you will avoidneeding to input all students in the programand assigning them to lessons.

However in some more complicated casesyou will need to input lessons as seminars.This is especially true for optional subjects,where students choose, which subjects theywill attend from list of available subjects.This kind of situation can be handled bygroups if students pick just one subject fromthe list, but in case they can pick two or

Page 44/77


more, situation can be so complicated thatyou will need to use seminars.

See also:20.2 How to input seminar lessons20.3 How to assign students to concreteseminars20.4 Working with Seminar lessons in yourtimetable.

20.2 How to input seminar lessons

Inputting of seminar lessons is very easy.You input them exactly the same way asordinary lessons, only if field "Group" youhave to choose "Seminar". Seminar lessonsjoined from multiple classes are inputted thesame way as ordinary joined classes (with"Joint classes" button), only you have tochoose "Seminar" as group for all classes:

Seminar groupsSpecial situation is when you have twoseminar lessons from same subject in one

class. Program understands this as thatthese two lessons are equal. If studentattends this subject, it does not matter towhich from these two lessons will he belong(but he can belong to only one). This isused usually when many students want toattend one subject, so they need to bedivided into groups.

For example the following picture definesthat there are two groups of mathematicsseminar. One can be attended by studentsfrom 5A another from students from5A/5B/5C/5D: Later you will have apossibility for each student to pic one, or thesoftware can assign them for you:

After you have inputted seminar lessons,you have to assign students to seminars.See: 20.3 How to assign students toconcrete seminars

20.3 How to assign students toconcrete seminars

In dialog window Seminars (which you findin menu Specification - Seminars) you canspecify and assign students to seminars.

In check box 1 you choose class. Displayedare just those classes where there arespecified some seminar lessons. Withbutton "New student" you can add students'names. You can see students shown incolumn 2.

Other columns of table represent particularseminar subjects. Their names will bedisplayed in header of Table 3. In row 4there are displayed numbers of students ofparticular seminars and color of teacherwho teaches this seminar. In case there aremore seminar lessons from one subject (socalled seminar groups) then numbers forparticular groups will be displayedseparately.

You can assign students to seminars byclicking to check boxes in table 5. Colorcircle means that student attends thisseminar and empty square that doesn'tattend. In case there are more lessons ofseminar - number of group where studentbelongs will be displayed next to circle. Byclicking you can switch between thesegroups and empty square (student doesn'tattends seminar).

In lower part of window there is a check box"Lock". After checking this box the choise ofseminars for students will be locked so it willnot be possible to change it by clicking intable. The only thing you can change byclicking in table is the seminar group towhich student belongs. If you wish to lockalso the group, you can do it by right mouseclick - scratched circle will be shown 7.Groups for all students attending onesubject you can lock by clicking on columnheader - all circles in this column will bescratched.

See also: 20.4 Working with Seminar lessons in yourtimetable.

20.4 Working with Seminar lessonsin your timetable.

Working with the seminar cards in yourtimetables is very similar to the regularcards but there are few differences:

The first difference is in the way ofdisplaying the cards. Seminar cards areshown as a horizontal stripes within the rowof class.

In most of the cases lesson is displyed asone horizontal stripe but in some cases it is

Page 45/77


shown as more stripes, for example aslesson SPS on the picture is shown as twostripes. These stripes are not accidental,they are distributed in such way so it is clearfrom the first look which seminar lessonscan go together. If the stripes of 2 seminars"fit in" it means that lessons may gotogether on the same position and if they donot fit in then it means that there is at leastone student visiting both seminars and sothese seminars can not be at the sametime. For example, as you may see on thepicture that it is possible to move lessonSPS to previous lesson but not to next one,because lessons INF and SED stand in theway.

Tip: It is very usefull to use CTRL-click whileworking with the seminars. It moves allgroup together.

Another difference when working withseminar lessons is that when you try toplace the seminar lesson manually to someposition where there is already some otherseminar, it can activate 20.5 Function"Rearranging students in seminar groups

See also:20.3 How to assign students to concreteseminars

20.5 Function "Rearranging studentsin seminar groups

This function is activated when you try toplace some seminar card to position wherealready some seminar cards are placed andthe only reason why it is not possible toplace card to this position is that somestudents belonging to this seminar haveeducation at this time. Function will bedisplayed at the bottom of menu showingcollisions when placing the card:

If you do not have seminar groups(the samesubject taught by more teachers) then thesoftware cannot reaarange anything andthis option is grayed.

If you activate this function then programwill let you place card to this position andmeanwhile will rearrange students inseminar groups to avoid collisions. Programrearranges students just between so calledseminar groups - seminars where there ismore lessons of the same seminar subject.Program will never "sign out" student fromsome subject neither sign him as a newstudent. Program also considers lockedchoices of seminar groups for student(scratched circles in Seminars dialogue).

At the same time program tries to keepsame number of students in partuicularseminar groups of same subject. This is avery important criteria because number ofstudents in group influences educationquality and you don't want to have bigdifferences within one class. It is possible to set limits what maximumdifference from optimal number of studentsin group is allowed. This setting is available in Seminar dialog in check box "Advanced".There are two limits - when program warnsyou only about big differences (standard10%) and limit when program will not evenoffer you such a bad solution (standard30%).

20.6 Import students seminar picksfrom MS Excel

Instead of manually inputting it is possible toimport the students and their seminarchoices from program MS Excel. Just selectyour excel data and copy them to theclipboard.

Then you can press button Import in menuSpecification/Seminars:

Notes:First row shall contain the names or shortnames of the seminars. This row is shownin green.

You can click the column header to specifythat the column holds student names orclass names in case the software hasn'tautodetected them correctly.

The software will even add subjects,classes in case they are not yet inputted inthe software.

You may find a sample table also here.

20.7 I cannot see seminar lessons inclass's timetable

This situation happens when there is nostudent from this class assigned forgiven seminar. In such case a card"without class" is created and can be placedonly into teacher's timetable. The solution of this situation is either to signsome student from this class to this seminar

Page 46/77

http://help.asctimetables.com/samples/SeminarImportTemplate.xls


or erase this lesson from teacher's contract.

Note: Similar situation can happen also forseminars where there are joint studentsfrom two classes. In such case it mayhappen that there are students only fromone class signed for this seminar and so thecard is shown only on this class's timetable.If you wish this card to be shown also inother class's timetable then you need tosign some students from this class to thatseminar.

20.8 Max students for certainseminar lesson

It is possible to input max number ofstudents that can be assigned to givenseminar (section). You can input it in"Lesson" dialog in "Lesson capacity" field:

It is also possible to input this for all lessons

of some subject in subject constraints:

Note: Value for subject is used only forlessons where "Lesson capacity" field is leftblank. If you input "Lesson capacity" inlesson, then value from subject is ignoredfor that lesson.

20.9 How can I add students(available in version 2009)

Before adding students, you have to havethe classes (grades) inputted:

Then you can go to section students andclick add students:

You have two options add single student,this option will allow you to input also thesubjects he has picked:

However as we will see later, inputting thestudents picks can be done also for morestudents at once, so it might be better in thefirst step input just the name and grade.This can also be done in the second option:Or add several at once:

As a result you will see your new studentsin the list:

20.10 How can I input students picks(available in version 2009)

Once you have students you can add thesubjects(courses) they have picked. If youhaven�t done this previously you mightneed to close the students and input thesubjects:

Once you have subjects you have twooptions how to input picks. First option wasto directly edit the dialog we used forcreating new student. Double click on anyrow and you will get dialog where you canadd/remove subjects student has signedfor.However faster way may be to do thisdirectly in the students dialog: switch toview �subjects in columns�:

Page 47/77


And simply right click on the cell that thestudent has picked. For example this willadd English into Edison�s courses:

You can use CTRL and select morerows(students) and then right click will addthe subjects to more students.You can see that the subjects students hasselected became red. Why such a dramaticcolor? Because so far you have said thestudent has selected English, but you don�treally have any lesson(sections) defined forthis subject.

20.11 How to create courses forsubjects (available in version 2009)

In the right part of the students dialog, youwill see a list of subjects. If some subject isred, it means there are students signed forit, but you don�t have courses yet. You canpress right mouse button on this subjectand select create courses:

A new dialog will appear that will show youhow many students have signed for thissubject so that you can create anappropriate number of sections for thissubject:

In this dialog you can specify the number ofsections and if you know it already, you canspecify a teacher for each section. Thesoftware will also tell you the averagenumber for students per section.If you don�t know the teachers for thesesections, you can leave it as TBA.

Notice also the subject field. Here you canspecify the number of lessons per week, ifyou specify for example 4, each section willbe 4 times per week. If you have a timetablewhere this section will be on every day(inthe given term), then instead of 5, you haveto input E for everyday. If you input 5 thislesson will be 5 times per week, but couldbe on different period each day. E means 5times at the same period each day. More onthis can be found in the section for defininglesson(course)

Notes:You can change the lessons(courses) setupanytime later in the lessons dialog. You can also specify classes(grades) fromwhich the students can apply for thissubject. This is especially important if reusethe same subject in different grades.Or if you have classes defined as parts ofthe grade, like 11-1/11-2/11-3 and forsubject you might want that only 11-1and11-2 students may be scheduled into thiscourse. 11-3 students will have different setof courses for this subject.After this is done the red color for thissubject changes to normal white. Howeverthere is still some light red in the studentspicks.

Why again red although light this time?Because although the you have sections,it�s not yet clear which student will go intowhich section. This is a task for generation.

20.12 How to generate timetable withstudents (available in version 2009)

Once you have students and their picks andfor each subject you have sections defined,you can try the generation. Just press thered button Generate the timetable:

You have 3 options for the generation:

1.Generate whole timetable this willgenerate both the positions of course,means on which period in which term eachsection will be placed. And also it will assignthe students into the courses. Theadvantage is that this is not two phasesolution, when adding a students intosections, the software might actually movethe sections to different position to satisfymore students choices.

2.Generate whole timetable � without

Page 48/77


students, this will place just the sections intoperiods and weeks, and for the time, it willnot assign the students. So the result is amaster timetable, without students assignedyet. However during the generation it useswhatever info it has. If there are studentswho picked both courses A and B, it will notplace these at the same period and manymore. So the more students choices youhave in, the better the master timetable willcome up.

3.Generate just the students, thisgeneration will only assign students to thesections. It will not move the sections, sothis option is more or less a second step ofthe previous master timetable generation.This option is good when you for examplehave already distributed a master timetableto teachers and you cannot change it.

Note you can use whatever option in anyphase of the generation. Even if you don�thave teachers assigned to some courses,or not all students in, you can generate tosee whats going on in your timetable.We recommend using the 1 and if youcan�t use the 1st option. You will get thebest master timetable and most studentschoices when generating both together. Itmight take longer, but generally thepercentage is higher then when yougenerate first master, then students. Ofcourse, you will may need to use the 3rdoption in later stages, when the studentschoices changed dramatically and youdon�t want to change the master timetable.

20.13 The student�s timetable view(available in version 2009)

You can select student, at the bottom youwill see his pending cards. You can justdrag his subjects from bottom or move hiscurrent assignments in his row. Note thatyou can�t actually change the position ofthe lesson in this view; you only can changethe sections where this student belongs:

For example you can click on Sean�slesson 141, he is now in section 3.

Once you pick the software shows yougreen positions with where this lesson canbe placed. In this view it means there areother sections of 141.

We place it to 3rd period. You see on thecard he was just transferred into section1.The color has also changed because thecolor was by teachers. (You can changethis color coding)

So this view is usufull for some final tuning.If you by accident remove his from thegroups, you will find the cards in the bottomare that shows cards not placed in thetimetable. In this view this actually meansthe students picks that are currentlyunrealized.

20.14 Pending students view(available in version 2009)

This view is basically the same as studentsview, the only difference is that here youcan see only the students that had somepicks left out. These students are show inrows, their picks that were not realized, areshow bellow:

This view is good for final touchups. Youcan see the unrealized choices, try to putthem in or check the gaps. Sometimes

during this work you may find a solution thatwill perhaps break some constraints thealgorithm originally could not or simply findout that don�t have enough sections.

20.15 Student can have max 3 gapsper day

1. First you need to allow discontinoutlayout so that the software can create thegaps. By default the software will not createany gap.

2. Then you just need to addcardrelationship "Max gaps per day":

Note:this function works best in the PRO version,because if the software can move thestudent between parallel sections of thesame subject, its easier to fulfill thiscondition. In standard version the software

Page 49/77


moves only the cards around with studentsfixed to their sections.

21 Testing the timetable

21.1 Test says there is someproblem. What next?

See also this page: 21.2 Why to test thetimetable?

When test fails, it will report the item whichwas not possible to generate and it will offeryou some options that will help you find andresolve the problem:

CHECK and FIX this problem - programwill show you the part of the timetable that ithas generated and give you the card that itcan't generate. You can check why thecomputer was unable to put this card in. The complete guide is here: 21.3 Checkingand Fixing example

Test this item AGAIN - maybe thetimetable for this item is just toocomplicated to generate and this is thereason why the test failed. When you runthe test on the same item again, it maysucceed (this is quite rare case).

Test with RELAXATION - this is a verysimilar option to the first one, only theprogram will try to generate this item withconstraint relaxation turned on and if itsucceeds, it will show you which constraintshave been relaxed. This may be helpful infinding the constraint that is too restrictive.Your task at this moment is the same aswith the first option - complete the timetableof this item (and possibly changeconstraints or data), so that the program willaccept your solution.

SKIP this item and continue testing - skipthis item and continue testing remainingitems. You can return to this item later byinvoking the test again (menu - Timetable -Test).

END test - quit testing of the timetable.

HELP - show this help page.

21.2 Why to test the timetable?

Before you can generate timetable, yourtimetable needs to pass the test (menuTimetable/Test).

This test tries to generate small parts oftimetable to detect basic mistakes ininputting data or constraints. Finding thesemistakes is important, because if it is notpossible to generate timetable for just oneclass or one teacher then it will not bepossible to generate whole timetable.

So test can save you lot of time that you willothervise waste on generating "impossible"timetable:

Ses also:21.1 Test says there is some problem. Whatnext?

21.3 Checking and Fixing example

1. Tests says there is a problem with 5A.We select Fix:

2. Test shows us what he was able toachieve and also gives us the card it wasnot able to put into the timetable. In thiscase it is music lesson:

3. We cannot put the Music lesson on 7thperiod as we have forbid 5.A to have 7thlessons.

4. So we decide to put it on Monday 6thlesson and move the Ge lesson to the 1stlesson

5. Once we moved the Ge lesson to 1stlesson, the software displays verificationthat says it was not a good place becausethere is not a free classroom for the GElesson:

6. We can click right mouse button on thatlesson to quickly check the availableclassrooms:

Page 50/77


7. We will find that this lesson requires to bein the Home classroom only. The problem isthat this is divided lesson and the onlylessons that can run at the same time canalso have to be in the home classroom.

You obviously have to allow some otherclassrooms for these divided lessons. If youlook at the first picture this was also areason why the software hasn't put thedivided lessons together from the start.

This example showed us how the test canhelp to find out a problem.

21.4 Testing multipleclasses/teachers at once

You can test multipleclasses/teachers/classrooms this way: Firstgo to corresponding view(Whole/Teachers/Classrooms). Then selectrows that you wish to test. You can do it byclicking on row headers. Use Ctrl+click toadd row to selection and Shift+click to addsequence of rows at once. Then right-clickon some selected row header and chooseTest.

Note: It is also possible to test multipleitems by right-click on any card, thenchoose Test - More.

22 Timetable Generation

22.1 Starting the generation

Once you use menu 'TimeTable/Generatenew' the following dialog will appear:

If you have not yet tested the timetable, oryou have made bigger changes in theentered data, it is a good idea to do it beforethe generation. Just click the button 'Test

the timetable'.

Otherwise you can simply start thegeneration.

You can also change the generationparameters. They are described in thesearticles:

22.3 Constraints relaxationand 22.2 What does the complexity ofgeneration mean?

22.2 What does the complexity ofgeneration mean?

The complexity of the generation meanshow much time the computer shall spendchecking your timetable.

Normal ComplexityThis option is good for initial generations,where you want to check if your timetable isgood inputted and generate-able.For many schools this option will find agood timetable and they will have no needto use more complex and usually slowergenerations.

Large & HugeThis settings are more complex, thecomputer will spend more time checkingyour timetable. This can mean the

generations will be slower. For somecomplex timetables it might be needed touse these complexities.

Notes:a.) Please check the chapter 22.4 A goodway to generate your timetable.b.) Do not forget to test your timetablebefore generating.c.) It is not a good idea to use large andhuge settings before you are quiteconvinced that there are no mistakes in thebasic data and you inputed realisticconstraints.

22.3 Constraints relaxation

Constraints relaxation allows generator topartially violate some constraints in order tofully generate the timetable.

With constraints relaxation enabled,program tries to fulfil all the constraints, butif it gets in some bigger trouble with somecard, it will put it into timetable even if itmeans that some constraints will be broken.Of course, it tries to create timetable thatmost closely matches your constraints.

Constraints relaxation can help you in two

Page 51/77


ways:

1. It can help you with identifying whatcan be the problem with your timetableand which constraints are probably toohard. If you generate your timetable withrelaxation turned on, there is a higherchance that timetable will be generated.Then you can check which constraints wererelaxed and think if they are realistic. Or youmight consider changing settings of someconstraints to some easier values.

2. It can help you to find the finaltimetable with only some constraintsrelaxed.

If you turn the constraints relaxation tostrict, then no constraints can be relaxedand only those timetables that are fullycomplient with your requirements areaccepted. The software will generate until itfinds such, or may leave some unset cardsin case such a timetable doesn't exist.

See also:22.4 A good way to generate your timetable22.2 What does the complexity ofgeneration mean?

22.4 A good way to generate yourtimetable

These are some points which are good tofollow when generating the timetable:

1. Test the timetable before the firstgeneration.

2. Test the timetable after you make a big

changes in the input data.

3. Try to generate Draft timetable, beforeinputting all constraints.Draft timetable will contain only the basicdata(lesson). The draft timetable is good tocheck if the timetable is basically what youexpect, if the groups are matching etc.

4. It is good idea to allow relaxation ofthe constraints during the firstgenerations. This can give you a clue whatcan be problem in your timetable. Forexample: if the software always relaxes themaximum number of consecutive lessonsfor some teacher it is probably needed thatthis teacher teacher more consecutivelessons.

5. Add constratins one by one. If youwere able to generate draft timetable youare on a good way. Now you can addconstraints one by one, from the mostimportant to the christmas wishes of yourteachers. So add a constraints, generate, ifsuccesfull add another. If you are not ableto generate a schedule after adding someconstraint it is likely that this constraint isunrealistic because without it the timetableexisted.

6. If needed you can raise the complexityof generation. It might be neccessary evenfor the draft. Do this only if you areconfident that the software understandswhat you want. The best way to check thisunderstanding is if it was possible togenerate some draft or previous timetable.

7. Repeat steps 4,5,6 until you find atimetable you are fully happy with. Thegood thing about this aproach is that youusually have some timetable that can beused if the generation with added constrainsproduces no result.

8. At some point you might try to turn offthe relaxation of constraints and acceptonly the timetables with no relaxations.Or you can continue with relaxations if youaccept the timetable with a few relaxedconstraints.

Notes:

a) Sometimes it might be necessary togenerate many hours, But please do thisonly if you are in later stages of generation.E.g you have already generated someschedules and you adding new constraints.

b) Do not input all the constraints you mightthink of and then generate for 10 hours. It isbetter to follow the above aproach(draft andthen adding constraints)

c.) we can assist you if you have problemswith generations. Just contact us by usingthe red question mark. Do not forget todescribe your problems.

22.5 What does the dialog displayedwhile the generation is in progressmean?

This dialog is displayed during the wholegeneration and shows you the progress ofyour generation:

1. progress bar shows the total numberof cards in the timetable. It also showshow many cards the software was unable toput into the timetable. If the generationalgorithm was not able to put some cardsinto the timetable the color of this barchanges and the total number of unplacedcards is shown. For example 3/768. Thegeneration continues, however you mightconsider to stop it, try again and/or relaxsome constraints.

2. this progress bar shows how manytimetables per second the computer cancheck. This number is just informative, noreal value.

3. this bar shows how many constraintswere relaxed, if you have allowed the

Page 52/77


constraints relaxation. If this number getshigher than you expect you can stop thegeneration and immediatelly run theverification(press SPACE). That will showwhich constraints were relaxed. It can giveyou a clue what the software had problemswith and you can react. More on relaxingconstraints can be found it this chapter 22.3Constraints relaxation.

4. The total progress. Your aim is to getthis to the most right. However as you cansee, if the generator cannot continue in thechosen direction, it can even go back, throwa few cards out of the schedule and trysome other way. This is very similiar to howhumans would do it manually. Note: thecomplexity of generation more or lessmeans how stubborn the generator is, howmuch effort it will put into investigating eachpossibility before trying another way. Moreon complexity in this chapter 22.2 Whatdoes the complexity of generation mean?.

5. This bar shows some local progress ininvestigation inside the current path. Ifthe progress goes to the most right, itconcludes the current direction is wrong andgoes back to check something different.

6. The graph shows you the history ofthe total progress (point 4). Also pleasenotice the small green vertical bar at the leftarea of the graph. This green bar shows themaximum achieved progress. What can youlearn from this graph? If the green verticalbar is near the top, it means that at sometime during the generation, only a few cards

were left. This is a good sign that thegeneration will be succesfull. On the otherhand if the bar is at 10% and the graphshows a flat line, the generator is trying tosolve some group of cards at the verybeginning. It might be a good idea to checkwhat is that group and try to generate onlythis group. However sometimes it might benecessary to wait and give the algorithmsome time to find the solution.

7. the current card that the computer istrying to place into the timetable. Notethat there is lifebar at the top of the card. Ifthis lifebar gets red, it means there weremany unsuccesfull attempts to generate thiscard and if there are a few more, this cardwill be left out of the generation.

Hints:

a.) Please check the chapter 22.4 A goodway to generate your timetable.

b.) You can generate more timetables onone PC, you just have to run multipleinstances of the software at one time. Oryou can generate a timetable and checksome other variants in the second instanceof aSc TimeTables.

22.6 Generation has finished and theprogram tells me it had to relaxsome constraints.

In case you have allowed constraintsrelaxation before the generation it ispossible that you will see this dialog at theend of the generation:

What does it mean?It simply means that computer was able toput all lessons into the timetable but it hadto relax some of your constraints.

If you click the "Show me..." button thesoftware will show you list of the constraintsthat it had to relax.

You can check if the constraints that wererelaxed are realistic.

Also please check these articles:

22.3 Constraints relaxation22.2 What does the complexity ofgeneration mean?22.4 A good way to generate your timetable

22.7 Can I force the generator toplace certain lesson on certainposition?

You can place the lesson into the timetablebefore the generation and then lock them.The generator will not move the lockedcards. Locked cards are marked with smallstripe in the lower right corner:

If you click right mouse button you canspecify also the clasroom for this lesson:

IMPORTANT: try to avoid locking lessonsunless really necessary. It is better tospecify the timeoffs for teacher, classes,subjects etc. If you lock many cards you canmake the timetable impossible to generate.Sometimes one card locked on unluckyposition can spoil the whole timetable.

Page 53/77


22.8 Multiprocessor generation(dual-core...)

Some of modern PC computers containspecial kind of processor calledDUAL-CORE processor (or multi-core).Processor is central part of computer thatdoes most of the computation. In case ofdual-core processor computer, thisprocessor "contains" two separateprocessors inside, so it is theoreticallycapable to do twice as much work inparallel.

Generator in aSc Timetables is capable toutilize this additional computing power. Allyou have to do is leave checkbox "Enablemultiprocessor generator" 1 checked.

This checkbox is visible only on dual-core(multicore, or multi-cpu) computers and ischecked by default.

From our measurements, multiprocessorgenerator on dual-core computer runs cca50% faster than single processor version.

When to disable multiprocessorgeneration

In some cases it is not practical to usemultiprocessor generator:

- if you are doing some computationintensive work on your computer whilegenerating timetable- if you are generating two timetables in twoseparate windows

In these cases it is recommended that youwill turn off multiprocessor generator.

22.9 Testing was sucessfull, but thegeneration fails

1. Try to generate on higher complexity

2. Try to generate with relaxedconstraints to see what kind of constraintshad to be relaxed, and then relax them.

3. You can also try to test bigger parts ofthe timetable. The Test tests just one itemat time, however sometimes problems arenot linked just to single class/teacher, butoccur when trying to generate two or moreclasses/teachers, whole grades, or evenhalf of all classes, etc... Please see this page:

21.4 Testing multiple classes/teachers atonce

See also:22.4 A good way to generate your timetable

23 Verification

23.1 Verification of timetable

The aScTimeTables program allows you toverify the created timetable. You can runverification from menuTimetable/Verification (or by pressing spacebar). It shows you the broken or releaxedconstraints in your current timetable.

The timetable is grayed. In the lower partyou can see a list of errors. Each line showsone error. When you click on any line theaffected cards are colorized in the timetableso that you can immediately locate theproblem.

On the left from these errors you may findsome more infor about the current error aswell as buttons Settings or Help.

By clicking on Settings you can see detaileddescription of particular error and you maycorrect it right away.

23.2 Statistics

You can get more information about thetimetable by choosing menu itemTimeTable/Statistics:

23.3 Class XY contains a window

The software calculates when the classMUST have lessons and when it CAN havelessons.

By default every student must have alessons in the MUST section. So thesoftware alerts if there is a group ofstudents that doesn't have lesson in theMUST section. E.g. Monday 4th on thepicture:

A window can be created also in the CANsection. If the CAN section is 5-7 and the

Page 54/77


class has lesson on 7th but not on 6th then6th is window in the students timetable.

You can change the MUST and CAN havesection by changing the education blockmanually and allowing students to comelater or leave earlier. See: 17.2 Educationblock - allow some classes to come later orto leave school later.

23.4 Divided cards are placed on toomany positions in class XY

This problem is closery related to problem 23.3 Class XY contains a window

Program automatically counts for everydivision how many positions can be fullyoccupied with its lessons.

There are some positions in the timetablewhere all students must have lesson, e.g.because of checking of windows in class'stimetable, or because all students must starteducation at period 1. If you place cardsfrom division on more such positions thancan be fully occupied, program reports thiserror.

24 Printing

24.1 Printing area

Using menu PrintPreview tool bar you canspecify what you want to print.

Summary timetables: each class has oneline. You can print this also per days - onepage for each day

Each class separately - one page for eachclass. You can print all classes or selection.See also: 24.2 Printing more timetables on1 paper

Wall posters � You can specify how manyA4 pages as width and height shall beprinted so that you can later glue themtogether and get a big printout that yourprinter would not be able to print on regularprinter.

You can use button Clear to clear theselection and then select only those itemsyou want to print.

See also:24.6 How can I print days in columns andperiods in rows?

24.2 Printing more timetables on 1paper

For individual timetables you can choosesmaller printouts and thus more timetableson one paper.

In Printing area you click on Size button:

Here you can choose the size of timetableto be normal, or 4 timetables on one sheetor other size.

Option A)If you mark the option 4->1, the program willprint 4 timetables of individual classes orteachers or classrooms on one A4 sheet.

Option B)You can also specify the exact width andheihgt in milimeters. The software will thentry to put as many timetables as possible onone paper. The small timetables will havethe size you have specified:

24.3 How can I print in color?

For version 2009, please see this artivle:25.9 How to define colors in printouts(available in version 2009)

Go to menu File/Print preview and selectbutton StylePlease check this picture:

Page 55/77


24.4 Is there a way to print out justone teacher's timetable?

Go to menu File/Printing area:

24.5 We need Day 1, Day 2... ratherthen Monday - Friday

You can change this in menu PrintPreview/Style button:

See also:11.6 Can I rename the days?

24.6 How can I print days in columnsand periods in rows?

By default the software prints individualschedules for teachers, classes orclassrooms using days as rows and periodsas columns.

You can switch this as shown on thispicture:

Summary timetables cannot be directlyswitched, however you can print summarytimetables for each day and these areswitched like individual timetables. Checkthe "Per days" in the Printarea dialog.

Days and lessons are in columns:

Note: you can drag the columns and rows tochange the width or heigth of columns orrows.

24.7 How can I print Lecturer orProfessor instead of Teacher?

Simply click right mouse button on the textand type the desired text:

24.8 How to print big posters?

If you do not have larger printer you can usea feature called posters. This will print youseveral A4/Letter pages that can be gluedtogether to create a bigger poster.

Go to menu File/Print preview and then clickon the 'Printing area' button:

You can also specify how many papersshall the poster have. The default is 3x2pages.

24.9 How can I change color ofCLASS?


Page 56/77


24.10 =Print teachers' contracts

In menu File/Print area click Print contracts:

A good idea might be to click button Clearbefore, so that only the contracts areprinted.

Note: even better idea might be to Exportthe contracts to MS Excel.29.3 Can I export the lessons, teachers,subjects to MS Excel?

24.11 How to remove all customtexts? Some texts in the printoutsare wrong, what can I do?

The software allows you to change the textsin the printed timetable. This helps in somespecial cases when you want different textsprinted in the timetable then the originalone. For example Grade5 instead of5A/5B/5C.

However sometimes you want to removethese custom texts. For example when youused the last years data to create a

schedule for the new school year, then thecustom texts can get out of date.

In this case you can remove all the customtexts by clicking right mouse button in theprint preview mode:

See also:25.1 Customizing printouts

24.12 How can I print timetable forindividual students

If you are using seminars you can print thetimetable for each student. Please checkthis picture:

Note: if you are not using seminars then youmight not have the individual students in thesoftware. Only groups. In this case you canonly print timetable for whole classes.

24.13 Timetable of subjects

Go to menu "Files/Printing area". In theright bottom cornercheck "Print timetables of subject".

Program will print timetables for eachsubject where you can see list of classeswhere the subject is taught.

If you wish to display also the shorternames of teachers you may edit thisprintout in Print preview using the rightmouse button.

See also:25.1 Customizing printouts

24.14 Print only some days or onlysome classes

The article helps- if you want to print timetable for Mondayonly - if you have 10 days schedule and youwant to print first week only- if you want to print only some classes- if you want to print only morning orafternoon shifts

First define your view in menu View/Define:

Select New to create a new view and definewhich days and which classes you want tosee in your view:

Then go to print preview and select the viewyou want to print. Only thedays/classes/periods you have in your viewwill be printed:

Page 57/77


24.15 How to print lessongrid?

Go to Print Preview.

Press button Printing Area.

Then check the Print lesson grid checkbox:

24.16 How to print 2 timetables perone A4 page

In menu - File - Printing area click on buttonSize and fill following data:

Note: In case you invoked printing areadialog from print preview, you will have torestart print preview to get correct output onscreen.

24.17 How can I select what printoutwill be printed? (available in version2009)

On the main toolbar select print preview:

A print preview appears and you can selectwhat shall be printed in the combo box:

Once you select the report you can see all

pages via button Next Page, Previous Pageor can press button print to print it. You can also use the remaining icons tomodify this selected report.

24.18 I want to have periods runningfrom top to bottom, not from left toright

There is one central setting that can swapthe layout of timetables for ALL printouts.Go to global settings and choose thatlessons shall go to top from bottom:

All the printouts will be changedaccordingly. You can define what shall beprinted in rows and colums more preciselyin the topic Modify the structure of theprintout

24.19 I want to change the headerabove printed timetable

You can go to Print Preview, then click iconGeneral Settints.

The dialog is shown where you can writeyour own header:

Then the result will look like:

24.20 How can I change row heightor column width?

In summary timetables you can simply dragthe line between rows columns to makethem wider or thinner:

Page 58/77


Note: some reports are fit to page width, forthese reports you cannot change the widthof colums as they are calculatedautomatically. TimeTables for individualclasses/teachers are fit to both width andheight.

If you really want to change them, you haveto uncheck "fit to width" first:

See also:25.12 Printing multiple timetables at onepage (available in version 2009)

25 Customizing printouts

25.1 Customizing printouts

aSc Timetables allows you to fullycustomize your printouts.

There are two main things you cancustomize:- Customizing the timetable- Using Printout desings

1. Customizing the timetable is done inprintpreview. Just press right mouse buttonon any part of the timetable you want tochange:

Every part has it's own customization dialogthat specifies how that part is rendered inthe printouts.

You can also use left mouse button toresize parts of timetable.

2. Using Printout designs allows to you tochange the surrounding of your timetable. Itis described in this chapter:26.1 Print-out designs

25.2 I want to print also teachers'names in timetable printout/ needbigger font size

You can customize what is printed on eachcard:1. Go to printpreview. 2. Use the right mouse button on thedesired card:3. Check what shall be printed:

The same aproach can be used to specifytexts also in individual timetables.

You can also specify the font sizes andpositions for each element that you wantto print.

Remember that you are customizing onlyone type of the card. This allows you to usedifferent layout/fontsizes for double lessonsand different for single lessons. On theother hand if you want the same change ondouble and single lesson you have to do ittwo times.

25.3 Printing pictures of subjects

For each subject you can specify a picture.This feature is very good for youngerchildren so that they can understand thetimetable without reading. Also if you put innice pictures, the printout looks nicer:

This is how you specify the picture:

Page 59/77


Also for each class you can specify if youwant to print subject pictures or not, so forsmaller children you can print pictures andfor older just the texts:

Note: - aSc TimeTables comes with a collection ofpictures located in 'Subject pictures'directory, but you are free to find yourpictures in your collections or on theinternet.

- the selected pictures are copied to thetimetables/Subject pictrues folder. So if youwant to print the timetable on some otherPC you have to copy this folder beforeprinting.

25.4 Can I load a custom printoutsettings from another timetable?


Note that this only applies to timetableprintout settings. Not the printout designs.

25.5 How can I set the width of thelines?

First go to print preview.

Then right click on the header of thetimetable. A dialog appears where you caninput line widhts:

You can input two widths. One for mainlines between days and one width for lessimportant lines usually dividing the periodsduring each day.

25.6 How to print DPA, Entry, Lunch,Recess?

Some schools want the printout to look likethis:

If you are one of these schools, please takethe following steps:

1. Block the periods:For each class specify in the timeoff thatthere is no education at these periods:

2. Once you do this, the software will realize

that you want to skip these periods and willnot number them in the printouts:

You might have to switch the printouts todisplay days in columns in case you haven'tdone so already:24.6 How can I print days in columns andperiods in rows?

3. Create a printout design for your school:

4. Click right mouse button and choose EditDesign. Then add the text field to the emptyfields using right mouse button again:

Page 60/77


The new field is added to the topleft corner,move it to the desired position.

5. Double click on it to type the desired text:

You might position the texts, change fontsizes maybe add some object with pictures.

See also:26.1 Print-out designs24.6 How can I print days in columns and

periods in rows?

25.7 I want to print summarytimetable of teachers with teachers'colors

By default the summary timetable ofteachers is printed using colors of classes.

However you can go to Print preview andright click on the timetable header:

You can select which color you want to use.

25.8 Printing bell times

By default the software prints bell timesaccording to times you have specified in thebells section. See:10.2 How can I specify the bell times?

However you can write your own text orformat in case you want a different look.

Just press right mouse button on the belltimes:

Notes: - the change is valid for one class only. Thisway you can have different texts for eachclass, on the other hand you have tochange it for all classes.

- if you change this text, the changes in thebells section are no longer applied. Youhave to press button 'Set Default values' inorder to clear all custom bell texts.

25.9 How to define colors inprintouts (available in version 2009)

Click on the icon Colors. A dialog appears where you can turn colors on or off:

You can also specify what shall be printedas background color. If you specify forexample Teacher, the background color ofeach card will be defined by the lesson�steacher. This applies only to the selectedprintout. This feature is usefull for exampleif you want to print the teachers timetableand color it by buildings so that you can seewhen they need to switch building.You can select two colors, one main andone for a small stripe in the bottom of eachcard.

25.10 I want to have periods runningfrom top to bottom, not from left toright (available in version 2009)

There is one central setting that can swapthe layout of timetables for ALL printouts.Go to global settings and choose thatlessons shall go to top from bottom:

All the printouts will be changedaccordingly. You can define what shall beprinted in rows and colums more preciselyin the topic Modify the structure of theprintout.

Page 61/77


25.11 How can I define Extracolumns? (available in version 2009)

For each printout you can define severaladditional columns or rows. For example,you want to add column with teacher�scontract and actual total number of hislessons. Go to Extra columns, add twocolumns both with custom fields. If youselect a custom filed in the combo box anadditional button appears where you canspecify the actual custom field that shall beprinted:

The result is 2 extra columns with teacherscontract and his actual number of lessons:

25.12 Printing multiple timetables atone page (available in version 2009)

Select icon Sizes. Here you can specifyhow many timetables shall be packed ontoone sheet of paper. This can be good tosave paper when printing timetables forstudents or classes. Select timetables perwidth and per height or just quickly select4->1:

25.13 How can I define the widths oflines (available in version 2009)

If the lines are too thin at your printer, go todialog sizes and you can specify the widthsfor inner and main outer lines:

25.14 How to print only certainclasses or teachers? (available inversion 2009)

You can use button Filter. Here you canspecify for each type of the objects allowedvalues that you want to see in the printouts.For example, here we will print a summarytimetable only for 3 teachers and only forMonday, periods 2-4:

This filter is global for all printouts, so it willaffect all the printouts. For example if youselect 3 teachers, then in the summarytimetable of teachers it will print only 3 rows.In timetable for each teacher it will print 3pages. However, printout for each class willnot be affected one page for each class willbe printed.You can clear the filter using button �Clearfilter � print ALL items� in the filter dialog.

Note: The filter is not saved, its reset afteryou load the timetable.

25.15 Modify the heights of rows orwidths of columns (available inversion 2009)

In each printout, you can drag the linesbetween the timetable, header and footer:

In some reports, you can also drag theFIRST line that divides the first row orcolumn. Why only in some reports?Because a report be set to fit to page widthor page height.

Page 62/77


For example, summary timetable ofteachers is fit to width, but not fit to heightso you can set the height of the rows. IFthere are more rows, the printout willcontinue onto the next page:

You can change if the printout must fit widthof height in the Modify current icon. Thisapplies only to the current report and youcan specify this separately for width orheight. If the page is not fit to height, thenyou can change the heights of rows:

25.16 Modifying the structure of theprintouts (available in version 2009)

By default, the software provides the mostcommon report types. For example, Printoutfor each class, or summary timetable forclasses. You can change the look of thesereports. However, there might be situationswhere you need bigger changes. Typical

example might be to modify the report foreach class or students, so that it doesn�tshow days/periods but rather terms/periods.This is very useful for schools that have thesame schedule each day during thesemester.In order to create this report, all you need isclick Modify Current and change what shallbe displayed at the left side:

If you want the same report but periods atthe left side and terms at the top, simplyswap the contents of the rows and columndefinition comboboxes.

If you for example have different timetableeach day and each semester, you can printa separate paper for each student and eachterm. Simply specify at the top part whatshall be on each page. By default there isone page per student, you can add term inthere:

Now, whenever you will select in the maincombobox that you want to print timetablefor each student, this new modified layoutwill be used.Note that you are always changing thecurrent layout. You can press button SetDefault layout to get the default values. Thiswill reset all your changes.Before modifying the layouts, make sureyou are editing the correct or nearest report.Theoretically, you can modify the summarytimetable of teachers so that it prints onepage for each teacher. But you alreadyhave such a report in defaults and you willhave to no summary then. In this case, it isbetter to modify the original for each teacherreport.

25.17 How to print report for MondayAND Tuesday only? (available inversion 2009)

You have to go to the days definition dialogand create new entry Monday OR Tuesday:

Once this is done, you can simply selectthis entry in the filter and only these twodays are printed.

This might look a bit complicated, but onceyou define this special day, you can quicklyreuse it further printouts, you can evencombined it with some new days and thesame system works for weeks and terms if

Page 63/77


that applies to your school.

25.18 How to print reports forDayA/DayB? (available in version2009)

If your school has DayA/DayB timetable,you can define these special days in theDay definition dialog, see above. Then all you have to do is to make sure inthe filter you have selected entry DayA orDayB:

The program will then print your lessonsaccordingly, for example this is report thatprints terms and days at the top, andperiods at the left:

25.19 How can I print summarytimetables forteachers/classes/clasrroms?

Go to print preview and in the markedcombobox, select your report.

Notes:1. You can modify what shall be printed ineach card25.20 I want to print alsoclassroom/teacher/subject for each lesson

2. You can change the height of rows bydragging the lines25.15 Modify the heights of rows or widthsof columns (available in version 2009)

3. You can change colors of the cards25.9 How to define colors in printouts(available in version 2009)

25.20 I want to print alsoclassroom/teacher/subject for eachlesson

In print preview, you can right click on anycard and you can modify what shall beprinted on this card:

You can check if you want to print subject,class, teacher, classroom and for eachobject you can also specify position of eachelement.

For example on the above picture thesubject is printed in the middle, teacher inthe bottom right corner. Classroom isprinted in the bottom left, however if thelesson is in homeclassroom for that class, itis not printed.

See also:25.2 I want to print also teachers' names in

timetable printout/ need bigger font sizeYou can also change the texts for eachlesson

25.21 How to print room supervisionin teacher's and classroom'stimetable?

You can print the room supervision in thetimetables for each teacher or classroom.

In menu PrintPreview/Global Settings, youcan check if you want to print the roomsupervisions in individual and/or insummary timetables.

Note:- you can even customize the fontsize/position. Just right click on any roomsupervision in print preview:

Page 64/77


- if you check "print room supervision incolor" then the background is filled withteacher's color in the timetables for roomsand room color in the timetables forteachers.

25.22 Is it possible to printconsecutive single lessons as onelesson?

Yes, there is a global setting in menuOptions/Customize the software:

When check the software will print allconsecutive single lesson as one longerlesson.

Notes:- this applies to printouts only. The timetable

displayed in the software will show twosingle lessons.- the lessons have to be the same. Samesubject, same classroom etc.

26 Printout designs

26.1 Print-out designs

aSc Timetables allows to completelycustomize your printouts.

aSc TimeTables comes with a collection ofpredefined designs. You can choose anduse one of them. You can also modify anydesign and create your own, customized foryour school with your school's logo,address headers and all the information youmight need on the printouts because youreducation ministery requires it.

Here are the possible tasks:26.2 How to apply a print design26.8 How can I change/remove the design?26.7 How can I modify the print-out design?26.6 Design object properties25.3 Printing pictures of subjects

26.2 How to apply a print design

Go to PrintPreview and display the class,teacher or classroom to which you want tochange a design.

Then press button Design. Select yourdesign and press button Apply. Programwill ask if you want to apply this design toselected class or to all classes. Then yourtimetable is shown with this new design:

Page 65/77


26.7 How can I modify the print-out design?

26.3 Print legends below timetables

Below each timetable you can print legendthat shows list of subjects, teachers orclassrooms so that your students willunderstand the abbreviation in thetimetable.

First you have to create your own design:

Then apply it to the selected classes orteachers and press right mouse button toEdit the design:

Once you have your own design you canadd legends to it. Again right click in theprint preview:

A dialog appears where you can customizethe look of the legend:

After clicking OK you can move the legendto the desired position, resize it. You canalso add other legends(teachers, subjects)or change the look of the legend by rightclicking on it.

26.4 How to add class name,classteacher, homeclassroom to myprint design

1. Add new design object to your designusing right mouse click and selecting menu"Add object".

2. Add custom fields with this information tothe design:

3. Type your text before

"{Class:Class teacher}"

For example:

"Main teacher: {Class:Class teacher}"

For each class the part in brackets will bereplaced by it's classteacher's name.

See also:26.7 How can I modify the print-out design?

26.5 I want to print different texts foreach teacher. Do I have to createdesign for each teacher?

No. You just need to create one templateand use custom fields.

You can define your custom fields and thenfill them for each teacher. In the design youwill print a custom fields, so for eachteacher his/her own texts will be printed.

See also:3.4 Custom fields26.6 Design object properties

26.6 Design object properties

Each object in the design can have text,borders, backround and pictures:

Please note that the text allows you todefine replacable parts. So instead of

Page 66/77


creating design for each class withhardcoded class's name, you can createone design with text the includes{Class:Name}. This part will be replacedwith actual class's name during the printout.

You do not have to care about the format,rather use two buttons below the text field.These shows your custom fields. Doubleclick in the custom fields dialog and thecorresponding field will be stored to yourtext.

You can combine normal text with customfields in one text object.

You can also specify the text alignment byclickin on one of the 9 positions in thecontrol below the text field.

Note: the browsed picture file will be copiedto the designs directory, so that everythingyou need is located in one design folder.

See also:3.4 Custom fields

26.7 How can I modify the print-outdesign?

Just press right mouse button in Printpreview and select Edit design:

You will immediatelly see the current design

in Edit mode. Each object in the design isdisplayed in blue rectangle:

You can:

1. Click to select an object and drag it toanother location

2. Use the red track points to resize theobject

3. Double click on any object to Editproperties of this object. See: 26.6 Designobject properties

4. Press right mouse button and select Addobject to add a new object to your design.The new field is added to the top left cornerand you can immediatelly edit the propertiesof this new object.

5. Press right mouse button and select Remove object to remove the object.

6. Press right mouse button and select Send to background. This will display allother objects above this one.

If you press right button over the timetableitself, you have another option TimeTableproperties that allows you to change thelook of the timetable as described in: 25.1

Customizing printouts

Once you are happy with your changes youcan press right mouse button and either Save changes or Cancel changes

Notes: - each design is represented by it's name.So for example if you change design named'Our super cool design', then allclasses/teachers(also in other timetables)that are using 'Our super cool design' will bedisplayed with the changes you've made.So if you only want to change the design forone class only, then create a copy 'Supercool desing for 5.A' and change this copy.

- the actual desings are not saved into yourtimetable file. So if you want to use designon another PC you first have to copy thefolder c:\timetables\designs\our cool designto the other computer before printing.

See also:3.4 Custom fields

26.8 How can I change/remove thedesign?

If you do not like the selected design, youcan simply press right mouse inprintpreview mode and select Removedesign. From now on the selected page willbe printed without any special design:

See also:26.9 I get error message: design file ismissing on this computer

26.9 I get error message: design fileis missing on this computer

If you create a new design on one PC thisdesign is not available on another PC.

You can either copy the whole folderc:\timetables\designs\designname from onePC to another.

Or you can remove the design from yourtimetable, so that all timetables are printedin standard layout. Just clickPrintPreview/Designs and Remove from all:

Page 67/77


27 =Network generation

27.1 The client still says "Lookingfor master"

If your client computer cannot connect tothe master timetable generator, check thesepoints:

1. Run the master generation. The clientscan only connect to running generator.

2. Wait a few seconds.

3. Check if your network connection isworking. Eg do you see any disks on themaster computer? Do you have enoughuser rights to connetc to the mastercomputer?

4. If you are using Firewall software checkthis 32.7 =Configuring firewall

27.2 How to start it?

It is quite simple. Before the generation tickthe checkbox Allow network clients to help with thistimetable:

And on the other PC run through

windows menu:Start/Programs/aScTimeTables/Tools/Network client:

Network client looks like this:

You can run several clients and then run themain generation.

You can start/stop clients anytime duringthe generation.(but if you started thegeneration without the above mentionedcheckbox the clients will not connect.

The main computer shows how manyclients are helping with the currentgeneration and also the speed of clients.

Please check also:27.3 Is network generation right for me?

27.3 Is network generation right forme?

If your school timetable is complex and thegeneration lasts more than half an hour itmight be a good idea to use morecomputers to generate your timetable.

You can get results faster.

Note: if you have DUAL core computer,please check this article: 22.8Multiprocessor generation (dual-core...)

It is not a good idea to let morecomputers generate a timetable that hasmistakes in the input or totallyunrealistic constraints but if you are quitehappy with your timetable (for example itwas generated before and you have justadded some new constraints) then morecomputers can help you reduce the timeneeded to finish the generation.

Try to use computers with approximatelythe same speed, much slower computerwill do more noise than help and can evenreduce total speed of generation.

For most users normal generation onsingle PC will probably be just fine. If thegeneration takes more than 30 minutes youcan think about adding a new PC, butadding more than 2-3 PCs is probably notworth the noise and electricity consumed.For example adding second computer willincrease the total speed by 70% comparedto single computer, but by adding 5thcomputer you will increase speed only by

15% compared to speed of 4 computers.

See also:27.2 How to start it?

28 Room supervision (breaktime supervision)

28.1 What is room supervision andhow to input it?

On some schools, children need to besupervised by some teacher during breaktimes in some areas of the school (e.g.halls, or yard). aSc Timetables offers you aset of functions to handle this situation.

Page 68/77


How to input room supervision?

First, you have to input areas (rooms)where supervision has to be done. Youinput these areas as ordinary classrooms,but you have to select checkbox 1 inClassroom dialog:

It is also recommended, that you will inputnearby classrooms 2 of this area. Thisinformation is helpful during assigning ofteachers for supervision - it is better tochoose teacher which was teaching lessonin some nearby classroom before or after

supervision time.

Next step is to define supervision times.You can do this in special "Roomsupervision" view (menu View/Choose/Room supervision). In thisview you will see only classrooms whereyou have checked "Room supervision" inclassroom dialog:

Note: Room supervision view is visible onlywhen you have defined some classroomsthat need room supervision.

You can add supervision time by clicking ondesired position. You can add supervisionduring break time between lessons 1 orduring ordinary lesson time 2.

Note: It is possible to define supervision forall rooms at once with right click in area 5.

Initially, there will be no teacher assignedfor supervision, so it will be shown as greysquare with question mark in it 3. After youwill assign teacher to supervision time, it willbe shown as square with teachers color 4.

Next step is to assign teachers tosupervision times: 28.2 Choosing teachersfor room supervision.

28.2 Choosing teachers for roomsupervision.

You can choose teacher for roomsupervision by clicking on supervision timein "Room supervision" view (menuView/Choose/Room supervision):

Popup menu will show all teachers availablefor supervision during this time. Teachersare sorted, so that best teachers to dosupervision on this time are shown first.Colored squares 1 give you informationabout teacher's lessons before and afterthis supervision time. Green color meansthat teacher is teaching in nearbyclassroom, blue square that he is teachingin some other classroom. Left square is forlesson before and right square for lessonafter. Red square 2 means that teacher isdoing supervision in some other room atthis time. Numbers after teacher's nameshow how much supervision has thisteacher already assigned (minutes/count).

When you move mouse over teachers in

this popup menu, you will see teacher'stimetable in preview rows area 3. Thistimetable shows in which classroom isteacher teaching. It also shows when isteacher doing supervision in this room 4, insome other room 5, and position where youare currently assigning supervision 6.

See also:28.3 Generate room supervision

28.3 Generate room supervision

Program contains a simple generator forroom supervisions. You can start generatorby right-clicking anywhere in Roomsupervision view. Just choose "Generate"from popup menu:

Generator tries to optimize timetableaccording to the criteria. Just before thegeneration you can check the weight ofeach criterion:

Page 69/77


Red part means that you do not want thesituation happen, green on the other handmeans that such a situation is preferable.

A good idea is to check the generatedduties in the teacher's view. If you findsomething you do not like, just change thecriteria accordingly and generate newsupervisions.

See also:28.5 Can I define max/min supervisions forsome teachers?

28.4 Is it possible to have twoteachers supervising one room?

Yes. You can define the number of teachersneeded for one duty:

Please note that you can specify thisdifferent for each duty. For example theroom reguires two teachers in the morningbreaks but in the afternoon only one isneeded.

28.5 Can I define max/minsupervisions for some teachers?

It is also possible to define limits forsupervision for certain teachers in menuSpecification/Teachers/Details/Roomsupervision:

You can limit count or total minutes ofsupervision (or both). If you do not want to limit teacher, just leavethese fields blank.

In menu TimeTable/Statistics, you cancheck the actual values along with min-max:

29 Exporting/Publishing

29.1 Export to HTML for publishingthe timetables on the internet

It is possible to export your timetable toHTML. The software creates a severalHTML pages that you can put on yourwebserver and/or integrate it into yourexisting school webpage.

The export uses a flash technology anddoing this the published timetables lookexactly the same as they look at the paperprintouts.

You can check some sample results here:http://www.asctt.com/ttexport/

Teachers/Students can also print theirtimetables from the web in good quality.Just locate the timetable you want and thenpress right mouse button on the schedule:

See also:29.2 Opening HTML Flash export from localcomputer

29.2 Opening HTML Flash exportfrom local computer

New versions of IE for Windows XP SP2are displaying a noticebar message whentrying to open Flash HTML page from localcomputer.

However once you upload the exportedHTML pages to your school website, theproblem disapears and the exportedpages are displayed to users without anynotice.

This is how IE shows notice when openingexported flash HTML page from yourhardisk:

Page 70/77


Again, the problem disapears when youupload the pages to the school webserver.

29.3 Can I export the lessons,teachers, subjects to MS Excel?

You can export the data you have inputtedto MS Excel.

Choose menu File/Export/Export to MSExcel:

The following dialog appears. You canselect what you want to be exported:

The most usefull is probably to exportcontracts. This export all the data into

several sheets for each list. Please notethat there are several sheets:

Notes:- you can import these exports back to aScTimeTables. Check this article 30.3Importing from Clipboard

29.4 Export to XML

This topic is for IT personnel of your school.It requires basic software programmingskills.

Please see this topic for simpler way ofexporting data from aSc Timetables:29.3 Can I export the lessons, teachers,subjects to MS Excel?

See also:29.5 Export limited to max 10 cards/lessons30.2 Import from XML

aSc Timetables can export data into "aScTimetables XML" file. There are two typesof export

1) default export - exports only basic data2) configured export - here you canconfigure what will be exported.

Default exportYou can do default XML export from aScTimetables by invoking command menu -File - Export - aSc Timetables. Selectdestination for export and click OK.Program will export timetable data in defaultdata structure. This default data structure issimilar to internal structure of aScTimetables. It contains only a basic data.Also all ids used in this export are justtemporary ids (marked with *). Thesetemporary ids are valid only for one XML file(they are not persistent, they will changee.g. when users add/remove some objectsfrom timetable).

To get some more useful export, you needto use configured export:

Configured exportFor configured export, you need XMLexport configuration file. This file containsdescription of data structure in which youwant to get data exported from aScTimetables. It can also include your"idprefix:" option, so you will get your idsexported instead of default ids.

To invoke configured export, go to menu -File - Export - aSc Timetables. Then infollowing dialog select your XML exportconfiguration file, where you want to exportdata. After that, program will overwrite filewith export in your desired data structure.

Note: XML export configuration file issomething like "blank database". It containsonly tables and column definitions, butusually there is no data in these tables.When you invoke export into this file, aScTimetables will write its data into theseprepared tables.

Creating basic XML export configurationfileXML export configuration file is file whereyou specify your desired data structure forexport - tables and columns. When userselects this file as destination of XML exportfrom aSc Timetables, you will get data inyour desired structure instead of defaultstructure (including your ids instead oftemporary ids).

Creating XML export configuration file withsimple export functionality is similar tocreating XML import file, see 30.2 Importfrom XML. You have only to change"options" attribute for tables to:

options="import:disable,canadd,canremove,canupdate,primarytt,silent"

which will tell aSc Timetables to overwritedata in this table with its data.

You can find sample export file in:

c:\TimeTables\template\ImportSamples\XML\export_basicdata+lessons+timetable.xml

You can enhance this file by configuringyour idprefix, adding new columns into

Page 71/77


existing tables or adding new tables. Youcan also remove tables/columns that youare not interested in.

Please see 30.2 Import from XML on how toenhance XML file with new tables/columns.

Creating combined XML import + XMLexport configuration fileIt is also possible to combine XML importwith XML export. This might be useful e.g. ifuser is required to inputsubjects/teachers/classes in your system,but he inputs the lessons in aSc Timetables.In this case you don't need to exportsubjects/teachers/classes from aScTimetables. You need just to linksubjects/teachers/classes in aScTimetables to corresponding objects in yoursystem. But you need to export lessons.

In this case create function "Export to aScTimetables" in your system, which createsaSc Timetables XML file with yoursubjects/teachers/classes. Additionally,include also table for lessons in this XMLfile. This table has to be marked with options="..." (see above). Now the work flowfor the user is:

1) User exports data from your system toaSc Timetables XML file.2) He imports this file into aSc Timetablesand creates timetable.3) Now he exports data into the same XMLfile created in step 1.4) Then he imports this XML file to yoursystem.

You can find several sample combinedimport/export XML files in:

c:\TimeTables\template\ImportSamples\XML\

Link to full documentation to XML can befound at the end of this topic: 30.2 Importfrom XML

If you have some questions regarding XMLimport/export, please write [email protected].

29.5 Export limited to max 10cards/lessons

In some export functions (e.g. Export toXML), there is a limit of maximum 10 cardsor 10 lessons. To bypass this limit, you willneed special computer registration code. Ifyou are registered user of aSc Timetables,you can get this code for free. You can askfor this code via email to [email protected] provide us with following data:

1) Your current registration name2) Your computer license

(You can find both values in menu - Help -Info).

You will have to register program with newregistration code. You can do this in menu -Help - Purchase and Register - Register.

Note: New code is valid only for singlecomputer.

30 Importing

30.1 Synchronization with database

aSc Timetables can synchronize (import orexport) its data with database of somepartner school administration software (orother timetable files). Please contact us at [email protected] if your school administrationsoftware can not communicate with aScTimetables.

Following dialog may be displayed duringsynchronization of aSc Timetables data withdatabase:

Note: This dialog might be shown severaltimes during synchronization for differentobject types (e.g. for teachers, students,groups, ...)

Dialog shows differences between data(teachers, classes, etc...) in aSc Timetablesand database. Left list 1 shows data indatabase that is not in aSc Timetables, orthat is in aSc Timetables, but is somehowdifferent (e.g. different name, short name,

etc...). Right list 2 shows data that is only inaSc Timetables, or that is different in aScTimetables than in database. Your taskhere is to review or change actions 8 foreach row in both lists. You can do this byclicking on buttons below. Buttons 3 willchange action in database list 1 and buttons4 in aSc Timetables list 2. Buttons 5 applyfor both lists (you need to select one objectin each list).

Here are meanings of various actions.

Add - This action will add object to otherside (e.g. add new teacher from database toaSc Timetables, or vice-versa).Delete - This action will remove selectedobject (e.g. remove some obsoleteclassroom).Ignore - Do nothing with this object.

Link - This is special action tells thatselected object in list 1 is the same asselected object in list 2. This will link bothobjects together.

Note: Some actions might be unvailable incertaing situations. For example if thisdialog is shown during some import, you willnot be able to fill "Delete" action in list 1,because import is not allowed to modifydatabase.

By default, program will pre-fill followingactions:"Link" for object for which it has foundcorresponding object on other side (basedon name or internal database identifier)."Add" for all other objects in database and

Page 72/77

"[email protected]"


"Ignore" for rest of objects in aScTimetables.

When you are finished with filling of actions,click OK 6 and program will carry theseactions for you. You may also click on"Skip" 7 to skip this synchronization stepand proceed with other object type (e.g. ifyou wish to import only lessons, click skipuntil you get to list of lessons).

30.2 Import from XML

This topic is for IT personnel of your school.It requires basic software programmingskills.

Please see this topic for simpler way ofimporting data into aSc Timetables:30.3 Importing from Clipboard

aSc Timetables can import data from "aScTimetables XML" file. You need to writeyour data into this format. There is a sampleXML import file included in installation ofaSc Timetables:

c:\TimeTables\template\ImportSamples\XML\import_basicdata.xml

This XML file is quite simple and containsimport of just very basic data about classes,subjects, teaches and classrooms. It is agood start with implementing export fromyou school's system into this format.

Note: To create new timetable file from XMLdata, first click on "Create new timetable"and then go to menu - File - Import - aScTimetables XML.

Note2: you need to replace "MyApp" in firstrow with name of your system (use onlyletters/spaces).

It is possible to enhance this import in twoways:

1) You can add new columns to existingtables in XML file2) You can also add new tables to importsome other data (e.g. lessons).

Adding new columns into XML fileAs an example, we can enhance XMLimport with class teachers for classes.

In documentation (see link at bottom) youcan find that column for class teachers is intable "classes" and it is called "teacherid".We have to add "teacherid" to list ofcolumns in attribute columns="id,name" ofXML node "classes". Also for each class weneed to add teacherid="xxx" attribute. Sothe resulting XML might look like this (onlyclasses part is shown here):

<classes options="" columns="id,name,teacherid"> <class id="1" name="5.A" short="5.A" teacherid="1"/> <class id="2" name="5.B" short="5.B" teacherid="2"/> </classes>

This way you can enhance import with anynumber of columns you need (e.g. colors forteachers, gender, time-off, etc...). Full list ofsupported columns can be found in

documentation.

Note: It is also possible to import up to 3custom fields for teachers, classes, subjectsand classrooms. In this case you have toalso add name of custom fields to attribute options="". Example:

<teachers options="customfield1:Email"columns="id,name,short"> <teacher id="1" name="Bacova"short="Bc" customfield1="[email protected]"/> <teacher id="2" name="Belicova"short="Bl" customfield1="[email protected]"/> <teacher id="3" name="Benkova"short="Be" customfield1="[email protected]"/> </teachers>

Adding new tables into XML fileAs an example, we can enhance XML filewith import of lessons.

In documentation (see link at bottom) youcan find that there are several tables for thispurpose. We will choose "classsubjects"table and import classes' subjects, theircount per week and teacher. For thispurpose, we have to add this section intoXML:

<classsubjects options=""

columns="classid,subjectid,periodsperweek,teacherid"> <classsubject classid="1"subjectid="1" periodsperweek="5"teacherid="1"/> <classsubject classid="1"subjectid="2" periodsperweek="3"teacherid="2"/> <classsubject classid="2"subjectid="1" periodsperweek="5"teacherid="1"/> <classsubject classid="2"subjectid="3" periodsperweek="4"teacherid="3"/> </classsubjects>

This way you can enhance with any numberof additional tables from list of all possibletables. Full list of supported tables and theircolumns can be found in documentation.

DocumentationHere you can find complete documentationto XML structure.

Note: If you have some question regardingXML import, please write to [email protected]

See also: 29.4 Export to XML

Page 73/77

http://spreadsheets.google.com/pub?key=pd1XC7PzmjlmDNGYYUgemOA&output=html


30.3 Importing from Clipboard

Import from clipboard is useful tool whichyou can use to import your data from almostany other program.

These steps will describe how to transferdata from MS Excel but same method canbe used with other programs too.

In this article we will show how to import thisexcel file into aSc TimeTables. Please notethat this file contains all the information,your file may contain only subjects, or onlyteachers. Also most of the columns areoptional, your file do not need to havegroups defined just class's names andshortnames.

1. Open aSc TimeTables and create a blankdocument.

2. In MS Excel select the first sheet withclasses and copy in to theclipboard(CTRL-C or menu edit/Copy)

.

3. Switch to the TimeTables and choosemenu File/Import/Import from Clipboard

4. Dialog shows up that shows the selecteddata in the list. If the list is empty then youhave not copied the data into cliboard so

return to Excel and copy them as in step 2.

5. Select 'Class' in the upper combobox,because we want to import the classes first.

6. Click on each column header and specifywhat the column means. In our case thefirst column is Name, second is Shortnameand third is Divisions.

7. Once you have specified a meaning foreach column, click the buttom 'Import'.

7. Do the same with teachers, classroomsand subjects.

8. When importing the lessons you have tofill the following columns: Teacher, Class,Group, Subject, Length, Lessons per week,Available classrooms, and next teacher

9. When specifying teacher you can markthe check box 'Use last value...'. This will fixthe fact that the teacher name is only in theheader row.

10. Similiary you can use the checkbox'Delete rows where this field is empty' whenspecifying the class to eliminate the emptyheader rows.

After this you shall have your classes,teachers, lessons imported from the excelfile and you can continue your work in aScTimeTables.

31 What's new

31.1 What's new in version 2007

Dear aSc TimeTables users

First of all we would like to thank you foryour ongoing support.

The software was already purchased byschools in 98 countries and we are veryglad that we still receive many responses,suggestions, praises and comments from allof you.

Your trust is very important to us and we tryour best to continue improving the softwareand make your timetabling work easier. Thisnew version is part of this trying and wehope you will like the new features.

Printout designsThe new version now allows you to fullycustomize your printouts. You can addpictures, your school logo or other

Page 74/77

http://help.asctimetables.com/samples/sample_clip.xls

http://help.asctimetables.com/samples/sample_clip.xls


necessary text:

Details: 26.1 Print-out designs

Custom fieldsCustom fields allow you to define anyadditional information you might need foryour teachers, classes, rooms or even theschool. You can for example input and thenprint teacher's position, consultation hoursor similar on the timetables.

Details: 3.4 Custom fields

Pictures for subjectsNice feature for smaller children

Details: 25.3 Printing pictures of subjects

Lesson GridThe lesson grid allows you to see all yourlessons in one view. You can also create oredit lessons here. For some tasks thisfeature is extremely helpful.

Details: 12.1 Lesson grid overview

Room supervisionYou can now manage the supervisions ofsome school areas during the breaksbetween lessons.

Details: 28.1 What is room supervision andhow to input it?

Dual core generators

The software now natively supports Dualcore processors. Most of the newcomputers will have them and aScTimetables can use them. Details: 22.8Multiprocessor generation (dual-core...)

35% faster generatorWe have optimized some generatorroutines and achieved 35% fastergeneration times with the new version.

Other improvements- you can define lessons without teachers- classrooms can be home classroom formore classes- many other small bug fixes andimprovements - we also plan another update with newSubstitutions features in this summer.

31.2 What's new in version 2008

Dear aSc TimeTables users

thank you for your support and your interestin our software. aSc TimeTables are nowused in 114 countries and we are very gladto receive many praises. We are alsograteful for your suggestions as they arenecessary for further improvements.

So here is the list of this year's additions:

1. User interface.The new version is now nicer, but moreimportantly it shall be easier to use. Wetried to minimize the number of clicks sothat you can input and create your timetablefaster:

2. GeneratorOver the past year we have generatedliterally millions of schedules and measuredthe impact of many algorithm improvementson schedules from different countries. As aresult the generator is now 53% faster.

3. Dual core and Quad core generator.Since dual core PC's are more and moreavailable we have checked and fine tunedthe generator so that it fully utilizes yourcomputer.

4. Printouts

Page 75/77


It is now possible to print the lesson grid:

See: 24.15 How to print lessongrid?

Also you can print legends below thetimetables:

These legends can show the list of subjects,teachers or classrooms used in thetimetable. They are fully customizable. See:26.3 Print legends below timetables

5. Imports and exportsThe software now features simplified XMLimport/export. This allows you or thecompany that supplied you with schoolmanagement system to easily transfer datato aSc TimeTables. Or to transfer thecreated timetable back to the schoolmanagement system. See:30.2 Import from XML29.4 Export to XML

Other notable additions:

Possibility to change line widths in printouts.25.5 How can I set the width of the lines?Improved import of students/seminarsClassroom capacities and group sizes. 8.8Classroom capacitiesNew advanced cardrelationshipsLesson grid now supports moresubjects (on more pages)Related timetablesnow show also classroomsAnd as usualmany more small improvements.

see also:31.1 What's new in version 2007and

31.3 What�s new in version 2009

Full support for student basedtimetablesThe timetable can handle all the tasksneeded to build the timetables based onstudents.

The previous version already supported apossibility to input student and their picks.However this new version greatly extendsthese possibilities. You can also inputcourse priorities, alternate, optional coursesetc.

So now the software shall help evenUniversities, US and Canada High schoolsand all schools that have whole or part oftheir timetable build up from students picks,usually in higher grades.

There are now two version is the software.Standard and PRO. The PRO version hasextended generator that can scheduleindividual students between different

sections of the same course during thegeneration.

Right to left in both application andprintoutsWe have run through the software andmade it right to left friendly both on screenand on printouts.

Day A/Day B timetablesLesson now not only can flow betweenterms and weeks, it is also possible tospecify that a lesson is on the same positioneach day, a timetable can be the same onMon.Wed,Fri etc.

Support for TermsThe timetable now supports possibility todefine higher level structure of your schoolyear. For example you can create 4 terms.Then for each lesson you will be able to sayin which terms it can take place. So you candefine a lesson that has to be in Term1 andTerm 2, while another lesson has to be inTerm1 or Term 2 or Term3.

Improved support for weekly timetablesYou can create weekly timetables and thesoftware now allows you to more preciselyspecify when each lesson shall take place.If you for example say certain lesson shallbe on 1st OR 2nd week, the generator candecide this for you during the generationNote: you can freely combine terms andweeks. So you can have 4 terms timetableand each term can consist of Week A/WeekB.

New printout toolbar & functionsThe print preview section has changed,shall be now more straightforward tocustomize your printouts. This allow you toquickly define colors, sizes of timetablesand new features like Extra columns andheaders that can provide your custominformation for each row/column in yourtimetable

More complex printouts and extendedcustomizationIt is now possible to change the layout of

Page 76/77


your timetable printouts. You can freelydecide if periods shall be in rows, days incolumns, or terms in columns and periods inrows. If you want a separate paper for eachweek, or that weeks shall be merged intoone paper.

Improved verificationThe verification now groups the items incase there are many similar problems. Youcan also sort by teacher/class.

Constrains summaryA new function shows you all theconstraints you have inputted so far andthat the generator shall maintain during thegeneration

New window for inputting students andtheir picksThe window for inputting student�s picks isnow reorganized, several features shallallow you for faster input manage thestudent�s selections.

Renaming periodsYou can now rename your periods to yourliking and also you can create special

breaks that will be then printed into thetimetable printouts:

Other improvenetsLike lessons that can be during lunch. newcardrelationships etc. We have also addedsmaller improvements into UI wherever wethough it will make your work easier.

32 Other

32.1 Swap two days in timetable

Suppose you have finished timetable andyou want to swap days Monday and Fridayin it. That is you want to move all cards fromMonday to Friday and all cards originally onFriday to Monday.

You can do this in menu - Options -Advanced. Type following in Advanced field:

!swapdays 1 5

Then click OK. Program will swap cardsbetween days 1 (Monday) and 5 (Friday).

(This command is available from version2008.6.0)

Note: Program will swap only placed cardsbetween selected days. Cards on otherdays will be untouched. Also this commandwill not change any Time-offs.

32.2 Delete all unplaced cards

If you have nearly finished your timetable,but there are still some cards that are notplaced in timetable and you want to removeall those cards from timetable, you can do itthis way:

Go to menu - Options - Advanced. Typefollowing in Advanced field:

!deletependingcards

Then click OK. Program will changedefinitions of lessons for classes andteachers in a way that there will be nounplaced cards, but placed cards will stay inthe timetable.

32.3 I need to move all lessonswithing the day

You have to go to menu Options/Advanced.

Then click button Move lesson.

A dialog appears where you can input twoparameters:

1. Choose if you want to move lessons UPor DOWN. UP means lesson 1 will become2, 2->3 and so on.

2. Lesson number from which you want tomove. If you want to move all lessons type0. If you type for example 3 then lessons 1and 2 will stay on the same position.However lessons above 3 will move: 3->4,4->5 and so on. This will essentially createa free lesson on position 3.

Note: the timeoff information for teachers,subjects and classrooms will also beshifted.

32.7 =Configuring firewall

You have to configure firewalls on bothcomputers this way:

On slave (client) computer, you shouldenable UDP communication on port 3805On master (main) computer, you need toenable TCP communication on port. 3805

This should resolve problems withconnecting.

Page 77/77

Asc Timetables en L4

Documents

Transcript of Asc Timetables en L4