> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Timetabling

> Build class schedules by assigning courses, instructors, rooms, and times to student groups - with a calendar view and bulk scheduling tool.

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

1. Go to **Education workspace → Setup card → Room**.
2. Click **New**.
3. Enter the **Room Name** (e.g. "Room 101", "Science Lab A").
4. 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.

1. Go to **Education workspace → Academics card → Course Schedule**.
2. Click **New**.
3. 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) |

4. Save.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-course-schedule-form.png" alt="Course Schedule form showing student group, course, instructor, room, and time fields" />
</Frame>

***

## 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.

1. Go to **Education workspace → Tools card → Course Scheduling Tool**.
2. 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 |

3. 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-course-scheduling-tool.png" alt="Course Scheduling Tool showing group, course, date range, time range, and Schedule Course button" />
</Frame>

***

## Viewing the Timetable on a Calendar

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

1. Go to **Education workspace → Academics card → Course Schedule**.
2. In the list toolbar, click the **Calendar** icon (next to List, Kanban, etc.).
3. 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

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-course-schedule-calendar-view.png" alt="Calendar view of Course Schedules showing colour-coded sessions across a weekly view" />
</Frame>

***

## 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

<Steps>
  <Step title="Academic year and term confirmed">
    The Academic Year and Academic Term are set up and configured in Education Settings.
  </Step>

  <Step title="Student groups created and populated">
    Student Groups are created and students are added to each group.
  </Step>

  <Step title="Instructors and rooms set up">
    Instructor records and Room records are created for use in scheduling.
  </Step>

  <Step title="Course Scheduling Tool used to generate sessions">
    The Course Scheduling Tool generates Course Schedule records for a student group across the full date range.
  </Step>

  <Step title="Individual sessions reviewed and adjusted">
    Generated sessions are reviewed and any one-off changes are made to individual Course Schedule records.
  </Step>

  <Step title="Instructors view their schedule on the calendar">
    Instructors access the Course Schedule calendar to see their upcoming sessions.
  </Step>

  <Step title="Students attend sessions">
    Students attend the scheduled classes as per the timetable.
  </Step>

  <Step title="Attendance taken using the course schedule as reference">
    Instructors mark attendance against each Course Schedule session using the Student Attendance Tool.
  </Step>
</Steps>

***

## 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.

***

## Related Features

* [Student Management](/education/college-management/student-management) - student groups must exist before scheduling
* [Attendance](/education/college-management/attendance) - attendance is marked against Course Schedule sessions
* [Assessments](/education/college-management/assessments) - assessment plans link to student groups, which are scheduled here