Class Scheduling System

About the System #

The Class Scheduling System is a web-based application built for the Senior High School program of Aparri School of Arts Trades. It brings every part of building the Grade 11 and Grade 12 weekly timetables into one place: the school calendar, Tracks and subjects, sections and rooms, teachers and their teaching assignments, the weekly timetable of every section, and the reports that are printed and distributed afterwards.

With the system you can:

• Set the active School Year and Term that every module works on.
• Organize subjects by Track, Grade Level and Term, measured in hours per week.
• Build each section's timetable by clicking, dragging, copying, moving and swapping entries, or let the system auto-generate it.
• Rely on automatic checks for teacher conflicts, room conflicts and subject hours before anything is saved.
• Monitor teacher loads, schedule completion and scheduling readiness at a glance.
• Print or export the official Class Program and teacher programs to PDF and Excel.

User Roles #

Every account belongs to one of three roles. What you see after logging in depends on your role.

Key Terms #

These terms appear throughout the system and this guide.

How to Read This Guide #

This guide uses a few conventions to make instructions easy to follow:

• Buttons, tabs and menu items are shown exactly as labeled on screen, like Save Subject.
• Navigation paths are written with arrows, like Academic Setup → Tracks and Subjects.
• Keyboard keys look like Esc.
• Numbered red markers such as 1 on a screenshot are explained in the list under it.
• The pages shown in the figures use sample data. Your school's names and numbers will differ.

The callout boxes mean:

The Landing Page #

Opening the system's address in a web browser shows the landing page. It introduces the system and has two buttons in the top bar: User Guide, which opens this guide, and Login.

Logging In #

1. On the landing page, click Login.
2. In Username or Email, type your sign-in name:
   • Administrators type their email address (or username).
   • Principals and teachers type the username given to them by the administrator, for example maria.
3. Type your Password. Click the eye icon to show or hide what you typed.
4. Click Log In.

After a successful login you land on your home page: the Dashboard for administrators and principals, or My Schedule for teachers.

If login fails, a red message appears above the form:

To sign out, open the account menu at the top-right of any page and click Log out.

First Login and Password Change #

New principal and teacher accounts start with a temporary password: the person's last name in lowercase followed by the ending year of the active School Year. For example, Maria Santos in School Year 2026-2027 signs in for the first time with username maria and password santos2027.

On that first login, the system opens the Change Password page and will not show anything else until a new password is saved.

1. In Temporary password, type the temporary password.
2. In New password, type a password that has at least 8 characters with uppercase and lowercase letters, at least one number and at least one symbol (for example Sched@2027). It must be different from the temporary password.
3. Type the same password again in Confirm new password.
4. Click Save password. You are taken to your home page.

Finding Your Way Around #

Every page after login shares the same frame: a sidebar on the left, a top bar, and the page content.

The sidebar items depend on your role:

Account Menu and Profile #

Click your name or initials at the top-right of any page to open the account menu:

• My Profile opens your profile: name, username and role, where you can change your username.
• Change Password opens the same window on the Security tab.
• Log out signs you out.

Changing your username

1. Open the account menu and click My Profile.
2. On the Account tab, type the new username. Use 3 to 60 lowercase letters, numbers, dots, dashes or underscores.
3. Click Save username. From then on, sign in with the new username.

Changing your password

1. Open the account menu and click Change Password. This opens the Security tab. (Principals and teachers can also use Change Password in the sidebar.)
2. Enter your Current password, then the New password twice. The same rules apply as on first login, and a strength bar under the field turns green when the password is strong.
3. Click Update password. The new password takes effect immediately.

Notifications and Confirmations #

The system tells you the result of every action without reloading the page:

• Toast messages appear at the bottom-right corner for a few seconds: green for success, red for errors, gray for information. Close one early with its ×.
• Inline errors appear in red under the field that needs correcting. Your typed values are kept and the window stays open.
• Confirmation windows ask before anything is deleted or replaced. Click Cancel to back out.
• Review windows (Please Review) list warnings such as an exceeded subject hour. Choose Cancel or Continue Anyway.
• While a request is being saved, its button shows a spinner and Saving... and cannot be clicked twice.

Recommended Setup Order #

Each step depends on the one before it. Follow this order the first time, and again at the start of every new School Year.

The Setup Guide Checklist #

While the setup is incomplete, the system opens a Getting Started window after you log in as an administrator. It lists five steps that are checked automatically against your data, so they tick off on their own as you complete the work in the normal pages. There is nothing to mark as done by hand.

After you close it, reopen the guide at any time with the Setup Guide button in the top bar (it shows a Next badge while steps remain). Once every step is complete the button becomes a small round icon.

Dashboard Overview #

Open it from Sidebar → Dashboard. Use the Grade 11 and Grade 12 tabs in the top bar to switch the Grade Level being summarized.

Needs Attention #

Click Needs Attention to open the list. Each item links to the place where it can be fixed. Press Esc or click elsewhere to close it.

When the list is long, View all items at the bottom opens the full Scheduling Readiness report.

System Status and Quick Actions #

Below the charts, the System Status card gives a quick health check of the setup:

• Pathways — how many Tracks are configured.
• Shift Setup — how many Shift Types are in use.
• Teacher Coverage — subjects with at least one assigned teacher, out of all teachable subjects (green when all are covered).
• Teacher Load — whether every teacher has classes, or how many are idle.
• Subject Coverage, Specialized Rooms and Grid Capacity — the readiness checks, also shown in the Scheduling page and the Readiness report. View full breakdown opens that report.

The Quick Actions card at the bottom has shortcuts to Academic Setup, Teachers, Scheduling and Reports.

School Years #

A School Year groups everything for one academic year: its Terms, its sections and their schedules. Only one School Year can be active at a time, and the active one is what the Dashboard, Academic Setup, Teachers, Scheduling and Reports work on.

Adding a School Year

1. On the School Years tab, click School Year.
2. Type the School Year Name, for example 2027-2028 (up to 20 characters, must be unique).
3. Pick the Starts On and Ends On dates. The end date cannot be before the start date.
4. Under Set Up, choose how to start the year (shown once a previous year has terms):
   • Fresh creates only the School Year. You then add its Terms and sections yourself.
   • Copy builds the new year from an existing one. Pick it in Copy From and enter the start and end dates of each of its Terms. The Terms (names and order) and sections are copied, and subjects offered in a specific Term follow to the new year's Term with the same order. Schedules are not copied, and the source year is left unchanged.
5. Click Save School Year.

Activating, deactivating, editing and deleting

• Activate () makes a School Year the active one. The previously active School Year and its active Term are deactivated automatically.
• Deactivate () turns the active year off; its active Term is deactivated too. Most pages will show nothing until another year is activated.
• Edit () changes the name and dates.
• Delete () removes the year. If it still has Terms or sections, the confirmation says how many, and confirming with Delete all removes them together with all their schedules.

School Terms #

Terms divide a School Year (for example First and Second Semester). Schedules are always built for the active Term.

1. Open the School Terms tab and click School Term (it appears once at least one School Year exists).
2. Choose the School Year the Term belongs to.
3. Type the Term Name (for example First Semester) and its Term Order (1 for the first term, 2 for the second, and so on).
4. Set Starts On and Ends On. These dates decide how many weeks the term has, which is used to compute each subject's Total Hours.
5. Click Save School Term.

Use the row actions to edit, activate or deactivate a Term. Only one Term can be active, and only a Term whose School Year is active can be activated.

School Profile #

The School Profile is the letterhead printed at the top of the Class Program and teacher program reports.

Fill in the fields, choose logo files if needed, and click Save School Profile.

Principal Accounts #

The principal signs in to the read-only Principal Portal. Accounts are managed on the Principal Account tab.

1. Click Principal.
2. Enter the principal's First Name and Last Name, then save.
3. A window shows the new Username (the first name in lowercase) and Temporary Password (last name in lowercase plus the active School Year's ending year). Use the buttons to copy them and give them to the principal.

In the list, the status is Awaiting first login until the principal sets their own password, then Active. Row actions:

• Reset password puts the account back on the temporary password and shows the credentials again. The principal must change it on next login.
• Delete removes the account.

Backup and Restore #

A backup is a copy of all data (schedules, teachers, subjects, accounts, settings) and the uploaded logos. Make one before big changes such as deleting a School Year or restoring data.

• Create Backup makes a new backup on the server.
• Download saves a backup file to your computer. Keep copies somewhere safe, away from the server.
• Restore replaces all current data with that backup.
• Delete removes a backup file.
• Restore from File restores a .zip or .sql backup file from your computer with Upload & Restore.

The Type column shows Manual (created with the button), Uploaded (restored from a file) or Before restore (made automatically just before a restore).

Maintenance #

The Maintenance tab has three tools.

Maintenance Mode

Turn it on while you make large changes, so teachers and principals do not see half-finished schedules. While it is on, teachers and principals are signed out and cannot log in; administrators keep full access.

1. Optionally type a Message for users, shown to anyone who is locked out.
2. Click Turn On Maintenance Mode and confirm.
3. When finished, click Turn Off Maintenance Mode.

Cache

Clear Application Cache clears stored system data. Use it if a page shows outdated information after an update.

System Information

A read-only table of technical details about the server and application. Values shown in red need the attention of whoever maintains the server.

Tracks #

A Track is a group of subjects offered together. Every section follows exactly one Track, and only the subjects assigned to that Track appear when scheduling the section.

Adding or editing a Track

1. Click Track (or on an existing Track).
2. Enter the Track Name and a short Track Code, and optionally a Description.
3. Set Status to Active or Inactive. Inactive Tracks cannot be chosen for new sections or subjects.
4. Click Save Track (or Save Changes).

deletes a Track after confirmation.

Subjects and Activities #

Subjects are measured in hours per week. A subject is offered to a section only when it is assigned to the section's Track, matches its Grade Level, and is offered in the active Term.

Adding a subject

1. On the Tracks and Subjects tab, click Subject.
2. Enter the Subject Code and Subject Name.
3. Choose the Subject Type (Core or Elective) and the Grade Level.
4. Type the Hours per Week.
5. Choose the Offering: Year (Continuous) or one School Term.
6. Tick Requires Special Room if it needs a laboratory or workshop.
7. Under Tracks, tick each Track the subject belongs to.
8. Leave Status on Active and click Save Subject.

When editing a subject (), the window also shows its Total Hours, computed as Hours per Week × the weeks in its Term, and a summary of the current Term for each Track. Click Update Subject to save.

Activities

Switch on Other Activity for non-academic blocks such as Flag Ceremony or Homeroom Guidance. An activity only needs a name and status: it has no hours, no special room requirement and no Tracks, it is available to every section, and its teacher is optional when scheduling. Use the Activities filter to list them.

Sections #

A section is a class of students. Sections belong to the active School Year.

1. On the Sections and Rooms tab, click Section.
2. Enter the Section Name and, optionally, the Student Count.
3. Choose the Grade Level, Track and Shift Type. The Shift Type decides which time slots the section's timetable has.
4. Choose the Assigned Room: the section's default room, suggested first when scheduling. A room that is already another section's default room is disabled in the list.
5. Leave Status on Active and click Save Section.

Use the search box to find a section by name. Only active sections appear in Scheduling.

Rooms #

1. Click Room.
2. Enter the Room Name and choose the Room Type: General, Laboratory or Workshop.
3. Optionally enter the Capacity and Notes.
4. Set Status and click Save Room.

Subjects marked Requires Special Room belong in Laboratory or Workshop rooms: when placed from the Scheduling subject list only those rooms are offered, and the readiness checks compare their demand against the specialized rooms available. Only active rooms can be picked when scheduling.

Shift Timeframe Setup #

Each Shift Type has its own list of time slots, which become the rows of every timetable of that shift. The tab shows one column per Shift Type with its slots, their durations and labels, and a Break tag on break slots.

1. On the Shift Timeframe Setup tab, click Set Up (no slots yet) or Edit on the shift.
2. Click Add Slot for each period and enter its Start and End time. The duration is computed for you.
3. Optionally add a Label, such as Recess or Lunch.
4. Tick Break for breaks. Break rows never accept schedule entries.
5. Use the Active switch to hide a slot without deleting it, and to reorder slots.
6. Click Save Timeframe. Overlapping or invalid times are flagged on the row so you can correct them.

Teacher Directory #

The Current Room column shows where the teacher is teaching right now, based on today's schedule and the current time.

Adding a teacher

1. On the Teacher Directory tab, click Add Teacher.
2. Enter the Employee Number, First Name, Middle Name (optional) and Last Name.
3. Choose the Sex and the Faculty (the Grade Level the teacher belongs to).
4. Optionally enter a Contact Number and Email.
5. Leave Status on Active and click Save Teacher.
6. A window shows the teacher's login Username and Temporary Password. Note them down and give them to the teacher, then click Done.

Use the search box and the grade filter to narrow the list. To change a record, click Manage → Edit Record, update the fields and click Update Teacher.

Teacher Login Accounts #

Every teacher record automatically gets a login account:

Resetting a forgotten password

1. In the Teacher Directory, click Manage → Reset Password on the teacher's row.
2. Confirm with Reset Password. The old password stops working.
3. The credentials window shows the username and temporary password again. Give them to the teacher, who must choose a new password on their next login.

Teaching Assignments #

A teaching assignment says which subjects a teacher may teach. Only assigned teachers can be scheduled for a subject, both when adding entries by hand and when auto-generating.

1. Open the Teaching Assignments tab. Each row lists a teacher's assigned subjects; View all shows the full list.
2. Click Assign on the teacher's row.
3. Tick the subjects to add. Subjects already assigned are greyed out.
4. Click Assign Selected.

Load Monitoring #

The Load Monitoring tab lists each teacher's Weekly Load in hours for the active Term, plus the hours on each day from Monday to Friday. Use the grade filter to show one Grade Level.

Loads are computed directly from the teacher's schedule entries and update after every schedule change. There is no load cap to configure: a teacher is only blocked from a time slot by an actual scheduling conflict (already teaching another class at that time).

The same load figures appear in the Teacher Load report and, for principals, under Monitoring → Teacher Load.

The Scheduling Workspace #

On smaller screens the panel moves above the timetable, and the timetable can be scrolled sideways.

Choosing a Section #

1. Click a Grade Level button (for example Grade 11) to show its sections. The number next to it is how many active sections it has.
2. Click a section. Its timetable and subjects load immediately, without reloading the page, and the section stays highlighted.

The colored dots show each section's progress, and are refreshed after every change:

Only active sections of the active School Year are listed.

Reading the Timetable #

Rows are the time slots of the section's Shift Type, with their Start, End and Duration; columns are Monday to Friday. Yellow rows are breaks and never accept classes.

• Occupied cells are colored by subject (each subject always gets the same color) and show the subject, its hours and room, and the teacher.
• Empty cells are white and read Available.
• A slot can hold more than one entry when their durations fit inside it, for example two 30-minute classes in a 60-minute slot. The free part of a partly used slot reads + Add · 30m left.
• Clicking a cell outlines it in blue. Hovering an occupied cell shows its Edit and Delete buttons.

An entry's assigned hours come from its duration: 60 minutes = 1:00 hour, 30 minutes = 0:30. Hours are written as hours:minutes throughout this page.

Adding a Schedule Entry #

The quickest way to add a class is to click an empty cell. The Scheduling Panel turns into a New Entry form that walks you through four steps; its header shows the day, time and free minutes of the cell.

1. Click an empty cell (Available or + Add) in the timetable.
2. Subject. Pick a subject. Each one shows its code, scheduled / required hours and status. Only subjects of the section's Track, Grade Level and active Term are listed, plus the Activities.
3. Teacher. Pick a teacher. Only teachers assigned to the subject are listed; a teacher who already has a class at this day and time is marked Conflict and cannot be chosen. Each teacher shows their current assigned hours.
4. Duration. Type the minutes or click a quick pick (30m, 45m, 60m, 90m or Full, the whole free time). The preview shows the hours added and whether the subject will still have hours left, Completes the week, or Exceeds by some time. Click Continue.
5. Room. Pick a room. The section's default room is listed first; rooms already used at this time are marked Booked. Or click Save without a room.

The entry is saved the moment a room is picked. The cell fills in, the subject hours, status dots and panel refresh, and a green toast confirms it. The panel then returns to its overview.

Placing a Subject from the List #

The Subjects list in the panel offers a second way to schedule, handy for placing the same subject in several slots:

1. Click a subject in the panel's Subjects list to expand it.
2. Choose the Teacher (if the subject already has a teacher in this section, that teacher is used automatically). For subjects that need a special room, also choose a laboratory or workshop Room. Only teachers with at least one open slot in this section are offered, with the number of open slots.
3. A token labeled Subject + Teacher appears. Either:
   • click the token to highlight every free cell where it fits (green dashed outline), then click a highlighted cell; or
   • drag the token onto a highlighted cell.

The duration is chosen automatically: the hours the subject still needs, up to the free time in the cell. Press Esc to drop the selection.

Editing and Deleting Entries #

Editing an entry

1. Hover the occupied cell and click Edit.
2. In Edit Schedule Entry, change the Day of Week, Time Slot, Subject, Duration (minutes), Teacher or Room. The Section and Shift Type are shown for reference, and the Assigned Hour is recalculated from the duration.
3. Click Update Schedule Entry. All conflict and hour checks run again before saving.

Deleting an entry

1. Hover the occupied cell and click Delete.
2. The window shows the day, time and subject. For an activity without a teacher that also exists in other sections at the same day and time, you can tick those sections to delete it there too.
3. Click Delete Entry, or Cancel.

The cell empties and the hours, status and dots update immediately.

Moving, Swapping and Copying #

Occupied cells can be dragged with the mouse. Two different gestures keep moving and copying separate:

• The drag locks to the first direction you move in (a row or a column); it never bends into an L shape.
• Break rows and occupied cells crossed by a copy are skipped, never overwritten.
• While dragging, valid targets are highlighted green and invalid ones red.
• If a drop is not allowed, the cell snaps back, nothing is saved, and a red toast explains why. If some copies have warnings (for example exceeded hours), you are asked to review them; skipped cells are reported in a gray toast.
• A double-clicked cell that is not dragged within 5 seconds returns to normal.

Conflicts and Warnings #

Every save, edit, move, swap and copy is checked. Blocking problems stop the change and show a red message; warnings ask you to review and decide.

A section may have the same subject more than once on the same day; this is allowed without any warning.

Scheduling Activities #

Activities such as Flag Ceremony are added the same way as subjects, but with a shorter flow: pick the activity, optionally a teacher of the section's Grade Level who is free at that time (or Continue without a teacher), then the duration, and click Save Activity. Activities count toward no subject hours.

After you add an activity, the system offers to add it to other sections that are still free at the same day and time. The window Add activity to other sections? lists them by Grade Level; keep Select all sections ticked or choose specific ones, then click Add to N sections. Close the window to skip.

Tracking Subject Hours #

The Subjects list in the panel works as the section's hour tracker. For each required subject it shows the subject and its teacher, the scheduled / required hours, a progress bar and the status:

Above the list, Schedule Status shows the whole section: Unscheduled (no entries), Incomplete, or Complete once every required subject reaches its hours. A legend explains the dot and cell colors, and the Entries badge counts the section's entries. Everything updates after each change.

Auto-Generate Schedule #

Auto-generate fills the empty required-subject hours of the sections you choose, with zero teacher or room conflicts, spreading the load across qualified teachers. Existing entries are never changed.

1. Click Generate Schedule at the top of the Scheduling page.
2. Tick one or more Year Levels. Their sections are listed with their status.
3. Tick the sections to fill, or Select all. Click a section to open its detail panel, which shows each subject as Teacher available, No free slot, No teacher or Complete.
4. If some ticked sections were generated before, a review step asks what to do with each one:
   • Skip — leave the section as it is.
   • Lock & fill remaining — keep its entries and only fill what is missing.
   • Regenerate all — replace its generated entries. Entries added or edited by hand are kept.
5. Click Generate.

A summary appears in the Auto-Generate panel: how many entries were placed and how many sections are now Complete. Subject/section pairs that could not be placed (for example because no teacher is assigned or no slot is free) are reported as needing manual attention; fix the cause and generate again, or place them by hand.

Removing Schedules #

1. Click Remove Schedules.
2. Tick the Year Levels, then the sections to clear (sections without entries cannot be ticked).
3. Click Remove Schedules and confirm with Remove.

Report Types #

Choose a report with the buttons at the top of the page:

Choosing What to Report #

1. Click the report type.
2. Choose the School Year and Term. They start on the active ones, but earlier periods can be chosen to look back.
3. Narrow by Grade Level if needed, then choose the Section, Teacher or Room the report is about.
4. The preview below updates to show the report.

Printing and Exporting #

• Print prints the preview exactly as shown (filters and menus are left out). Available for every report once it has data.
• Export PDF downloads an A4 landscape PDF with the letterhead, for Section and Teacher Schedules.
• Export Excel downloads the same program as an Excel workbook, for Section and Teacher Schedules.

The buttons are greyed out until a section or teacher with a timetable is selected.

Principal Dashboard #

The Dashboard is the principal's home page after login.

• Summary tiles: percentage of complete schedules, sections, active teachers, classes per week and teaching hours per week.
• Schedule Completion: a bar per Grade Level split into Complete (green), Incomplete (yellow) and Not started (red). Click a Grade Level name to open its section schedules.
• Scheduling Readiness: the four checks; Details opens Monitoring → Readiness.
• Sections Not Yet Complete: click a section to open its timetable.
• Highest Teacher Loads: the busiest teachers with their weekly hours; click a name to open that teacher's schedule, or All teachers for the full list.

Viewing Schedules #

Under Schedules in the sidebar:

• Grade 11 / Grade 12 open the section schedules of that Grade Level. Click a section button to view its Class Program.
• Teachers opens the list of teachers. Click a row, then View Teacher Schedule, or pick a teacher from the drop-down on a teacher schedule page. All Teachers returns to the list.

These pages work exactly like the teacher's (see Section Schedules), including Print, PDF and Excel.

Monitoring #

Under Monitoring in the sidebar:

My Schedule #

After logging in you land on My Schedule.

The Teachers Individual Program lists your classes for each day and time, with your total hours. If you have no classes yet, the page says No scheduled classes for this term.

Section Schedules #

1. In the sidebar, click Grade 11 or Grade 12.
2. The Grade Level buttons and that grade's section buttons appear at the top. Click a section.
3. The section's Class Program is shown, with chips for the School Year, Term, Grade Level, section and Shift Type.

A section without entries shows No schedule has been set for this section yet.

Teachers List #

Teachers lists every teacher with their employee number, Grade Level, contact, weekly load, current room and status.

• Type in the search box to filter by name or employee number.
• Click a teacher's row to select it, then View Teacher Schedule to see their program.
• View Assignment in the Assignment column shows the subjects the teacher is assigned to, with their hours per week.
• On a teacher's schedule, pick another teacher from the drop-down to switch; your own name is marked (me).

Printing and Exporting Your Schedule #

The buttons at the top of every schedule page work on the schedule being shown:

• Print opens your browser's print window with just the program.
• PDF downloads it as a PDF file with the school letterhead.
• Excel downloads it as an Excel workbook.

On a phone the buttons show only their icons. They are greyed out when there is no timetable to export.

Common Problems #

Frequently Asked Questions #

Can two classes share one time slot?

Yes, when their durations together fit in the slot (for example two 30-minute classes in a 60-minute slot). A leftover of 15 minutes or less is not treated as a usable period.

Can a section have the same subject twice on one day?

Yes. There is no restriction or warning for this.

How are a subject's Total Hours computed?

Hours per Week multiplied by the number of weeks between the start and end dates of the subject's Term (or of the School Year for Year subjects). Set those dates in Admin Settings.

Is there a maximum teaching load?

No load cap is configured. Loads are computed from the schedule and shown in Load Monitoring and the reports; a teacher is only blocked by an actual time conflict.

What happens to schedules when the next Term starts?

Activating the next Term of the same School Year carries the previous Term's entries forward (once), leaving out subjects not offered in the new Term. Adjust them in Scheduling as needed.

How do I start a new School Year quickly?

Add the School Year with Copy. Terms and sections are copied from the chosen year; then activate the new year and its first Term, review assignments and generate the schedules.

I deleted something by mistake. Can it be recovered?

Only from a backup. Restore the most recent backup in Backup and Restore; note that this replaces all current data with the backup's contents.

Can this guide be read without logging in?

Yes. Open it from the User Guide button on the landing page, and use Download PDF for an offline copy.

Status Colors and Badges #

Mouse and Keyboard Gestures #

Icon Legend #