Managing Sessions
After a timetable is published, individual session instances can still be cancelled or rescheduled through controlled workflows. These actions do not modify the original published session — instead, they create new session records that reflect the change, keeping the historical record intact and ensuring students see the updated information immediately.
Session Statuses
| Status | Meaning |
|---|---|
| Draft | The session has been generated from a meeting pattern but has not yet been confirmed. Visible to planners only. |
| Confirmed | The session has been reviewed and is ready for publication. Still invisible to students. |
| Published | The session is live and visible to students and staff in schedule views. |
| Cancelled | The session will not take place. Students see it as cancelled in their schedule (subject to the tenant's portal display setting). |
| Rescheduled | The session has been moved to a new date, time, or room. The original instance is marked rescheduled and links to the new replacement instance, which is immediately published. |
Cancel a Session
Use session cancellation when a single class will not take place — for example, a lecturer is unexpectedly unavailable, or a room is out of service for a specific day.
- Go to Timetable → Sessions and find the session you need to cancel, or open the allocation and locate the session in the session grid.
- Click the session to open its detail panel.
- Click Cancel Session.
- Enter a Reason for the cancellation. This is required and must be at least 10 characters. The reason is shown to students if cancelled sessions are displayed in the portal.
- If the Communication module is configured, a Notify students and staff checkbox is shown. It is enabled by default.
- Click Confirm Cancellation.
The original session instance is not modified. A new session record with Cancelled status is created and linked to the original. Students are notified immediately if notifications are enabled.
Important: Session cancellation is irreversible via this action. If you cancel a session by mistake and need to restore it, use the reschedule action to create a new session for the same date and time. You cannot un-cancel a session directly.
Reschedule a Session
Use rescheduling when a session needs to move to a different date, time, or room — for example, a lecture swapped from Monday to Wednesday because of a public event.
- Locate the session in Timetable → Sessions or via the allocation's session grid.
- Click the session and select Reschedule Session.
- Set the new session details:
- New Date — the replacement session date. Must fall within the term dates. Blackout dates are disabled in the date picker.
- New Start Time / New End Time — the replacement session times.
- New Room — optionally assign a different room for the rescheduled session. The room picker shows availability for the new date and time.
- Reason — a required explanation for the reschedule, visible to students.
- After selecting the new date, time, and room, the system runs a live conflict check against the proposed slot. Hard conflicts (such as room double-booking at the new time) are shown as a red alert and block saving. Soft conflicts are shown as warnings but allow saving.
- If the Communication module is configured, confirm whether to notify affected students and staff.
- Click Reschedule.
The original session instance is marked Rescheduled and linked to the new session instance. The replacement session is created with Published status and is immediately visible to students. Both the original and the replacement appear in the session grid: the original with a strikethrough style and the replacement in its normal published colour.
Note: Rescheduling creates a new published session. If the new session itself needs to be cancelled or rescheduled again, use the same cancel or reschedule actions on the replacement instance.
View Sessions
All session instances across a term can be viewed from Timetable → Sessions. The sessions list supports filtering by date range, allocation, room, staff member, session type, and status. This is the most efficient way to find a specific session when you know the date or room but not the specific allocation.
From an individual allocation's detail page, the Session Grid shows all sessions for that allocation in a calendar-style weekly view. Sessions are colour-coded by type (lectures in blue, tutorials in green, labs in violet, workshops in amber, seminars in sky blue). Sessions with conflicts show a small indicator dot in the top corner — red for hard conflicts, amber for soft conflicts. Clicking a session opens its detail panel where you can view full details or take management actions.
Next: Availability Rules