One-off events (outside the timetable)

Creating one-off events is available on Premium accounts.

When to create an event vs a course lesson

• Regular course: repeats every week (or every other week) throughout the year. Managed in the Timetable management module, included in automatic generation.
• One-off event: takes place over a dated interval, with no regular recurrence logic. Managed directly in the Timetable module.

Rule of thumb: if you would write it by hand on a calendar rather than in the weekly grid, it is an event.

Create an event — the events agenda

An event is not entered in a standalone form: you draw it directly on the agenda, as in a calendar. On the events grid, click and drag to draw an interval within a day (a preview appears while you draw). On release, a form opens, anchored to the selection, with the dates and times already pre-filled; you complete:

• Title — Year 7B review meeting, Science museum trip, Mock English exam.
• Start and end — date, start time, end time.
• Participants — classes, groups, teachers, students, or free-text participants.
• Location — a room known to Omniscol or a location entered as free text.
• Resources — equipment or a resource to book if necessary.
• Videoconference link — optional, to attend the event remotely.
• Comment — a free note that appears with the event.
• Color — a visual aid to tell it apart in the grid.

The mouse selection stays contained within a single day.

Where to find the agenda

• In the Timetable module. Display the Events filter: the agenda is editable (mouse drawing active) only in reorganization mode; in simple viewing, it stays read-only.
• When editing a calendar-type timetable. The Events filter is only offered there for a calendar-type timetable; it does not appear on a weekly-grid timetable.

A direct save, alongside the timetable

An event is saved immediately and separately, as soon as you confirm its form: creating, moving or deleting an event instantly triggers its own save (confirmed by a notification). You do not need the global Save button of the reorganization or of the timetable editing — events are already saved. Conversely, saving the reorganization or the hours distribution of a timetable covers the course lessons, not the events: it is a parallel subsystem, persisted as you go.

Conflicts with the timetable's lessons

An event references the same entities as the timetable — teachers, classes, groups, rooms, resources — which lets Omniscol detect overlaps with regular lessons. As you fill in the form, each participant and each room or resource is checked against what is already placed on the interval:

• for a teacher, a class or a group, the event is compared with course lessons and with other events;
• rooms and resources are checked to spot an occupation already existing on the time slot.

These checks feed the availability hints in the selectors and surface as conflicts in the reorganization view. The event overlays the grid: it flags the conflict but does not by itself free the lessons it overlaps. Handle them separately (move, ad-hoc change, absence…).

Participants: everybody, or anyone

Beyond the individually named participants, two special participants exist — and they do not behave the same way with regard to conflicts:

• Everybody — the event concerns the whole school, on a mandatory basis. It appears in all timetables and conflicts with the existing course lessons: the one to pick for an open day or an event that genuinely involves the whole school.
• Anyone — the event is open to whoever wishes to attend, on an optional basis. It also appears in all timetables, but generates no conflict: for an optional offer that must not block anyone's grid.

Both appear everywhere; only Everybody causes conflicts, because it makes attendance mandatory.

Projection into the timetables

Once created, an event is projected into every timetable concerned: it appears in the timetable of each of its participating teachers, classes, groups and students, as well as in that of each selected room and resource (and everywhere, for Everybody and Anyone). It is the same event seen from several angles — so it is normal to find it at once in the timetable of the class, the teacher and the room; these are not duplicates.

An event has no "type" field: it differs from a regular course by its title, its dates, its participants and its optional color.

Move, snap, free the times

On the events agenda, unlike course lessons, an event is moved and resized by drag and drop.

The time range displayed by the agenda follows the opening hours of the school: it spans from the earliest configured opening to the latest configured closing, and falls back to 07:00 – 20:00 if nothing is defined.

The form also carries a pin button: it switches to placement by free time slots, and a click on the chosen slot copies its date and times into the form — an alternative to mouse drawing to snap the event cleanly into place.

Finally, the start and end times are entirely free: they are not forced to fall on the grid's time slots. An event can start at 09:50 and end at 11:34 even if the regular courses sit on full slots: that is the whole point of an event laid on top of the grid.

Edit or cancel

An event is edited the same way it was created: move it in time, change the room, add or remove participants.