Timetabling

Timetabling in College Management lets you schedule every class for every student group across your institution. Each class session is a Course Schedule record that assigns a student group to a course, a room, an instructor, and a time slot. These schedules appear on a visual calendar and drive attendance marking.

Who Uses This Feature

Role	What They Do
Academic Administrator	Creates and manages class schedules, uses the bulk scheduling tool
Instructor	Views their own scheduled classes from the calendar
Student	Views their class schedule from the calendar or portal

Before You Start

You need:

At least one Student Group for the student group(s) you are scheduling
At least one Course for each class
At least one Instructor set up
At least one Room defined
An Academic Year (and optionally an Academic Term)

Setting Up Rooms

A Room is a physical location where classes take place - a classroom, lecture hall, laboratory, or any other teaching space.

Creating a Room

Go to Education workspace → Setup card → Room.
Click New.
Enter the Room Name (e.g. “Room 101”, “Science Lab A”).
Save.

Creating a Course Schedule (Single Session)

A Course Schedule record represents one class session - a single meeting of a student group in a specific room at a specific time.

Go to Education workspace → Academics card → Course Schedule.
Click New.
Fill in:

Field	What to Enter
Student Group	The group attending this class (required)
Course	The subject being taught (required)
Instructor	Who is teaching (required)
Room	Where the class takes place (required)
Schedule Date	The date of this session
From Time	Start time (required)
To Time	End time (required)
Programme	Auto-populated from the student group
Color	Optional color coding for the calendar view
Title	A display name for this session (auto-generated if left blank)

Save.

Course Schedule form showing student group, course, instructor, room, and time fields

Bulk Scheduling with the Course Scheduling Tool

Creating individual sessions one at a time is impractical for a full semester. The Course Scheduling Tool generates a complete schedule for a student group across a date range.

Go to Education workspace → Tools card → Course Scheduling Tool.
Fill in:

Field	What to Enter
Student Group	The group to schedule
Course	The course being scheduled
Programme	The programme (auto-populates from student group)
Academic Year	The year
Academic Term	The term
Instructor	Who will teach these sessions
Room	Where sessions will take place
Course Start Date	First date of the schedule
Course End Date	Last date of the schedule
From Time	Start time for each session
To Time	End time for each session
Reschedule	Tick this to delete existing schedules and regenerate

Click Schedule Course.

Bizaxl creates one Course Schedule record for each day between the start and end date that matches the session days. You can review and edit individual sessions afterwards.

Course Scheduling Tool showing group, course, date range, time range, and Schedule Course button

Viewing the Timetable on a Calendar

The Course Schedule list view has a Calendar view that shows all scheduled classes visually.

Go to Education workspace → Academics card → Course Schedule.
In the list toolbar, click the Calendar icon (next to List, Kanban, etc.).
The calendar shows all sessions. You can:
- Switch between day, week, and month views
- Click a session to open the Course Schedule record
- Filter by Student Group or Instructor using the list filters

Field Guide

Course Schedule

Field	Purpose
Student Group	Defines which students attend this session
Course	What subject is being taught
Instructor	Who is responsible for delivering this session
Room	Physical location - needed for room conflict detection
Schedule Date	The calendar date of this session
From Time / To Time	The time slot - used for conflict checking and attendance
Programme	Informational - auto-linked from student group
Color	Visual coding on the calendar view

Course Scheduling Tool

Field	Purpose
Student Group	The group whose schedule is being built
Course Start / End Date	The period to schedule - sessions generated for each day in this range
From Time / To Time	The time slot for every session generated
Reschedule	If ticked, existing sessions for this group/course/room are deleted first

Workflow Journey

Academic year and term confirmed

The Academic Year and Academic Term are set up and configured in Education Settings.

Student groups created and populated

Student Groups are created and students are added to each group.

Instructors and rooms set up

Instructor records and Room records are created for use in scheduling.

Course Scheduling Tool used to generate sessions

The Course Scheduling Tool generates Course Schedule records for a student group across the full date range.

Individual sessions reviewed and adjusted

Generated sessions are reviewed and any one-off changes are made to individual Course Schedule records.

Instructors view their schedule on the calendar

Instructors access the Course Schedule calendar to see their upcoming sessions.

Students attend sessions

Students attend the scheduled classes as per the timetable.

Attendance taken using the course schedule as reference

Instructors mark attendance against each Course Schedule session using the Student Attendance Tool.

Automatic Actions

Action	When It Happens
Attendance can be linked	When attendance is marked, each record links to the Course Schedule
Calendar entry created	Every saved Course Schedule appears on the Education Calendar

Best Practices

Use the Course Scheduling Tool for full-semester schedules - it generates sessions for every day in a date range in seconds. Reserve manual creation for one-off sessions.
Assign a colour per course or per student group - the calendar view is much easier to read when sessions are colour-coded.
Check room availability before scheduling - if two groups are scheduled in the same room at the same time, Bizaxl may not always warn you. Review the calendar by room to spot conflicts.
Use the Reschedule option carefully - ticking Reschedule deletes all existing sessions for that group/course combination before generating new ones. If attendance has been taken against existing sessions, those links may break.
Keep session titles consistent - the Title field is shown on the calendar. If you leave it blank, Bizaxl auto-generates a title. Setting a consistent format helps staff recognise sessions at a glance.

Troubleshooting

The Course Scheduling Tool is not generating sessions. Check that both Course Start Date and Course End Date are set, and that the date range contains actual dates (not reversed). Also check that Student Group, Course, Instructor, and Room are all filled in. Instructor is seeing classes they are not assigned to. The calendar shows all sessions by default. The instructor should filter the calendar by their own name using the list filters. A session on the calendar shows no colour. The Color field on the Course Schedule record is blank. Open the record and select a colour. Attendance is not appearing for a session. Check that the Student Attendance record is linked to the correct Course Schedule. If attendance was marked using the Student Attendance Tool (by date only, not by schedule), it may not have a course schedule link.

Student Management - student groups must exist before scheduling
Attendance - attendance is marked against Course Schedule sessions
Assessments - assessment plans link to student groups, which are scheduled here

College Management

E-Classroom

Learning Management System

Tuition Centre

Who Uses This Feature

Before You Start