1. wTimetable Guidance – Part 1: Pre-Planning

The Relationships page is used to define the relationships between Subjects, Staff and Rooms. These relationships are used throughout Curriculum Building and support the Auto Schedule process by identifying which staff can teach each subject and which rooms are available for delivery.

This section covers how to:

• Managing Staff Relationships
• Managing Room Relationships
• Managing Preferred Rooms

Navigate to Modules > wTimetable, open the required Project and Timetable file, then select Relationships.

Managing Staff Relationships

Ensure the Staff view is selected.

To add staff to a subject, select the required Subject from the left-hand panel, then select Add Staff.

Select one or more staff members and choose Save & Exit.

The selected staff members will be added to the subject and displayed in the centre panel.

To remove staff from a subject, select the required staff member(s), then select Remove, or use the Remove icon under Actions.

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Managing Room Relationships

Ensure the Room view is selected.

To add rooms to a subject, select the required Subject from the left-hand panel, then select Add Room.

Select one or more rooms and choose Save & Exit.

The selected room(s) will be added to the subject and displayed in the centre panel.

To remove rooms from a subject, select the required room(s), then select Remove, or use the Remove icon under Actions.

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Managing Preferred Rooms

Preferred rooms can only be assigned to staff members who are linked to the same subject.

Ensure the Staff view is selected.

For the required staff member, open the Select a Room dropdown and select the preferred room.

The selected room will be assigned as the staff member’s preferred room.

Note: If the same room is assigned to multiple staff members, a warning message will be displayed. This is for information only and no action is required.

Additional Information

A staff member’s preferred room:

• Is assigned automatically when the staff member is added to a class in Curriculum Plan, unless a room has already been assigned.
• Will still be assigned even if it is already in use during the same period.
• Is not assigned when adding additional staff to an existing class.

Tip: Preferred rooms can also be assigned from the Room view by selecting the required room and assigning one or more staff members.

To remove a preferred room, open the Select a Room dropdown for the required staff member and select Not Selected.

The Subject Information page is used to define the curriculum model for each year group by specifying the subjects to be taught, the number of classes and periods required, and how subjects are organised into groups. This information is used to calculate staffing requirements and forms the basis of the timetable.

This section covers:

• Managing Pupil and Class Information
• Managing Subjects
• Managing Groups
• Managing Linear Groups
• Managing Option Groups
• Managing Complex Groups
• Importing Options
• Subject Information Preview

Navigate to Modules > wTimetable, open the required Project and Timetable file, then select Subject Information.

Managing Pupil and Class Information

The Pupil and Class Information section is used to define the pupil numbers for the selected Year Group and calculate the recommended number of classes required for core subjects. These values are also used to calculate the staffing contact time required to deliver the curriculum.

Select the required Year Group from the Select Year Group dropdown.

The following information is displayed:

• Total Pupils – Displays the total number of pupils in the selected Year Group imported from the MIS. This value can be amended if required.
• Total Pupils – Displays the total number of pupils in the selected Year Group imported from the MIS. This value can be amended if required.
• Classes for Core Subjects – Calculated automatically by dividing the Total Pupils by the Pupils per Class value and rounding up to the nearest whole number. This provides a recommended number of classes for core subjects such as English, Mathematics and Science.

Note: The Classes for Core Subjects value acts as a planning guide and is used to populate the default Number of Classes when subjects are added. This recommendation does not typically apply to Post-16 year groups.

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Managing Subjects

The Subjects panel is used to define the subjects required for the selected Year Group, together with the number of classes and teaching periods required for each subject. This information is used to calculate the staffing contact time required to deliver the curriculum.

Adding Subjects

Select Add Subjects.

The Add Subjects window displays all active subjects imported into the project during the Project Wizard.

Select the required subject(s), or use the checkbox at the top of the list to select all subjects, then select Add Subjects.

The selected subjects will be added to the Subjects panel.

Updating Subject Details

The following values can be amended directly within the Subjects panel:

• Number of Classes – Defaults to the Classes for Core Subjects value calculated in Pupil and Class Information and can be amended as required.
• Period Count – Defaults to 1 and can be amended to reflect the number of teaching periods required.

Tip: Use the Tab key to move quickly between fields when updating the Number of Classes or Period Count for multiple subjects.

Copying and Removing Subjects

Select the three dots menu icon next to a subject to access the following options:

• Copy Subject – Creates a duplicate of the selected subject, retaining the same Number of Classes and Period Count.
• Remove Subject – Removes the selected subject from the Subjects panel.

Tip: Select Remove to remove all subjects from the Subjects panel.

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Managing Groups

Groups are used where subjects need to be delivered together or scheduled in a specific way. The Groups panels allow subjects to be organised into:

• Linear Groups – Used where all classes within a group study the same combination of subjects.
• Option Groups – Used where subjects are scheduled simultaneously.

When using groups, the required group must be created before subjects can be assigned.

Note: Subjects do not always need to be assigned to a group. Subjects can remain as standalone subjects within the Subjects panel and will be created as simple blocks when the curriculum plan is built through Block Planning.

Creating Groups

Once subjects have been added to the Subjects panel, the Linear Groups and Option Groups panels become available.

Select the + icon in the required panel to create a new group placeholder.

Tip: Multiple empty Linear Groups and Option Groups can be created before assigning subjects.

Adding Subjects to Groups

Once a group has been created, subjects can be assigned using either of the following methods:

• Select the three dots menu icon next to the required subject and choose Add to Linear Group or Add to Option Group.
• Drag and drop the subject into the required group using the drag handle.

Additional Information:

• Subjects can be moved between groups and between group types.
• A subject can belong to multiple groups.
• A subject cannot be added more than once to the same group.
• If a subject is removed from a group, it is returned to the Subjects panel and retains its Number of Classes and Period Count.

Group Actions

Select the three dots menu icon on a group to access the following options:

• Rename – Rename the group. Group names must be unique within the selected Year Group.
• Delete – Delete the group. Any subjects within the group will be returned to the Subjects panel.

Groups can also be collapsed or expanded by selecting the arrow next to the group name.

• Collapse – Collapse the group to reduce the amount of information displayed.
• Expand – Expand a collapsed group to display all subjects within that group.

Tip: Subjects can still be added to a group while it is collapsed.

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Managing Linear Groups

Linear Groups are used where all classes within a group study the same combination of subjects. Subjects within a Linear Group share the same Number of Classes, however, the Period Count can differ for each subject.

Creating a Linear Group

Create a Linear Group by adding subjects to an empty Linear Group placeholder.

The first subject added to a Linear Group becomes the default subject. Any additional subjects added to the group will automatically inherit the same Number of Classes value as the default subject. The Period Count remains independent and can be adjusted for each subject.

Updating the Number of Classes

To update the Number of Classes for all subjects within a Linear Group, select the three dots menu icon for the Linear Group and choose Edit Number of Classes.

Enter the required value and select Save.

The updated value will apply to all subjects within the Linear Group.

Note: If the Number of Classes is set to 0, the system will automatically change this value to 1.

Updating the Period Count

The Period Count can be updated individually for each subject within a Linear Group.

Select the Period Count value for the required subject and enter the new value.

Note: Updating the Period Count for one subject will not affect the other subjects within the Linear Group.

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Managing Option Groups

Option Groups are used where subjects are scheduled simultaneously. Subjects within an Option Group will typically have the same Period Count, although the Number of Classes can differ between subjects.

Creating an Option Group follows the same process as creating a Linear Group. For details on creating a group and adding subjects, see Managing Linear Groups.

Tip: For Option Groups, create the required number of groups first, then add subjects to each group. This avoids adding the same subject multiple times to the Subjects panel before assigning them to the appropriate group.

The first subject added to an Option Group becomes the default subject. Any additional subjects added to the group will automatically inherit the same Period Count value as the default subject. The Number of Classes remains independent and can be adjusted for each subject.

Updating the Period Count for All Subjects

To update the Period Count for all subjects within an Option Group, select the three dots menu icon for the Option Group and choose Edit Period Count.

Enter the required Period Count and select Save.

The updated value will apply to all subjects within the Option Group.

Note: If the Number of Classes is set to 0, the system will automatically change this value to 1.

Updating the Number of Classes

The Number of Classes can be updated individually for each subject within an Option Group.

Select the Number of Classes value for the required subject and enter the new value.

Note: Updating the Number of Classes for one subject will not affect the other subjects within the Option Group.

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Managing Complex Groups

Complex Groups are created when an Option Group requires subjects within the same block to have different Period Counts.

Users can edit the Period Count for individual subjects within an Option Group, by selecting the Period Count value for the required subject and entering the new value.

When subjects within the same Option Group have different Period Counts, the Option Group is automatically changed into a Complex Group and identified with a C in the Preview table at the bottom of the Subject Information page.

The Subject Information page is simply used to define the required Number of Classes and Period Count values to calculate staffing requirements. Once an Option Group has become a Complex Group, it should be configured further in Curriculum Plan, where the different class structures can be managed.

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Importing Options

The Import Options function allows timetable patterns created in the Options module to be imported into Subject Information and used to create Option Groups for Year Groups 9, 10 and 12.

Note: Only timetable patterns marked as Set as Final will be imported. If a finalised option pattern is not available for any of the required year groups, a message will be displayed stating “No Options pattern to import.”

Important: Importing options will replace any previously imported Option Groups. Any manually created groups will remain unchanged.

Select Import Options on the right-hand side of the page.

A confirmation message will be displayed.

Select Continue to proceed with the import.

The imported Option Groups will be updated based on the selected timetable patterns.

Import Rules

When importing options:

• Timetable Pattern Year Groups are offset by one year when imported into the wTimetable module. For example, a Year Group 8 timetable pattern will be imported into Year Group 9.
• The Number of Classes for Option Groups are based on the imported timetable pattern.
• If changes have been made on the Block Planning page for a Year Group, that Year Group will be excluded from the import process.
• Class names are imported from the timetable pattern and can be edited through the expanded blocks view in Curriculum Plan.

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Subject Information Preview

The Subject Information Preview table, located at the bottom of the page, provides an overview of the subject, class and period requirements for the selected Year Group, based on the information entered in the Subjects, Linear Groups, and Option Groups panels.

The Preview updates dynamically as changes are made to the curriculum structure.

The Preview displays:

• Subjects by Class and Subject Information Group.
• The type of group each subject belongs to:
  • L – Linear
  • O – Option
  • C – Complex
• The number of rows displayed represents the Number of Classes required for each group.

Class Codes

Class codes are created by combining the Year Group with sequential numbering.

For example:

• 0801 = Year Group 08, Class 01

Note: Class codes are used for general planning purposes only. Actual class names are defined using Class Name Definition in Settings.

Summary Information

The blue summary at the top of the Preview Table displays the timetable cycle information, including:

• Number of Weeks
• Number of Days
• Number of Periods

For example: 1 weeks, 5 days, 25 periods

Two summary rows at the bottom of the Subject Information Preview table display:

• Per cycle – The number of periods required per class for the timetable cycle.
• Total – The total number of periods required for the group for the timetable cycle.

Note: If the total number of periods required exceeds the total number of periods available in the timetable cycle, the overall total displayed in the Subject Information Preview table will be highlighted in red.

The Staffing page is used to assign Contact Time (the number of periods a member of staff is available to teach) to specific Subjects and Year Groups. This information is used during Curriculum Planning and Scheduling to ensure teaching allocations remain within each staff member’s available Contact Time.

Contact Time can only be assigned to staff who have an existing subject relationship configured in the Relationships page.

This section covers:

• Using the Staffing Page
• Assigning Contact Time
• Comparing Staffing Capacity

Navigate to Modules > wTimetable, open the required Project and Timetable file, then select Staffing.

Using the Staffing Page

The Staffing page includes search, filtering and sorting tools to help locate and review data.

Searching

Use the Search field at the top of the page to search the table using any information displayed within it.

This can include information such as Name, Staff Code, Department, Subject, or Contact Time.

Filtering

The table can be filtered by:

• Name
• Staff Code
• Department
• Subject
• Contact Time

When filtering by Subject or Department, an additional Subject Total summary row is displayed. This shows the total Contact Time required for the selected Subject or Department, making it easier to compare the teaching requirement against the available Staff Contact Time.

Note: The existing Total row is not affected by filtering.

Sorting

The table can be sorted by:

• Name
• Staff Code
• Department
• Subject

Note: Sorting by Department or Subject applies to the expanded subject rows.

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Assigning Contact Time

Updating Total Contact Time

To update a staff member’s Total Contact Time, select the Edit icon, or double-click the required staff record.

Enter the required Total Contact Time and select the ✓ icon to save the changes.

Assigning Contact Time by Subject and Year Group

Expand the required staff member using the arrow next to their name to display the subjects previously assigned to them in the Relationships page.

Tip: Use the Expand All toggle to expand or collapse the subjects for all staff members.

To copy a staff member’s Total Contact Time to their first assigned subject, select Update.

Note: When using Update:

• Only the first assigned subject is updated.
• Additional subjects remained unchanged.
• If the first subject is later removed from the Relationships page, the remaining Contact Time values are not updated automatically.

To update the Contact Time for a subject, select the Edit icon, or double-click the required subject row.

Enter the required Total Contact Time for the selected Subject, then allocate that Contact Time across the applicable Year Groups by entering the number of teaching periods for each.

Once complete, select the ✓ icon to save.

Tip: Assigning Contact Time at both subject and year group level improves the accuracy of curriculum planning.

Check that the Total Main Hours value matches the staff member’s Total Contact Time.

Note: If Total Main Hours is displayed in red, review the Contact Time allocated to each Subject and Year Group to ensure it matches the staff member’s Total Contact Time.

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Comparing Staffing Capacity

The bottom of the Staffing page provides a comparison between the total Staff Contact Time available and the total number of teaching periods required, based on the configuration in Subject Information. This comparison helps identify whether sufficient staffing capacity is available to deliver the planned curriculum before progressing to Curriculum Planning and Scheduling.

The following summary rows are displayed:

• Total – Displays the total Staff Contact Time available across all staff members.
• Subject Info. Total – Displays the total number of teaching periods required, calculated from the Number of Classes and Period Count configured in Subject Information.

Comparing these totals indicates whether sufficient staff capacity is available to deliver the planned curriculum.

The Block Planning page is used to begin creating the curriculum model for each Year Group using the information configured in Subject Information. It also provides feedback and suggestions on staffing and resourcing based on the minimum requirements configured in the Relationships, Subject Information, and Staffing pages. Once complete, the blocks can be generated for use in Curriculum Plan.

Note: This step is optional. Bands and Blocks can be created directly in the Curriculum Plan page if preferred.

This section covers how to:

• Reviewing Year Group Readiness
• Creating the Band structure
• Assigning Classes to Bands
• Generating Blocks

Navigate to Modules > wTimetable, open the required Project and Timetable file, then select Block Planning.

Reviewing Year Group Readiness

Select the required Year Group to review its readiness.

If a Year Group does not meet the minimum requirements, it will be highlighted in red.

A warning message will identify the subjects that do not have sufficient planned resources.

Hover over the Information (i) icon to view recommended actions, which may include:

• Reviewing Contact Time on the Staffing page for the affected subjects.
• Reviewing the Subject Information page and considering the use of Linear Groups or grouping subjects together to provide greater flexibility where staffing resources are limited.
• Considering the use of additional Bands to reduce staffing constraints.

Additional Information

The following information is displayed for each Year Group:

• Staff Number – The number of staff members assigned Contact Time for the selected Year Group on the Staffing page.
• Total Contact Time – The total Contact Time allocated to the selected Year Group on the Staffing page.

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Creating the Band Structure

The first step in building the timetable structure is to define the required number of Bands for the selected Year Group. Once created, classes can be distributed across the bands to form the required blocks.

Enter the required number of Bands, then select Apply.

Note: The Pupils figure is populated from the Subject Information page.

The timetable structure is updated to include the additional band(s).

Tip: The summary at the bottom of the page displays the number of Periods, Classes, and Total periods required for the selected block.

To rename a Band, select the Edit (pencil) icon and update the Band name as required.

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Assigning Classes to Bands

Once the required Bands have been created, classes can be assigned to them by selecting the Edit (pencil) icon for the required Block.

This opens the Class Distribution window, where the distribution method can be selected.

Split Bands

Use Split Bands to share the classes within a block across the selected bands.

Enter the required Number of Classes for each band, ensuring the total matches the overall Number of Classes, then select Save.

Cross Bands

Use Cross Bands to make a block available across multiple bands.

Select the consecutive bands in which the block should appear, then select Save.

Note:

Custom Distribution

Custom Distribution is available for Simple and Linear Blocks only and allows classes to be grouped across consecutive Bands to create custom Band groupings.

Select Add New.

Select the bands to include within the group.

Enter the corresponding Number of Classes.

Select Create.

Repeat for any additional band groups, then select Save.

Note: The following rules apply when creating custom band groups:

• A band can either belong to one band group or remain ungrouped.
• A band group must contain consecutive bands.
• The total number of classes across all band groups must equal the overall Number of Classes.

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Generating Blocks

Once the timetable structure has been configured, the blocks can be generated for the selected Year Group. This creates the initial block structure in the Curriculum Plan page, where it can be reviewed and further refined as required.

Select Generate Blocks.

Once the process is complete, a success message is displayed to confirm that the blocks have been successfully generated.

Subsequent Generations

Each time Generate Blocks is selected after the initial generation:

• A new timetable version is created.
• The previous timetable version is saved as a backup.
• A confirmation message is displayed before the new timetable version is created.

Important: If the number of Bands is increased on the Block Planning page, the corresponding Year Group in Subject Information is disabled to prevent data inconsistencies. To re-enable Subject Information, the Year Group must be Reset. Resetting the Year Group returns the Block Planning page to a single-band structure, and the band structure will need to be recreated before blocks can be generated again.