Timetable Admin — User Manual

Last updated: 2026-06-22

Operational reference for administrators running Timetable Admin. Each section lists its purpose, who can access it, the primary actions, the related routes, and common pitfalls.

1. Introduction

Purpose. Timetable Admin is a multi-tenant scheduling platform that turns your staff, classes, subjects, rooms, and time slots into conflict-free weekly timetables and exam date sheets.

Who it serves. Schools (pre-primary through higher-secondary), colleges (UG / PG), coaching institutes, and multi-campus education groups. Each organisation is an isolated tenant with its own data, branding, and users.

Documentation surfaces: Guides at /guides, FAQ at /faq, this manual.

2. Roles and Permissions

Purpose. Control who can view and change data inside a tenant.

Roles.

• Admin — full access inside one tenant.
• Staff user — additional admins invited via /manage-users.
• Partner — referral partner with access to /partner only.
• Super admin — internal team; manages tenants, pricing plans, partner enquiries, and platform settings.

Access. Role checks run server-side on every protected request. Public share pages never require authentication.

Related routes: /manage-users, /users, /_authenticated/admin/* (super admin), /partner (partner).

Common mistakes. Inviting a teammate without confirming their email address; teammates appear inactive until they accept the invitation.

3. Institution Setup

Purpose. Identify your institution and brand the public-facing surfaces.

Who can access. Tenant admins.

Primary actions.

• Set institution name, type (school / college / coaching), student count, and logo URL.
• Confirm time-zone-appropriate working days and period structure.

Related routes: /organisation, /time-slots.

Common mistakes. Using a placeholder logo URL — it appears on PDF exports and the public share page.

4. Classes

Purpose. The teaching units the generator will schedule.

Primary actions. Add, edit, import via CSV, search, paginate.

CSV columns: name (required), grade_level, section, student_count, class_level.

Related routes: /classes.

Common mistakes. Unrealistic student_count — the exam scheduler rejects rooms smaller than the class.

5. Subjects

Purpose. The catalogue of courses delivered by the institution.

Primary actions. Add, edit, import via CSV, assign colours for the grid.

CSV columns: name (required), code, color, weekly_hours.

Related routes: /subjects.

Common mistakes. Inconsistent codes across Subjects, Capabilities, and Assignments — reports group incorrectly.

6. Teachers

Purpose. The staff the generator will assign to lessons.

Primary actions. Add, edit, import via CSV, set daily/weekly caps.

CSV columns: full_name (required), email (required, unique), level (required: pre_primary / primary / secondary / higher_secondary / ug / pg), employee_code, max_periods_per_day (default 6), max_weekly_hours (default 30).

Related routes: /teachers.

Common mistakes. Wrong level — the generator only matches teachers to classes of the same level.

7. Rooms

Purpose. The physical spaces available for lessons and exams.

Primary actions. Add, edit, import via CSV, mark room type.

CSV columns: name (required), capacity, room_type.

Related routes: /rooms, /room-types.

Common mistakes. Missing capacity — capacity checks in the exam scheduler skip rooms without a value.

8. Time Slots

Purpose. Define the periods that make up each working day.

Primary actions. Add, edit, mark breaks, set start/end times per period.

Related routes: /time-slots.

Common mistakes. Editing slots after generation invalidates the existing timetable — regenerate after structural changes.

9. Assignments

Purpose. Map a teacher to a subject (optionally for a specific class) with a weekly period count. This is the primary input the scheduler uses.

CSV columns: teacher_name (required), subject_name (required), class_name, periods_per_week (required, integer ≥ 1).

Related routes: /assignments.

Common mistakes. Forgetting to add a Teacher Capability for the same teacher + subject pair — the generator skips combinations that are not capability-listed.

10. Availability

Purpose. Mark specific periods as available or unavailable for a teacher.

CSV columns: teacher_name (required), day (required: monday..sunday), period (required), is_available (required: true / false).

Related routes: /availability.

Common mistakes. Marking a teacher unavailable for periods that do not exist in /time-slots — those rows are ignored.

11. Constraints

Purpose. Apply hard or soft rules to the generator (forbidden periods, preferred slots, daily caps, etc.).

Related routes: /constraints.

Common mistakes. Over-constraining produces unplaceable lessons — start with the minimum set and add more only when needed.

12. Clubbed Slots

Purpose. Schedule two subjects taught by two teachers in the same class/timeslot. Useful for paired electives like Hindi + Sanskrit, NCC + Defence, Scout + Guide.

Primary actions. Pair eligible subjects + teachers; the generator enforces distinct subjects/teachers, conflict checks against availability, and shows a "Clubbed" badge in the grid.

Related routes: /clubbed-slots.

Common mistakes. Pairing the same teacher with themselves or pairing subjects that aren't actually offered in parallel.

13. Curriculum Templates

Purpose. Reusable curriculum definitions that can be cloned into a tenant to skip manual setup.

Related routes: /curriculum.

14. Timetable Generation

Purpose. Produce a conflict-free weekly timetable that respects every input.

Who can access. Tenant admins.

Primary actions.

• Choose the working-day pattern and click Auto-generate.
• Review inline conflicts; drag-and-drop adjustments re-validate live.
• Switch between Class view, Teacher view, and Room view.

Related routes: /timetable, /views.

Common mistakes. Running the generator before Assignments or Availability is complete — the output will have unplaced lessons.

15. Conflict Resolution

Purpose. Resolve overlaps, capacity violations, and missing-data errors surfaced by the generator or by the Audit Tool.

Primary actions.

• Read the row-level description and apply the suggested fix.
• Adjust assignments, availability, or constraints and re-run.
• Use /substitutions to handle one-off teacher absences without regenerating the entire week.

Related routes: /timetable, /substitutions.

16. Exam Timetable Module

Purpose. Plan exam date sheets independently from the weekly timetable.

Primary actions.

• Create exam types (e.g. Term 1 Finals 2026) at /exam-types.
• Add invigilators at /invigilators.
• Create exam sessions (subject + class + date + time + room + invigilator) at /exam-sessions. Conflicts are blocked at save time.
• Generate the date sheet at /exam-timetable; print room/seat reconciliation from /reconciliation-print.

Related routes: /exam-types, /exam-sessions, /invigilators, /exam-timetable, /reconciliation-print.

Common mistakes. Rooms without capacity are skipped; double-booked invigilators are rejected on save.

17. Audit Module

Purpose. Scan an existing timetable for problems before subscribing, or import an uploaded file as master data after subscribing.

Who can access. Anyone (no sign-in required) for the free scan and the one-time paid report; signed-in admins for the import-to-account flow.

Supported upload formats. .csv, .xlsx, .xls. The parser auto-detects tabular versus calendar-grid layouts.

Conflict categories detected.

• Overlap — same teacher, room, or class double-booked.
• Duplicate — the same lesson scheduled twice.
• Capacity — class size exceeds the assigned room.
• Missing Data — incomplete rows; each finding lists the missing fields and a CSV-column example.

One-time Audit reports. Foundation Audit, Advanced Audit, Campus Audit, and Professional Audit — sized by class and teacher counts; a single payment, no subscription. Eligibility is verified server-side before payment.

Import into a subscribed account. An audit upload made with a guest token is claimed automatically on signup and can be imported as master data (classes, teachers, subjects, assignments) into your tenant from /audit.

Related routes: /audit.

Common mistakes. Uploading exports that mix periods and dates in one column — split into day and period first.

18. Reports

Purpose. Operational analytics for tenant admins and platform analytics for super admins.

Primary actions. Review tenant usage, period utilisation, teacher load, and generation history.

Related routes: /reports, /reports/usage (super admin).

19. Exports

Purpose. Distribute generated schedules in printable and machine-readable forms.

Available exports.

• PDF — single view (Class / Teacher / Room) with institution branding.
• PDF bundle — one PDF per class or per teacher in a single archive.
• Excel / CSV — for downstream tools.

Primary actions. From any timetable use the Export menu; from /views switch the layout before exporting.

Related routes: /timetable, /views, /exam-timetable.

20. Public Sharing

Purpose. Publish a read-only timetable that the wider school can open without an account.

Available share surfaces (verified in code).

• /t/<slug>/timetable — weekly class timetable.
• /t/<slug>/exam-timetable — exam date sheet.
• /s/<code>/timetable and /s/<code>/exam-timetable — short school-code redirects to the slug URLs.

Primary actions. Open the Share controls on the timetable / exam timetable page; copy the link; distribute.

Related routes: /t/$slug/*, /s/$code/*.

Common mistakes. Sharing the admin URL (/timetable) instead of the public URL (/t/<slug>/timetable). The admin URL requires sign-in.

21. Referral Program

Purpose. Let any signed-in admin invite peer institutions and earn attribution credit.

Primary actions. Use the in-app referral widget to copy your ?ref= link; track conversions in the dashboard widget.

Related routes: /dashboard (referral widget).

22. Partner Program

Purpose. Formal program for consultants, EdTech vendors, trainers, and institutional networks who refer paid subscriptions.

Primary actions.

• Apply at /partner-enquiry.
• Once approved, sign in to /partner for an attribution dashboard.
• Track commissions at /partner/commissions and payouts at /partner/payouts.
• Edit your profile at /partner/profile.

Notes. Refunds or cancellations void the associated commissions. Fraudulent activity may result in suspension.

Related routes: /partner-enquiry, /partner-faq, /partner, /partner/commissions, /partner/payouts, /partner/profile.

23. Subscription Management

Purpose. Choose, upgrade, and manage your paid plan.

Available plans (active in production).

• Foundation — perfect for small schools getting started.
• Advanced — for growing schools with more classes.
• Campus — full-featured plan for established schools.
• Professional — unlimited everything for large institutions.
• Enterprise — tailored solutions for education groups, districts, and multi-campus institutions.

Primary actions.

• Compare plans on /pricing.
• Start or upgrade a subscription via /subscribe.
• Review payment history and change plans at /billing.

Payments. Razorpay (UPI, cards, net banking, wallets) in INR. Invoices are emailed on every successful payment.

Refunds. See /refund-policy for current terms.

Related routes: /pricing, /subscribe, /billing, /subscriptions (super admin view).

24. Enterprise Features

Purpose. Custom deployment for education groups, districts, and multi-campus institutions.

Included (verbatim from the Enterprise plan):

• Everything included in Professional
• Multi-campus & centralized administration
• Custom integrations with existing systems
• Priority support with SLA-backed response times
• Guided onboarding, migration & staff training
• Implementation assistance

Engagement. Submit a request at /business-enquiry. The team responds with a scoped proposal covering integrations, onboarding, and SLA terms.

Related routes: /pricing, /business-enquiry.

25. Troubleshooting

26. Support

• Guides: /guides — task-oriented walkthroughs for every workflow.
• FAQ: /faq — answers grouped by topic.
• Contact: /contact or /support.
• Email: support@timetableadmin.in

© Timetable Admin. This manual is updated alongside the product — bookmark this page for the latest version.