Schedule view of the hours distribution

The Schedule view is one of the four display modes of the Distribute the hours and create the lessons. It gathers on a single grid everything you select — classes, teachers, classrooms, groups… — on the dates you choose, with the lessons still to be placed alongside.

Use it to place lessons while keeping several timetables in view, to follow the load of a teacher or a classroom over a period, and to measure the occupancy of classrooms, classes or teachers.

Open the schedule view

On the hours distribution screen, the Schedule view button of the view selector opens the schedule view. It takes the full width of the screen, and the selection tree replaces the list of classes. The active class of the distribution is ticked when it opens.

When you switch to another view and come back, the selection, the dates, the days and the toolbar settings are restored as you left them.

The selection tree

The tree reuses the headings of the timetable filter: classes, teachers, groups, classrooms, resources, pedagogical teams, subjects, course type… Ticking an item gives it a column on the grid; the box of a folder ticks every item it contains, and the search field above the tree filters the list. Close all unticks everything.

The Customized sessions heading saves the current selection so you can find it later. These sessions are the same as those of the time grid view and of the Timetable module.

The tree counters

A badge, at the end of each row, sums up the hours of the item:

• a class: Hours of lessons placed · created / volume of the courses. The badge turns green when the whole volume is created and placed, and red when the lessons created exceed it;
• a teacher: Hours of lessons placed · created / assigned. Their assigned hours come from the courses: the share that a course's allocation policy entrusts to them — the number of lessons of their lines multiplied by their duration —, or all the hours of the course when it has no policy. A teacher planned as backup for a few lessons therefore counts only those lessons. The badge turns red when their lessons created exceed their assigned hours, including when no course assigns them any. Its tooltip recalls their service hours;
• a classroom: Hours of lessons placed / created.

A second, orange badge counts the lessons still to be placed for a class or a teacher.

The courses column of a class

When you hover over a class row, the icon opens, next to the tree, the list of the class's courses with their hours counter, as in the other views. A double-click on a course creates a lesson to be placed; the class is ticked if it was not already. Close or the Esc key closes the column.

In this column, the eye of a course highlights its lessons: the others fade on the grid, the timeline marks the dates when it is taught, and a banner above the timeline recalls the highlighted courses.

As long as the courses column of a class is open, the Actions menu also offers the operations that target the active class — locking positions, assigning classrooms, automatic allocation, shifting — and they apply to that class.

Dates and days

On a calendar-type timetable, a timeline above the grid splits the year into Weeks or Months:

• a click picks a period;
• Shift + click picks a range;
• Ctrl + click (Cmd + click on Mac) adds or removes a period;
• the keyboard arrows move the selection to the next or previous period.

Periods that do not follow each other give one grid per range, side by side. The timeline's filter for busy weeks stays active from one period to the next.

The Days buttons choose the days shown (at least one). A cycle timetable shows its cycle days.

Columns

• One column per selected item — each ticked item has its own column, with its availability or time constraints;
• A single column per day — the lessons of all the items share the day's column, and a lesson common to several items is drawn only once. Beyond a very large number of columns, the view switches by itself to one column per day;
• Columns fitted to the screen width or Fixed-width columns, horizontal scrolling, depending on whether you want to see everything at once or wider columns.

The Invert button swaps the dates and the items. With one column per item, each item carries its dates instead of each date carrying its items. With one column per day, each item has only one column, where the lessons of all the days shown are laid out at their time; those that fall at the same time sit side by side, in the order of the week. You read the typical week of a teacher or a classroom at a glance.

A day that is only holidays shrinks to a single column, which carries the name of the break. The absences of a teacher or a class appear in the column of the item concerned.

Lessons or occupancy

The Lessons and Occupancy buttons switch the grid between the lessons and their occupancy.

In occupancy, each time slot shows, per type of ticked item, how many are occupied out of how many: 3/12 for three classrooms occupied out of twelve ticked, for example. Types are never added together: an icon tells them apart when several are ticked. The color goes from yellow to red and follows the most loaded type; the tooltip of a time slot lists the occupied items. Consecutive time slots occupied by the same items form a single cell.

Average occupancy

On a calendar-type timetable, the two column buttons change meaning in occupancy, and the Invert button chooses what is averaged:

• One column per day of the week gathers all the Mondays, all the Tuesdays… of the period: 2.4/7 34% means that on average 2.4 classrooms out of 7 are occupied at that time slot on a Monday.
• One column per item gives, for each one, the share of days when it is occupied at that time slot: 6/7 86% for a classroom occupied 6 of the 7 days shown.
• A single column averages all the days shown, all items combined.

The holiday days of the school year are left out of the average. On a weekly timetable, the swap averages the days of the week; a cycle timetable keeps its days, with no average. The colors menu does not apply to occupancy.

Colors on the fly

The Colors menu colors the lessons by subject, class, group, teacher, classroom or course type; Default gives them back their usual colors. Each value gets a distinct color: a lesson with two teachers carries the stripes of their two colors, and an item ticked in the tree carries its color next to its name. The button's tooltip lists the colors, and the chosen criterion is remembered at the next visit.

The "To place" panel

Under the tree, the To place panel lists the unplaced lessons of what is ticked, with one collapsible section per item: the section of a class shows all the lessons it has to place, that of a teacher all of theirs, whatever the class, and likewise for a classroom or a group. You can thus display all the lessons a teacher has left and empty their list.

A lesson that concerns several ticked items — its teacher and its classroom, for example — appears in each of their sections, but remains a single lesson:

• the Place on timetable pin of one of its copies lights them all;
• a change made on one appears at once on the others;
• once placed, it leaves all the sections.

A lesson that comes to match a displayed section — a classroom you give it, for example — appears there at once; one that no longer matches any section disappears from the panel. A section with nothing left to place disappears too. The panel's counter counts each lesson only once.

At the head of the panel, a search field filters the lessons on all their fields, and a toggle chooses their look: compact rows or sticky notes. This choice is remembered at the next visit. In the section of a teacher or a classroom, each lesson recalls its class.

To place a lesson, click its pin: the possible time slots appear in color on the grid, and follow the changes of dates and selection. A click on one of them places the lesson. In compact rows, the pencil of a lesson unfolds its form in place of its row; its other copies fade until you confirm.

A click on the header collapses the panel; the divider sets its height.

Edit a placed lesson

A click on a lesson of the grid opens the same form as in the time grid view, with conflict detection: see Editing a lesson.

Export what is displayed

The button exports what the grid shows:

• in lessons, the lessons of the ticked items on the dates shown, not the whole timetable. If no item is ticked, the export covers the whole timetable, including the unplaced lessons;
• in occupancy, the grid as displayed: one row per time slot, one column per grid column, and in each cell the count and the rate. In the table window, the Swap rows and columns button puts the time slots in columns before the download.

This is the way to extract occupancy rates, for example for a quality audit.

Several sites

When the ticked items follow different time grids — two sites with offset periods, for example —, the schedule view shows full hours instead of periods. A teacher takes the grid of the classes of most of their lessons, or full hours when two grids share them.