Timetable Settings

Timetable settings control how the module behaves for your institution — from how sessions are published and whether rooms can be assigned across campuses, to what information students see in the portal. Settings require the timetable.settings.manage permission.

Access Settings

Go to Timetable → Settings to view and edit all timetable configuration options. Changes take effect immediately for new actions; existing publications and sessions are not retroactively affected by setting changes.

Scheduling Settings

Default Time Slot Template

Select the time slot template that is pre-selected when a planner opens the meeting pattern form. Setting a default speeds up data entry when most allocations follow a standard lecture or tutorial schedule.

Default Publish Scope

Controls whether the publish action defaults to publishing the full term or a single allocation. Set to term to default to full-term publication. Planners can override this at publish time.

Allow Cross-Campus Room Assignment

When disabled (the default), rooms can only be assigned to sessions where the room's campus matches the allocation's term campus. Enable this setting if your institution uses shared rooms across campuses and planners need to assign them freely. Changing this setting does not affect existing meeting patterns.

Conflict Policy

Determines how the system handles soft conflicts at publication time. When set to strict, all soft conflicts must be acknowledged before publishing is allowed. When set to permissive, soft conflicts can exist without acknowledgement and do not block publication.

Portal Settings

Portal settings control what students see in their Student Portal timetable view. These settings are under Timetable → Settings → Portal.

Show Room

When enabled, the room name and location are shown to students on each session in the portal. When disabled, students see only the session time and module details. Default: enabled.

Show Staff

When enabled, the names of assigned teaching staff are shown to students on each session. Default: enabled.

Show Cancelled Sessions

When enabled, cancelled sessions are displayed in the student portal with a visual cancelled indicator and the cancellation reason. When disabled, cancelled sessions are hidden from the student view entirely. Default: disabled.

Note: These settings apply to the student portal only. Admin and staff views in the Timetable module always show room, staff, and cancelled session details regardless of these settings.

Time Slot Templates

Time slot templates are reusable named time slot configurations that planners can apply when creating meeting patterns. Each template defines a day of week, start time, end time, and session type. Using templates ensures consistency across allocations and reduces manual entry errors.

Create a template

1. Go to Timetable → Settings → Templates.
2. Click New Template.
3. Fill in the template details:
   • Name — a descriptive label such as "Standard Lecture" or "Afternoon Lab Block".
   • Description — optional longer description for planners.
   • Day of Week — the day this template applies to.
   • Start Time / End Time — the time range.
   • Session Type — the type of teaching session this template is designed for.
   • Set as Default — if enabled, this template is pre-selected in the meeting pattern form for the chosen session type. Only one template per session type can be the default.
4. Click Save.

Templates can be reordered using the Sort Order field. Lower numbers appear first in the template selector dropdown.

To deactivate a template without deleting it, set its status to Inactive. Inactive templates no longer appear in the meeting pattern form but are retained for historical reference.

Term Rollover

Term rollover copies all teaching allocations and meeting patterns from a completed term into a new term's draft timetable. This saves significant effort at the start of each semester by pre-populating the new term's allocations from the previous one, rather than building from scratch.

Note: Session instances are not copied. After rollover, you must generate sessions for each allocation in the new term. Staff assignments and room assignments are optionally copied depending on the rollover settings.

Perform a rollover

1. Go to Timetable → Settings → Term Rollover.
2. Click New Rollover.
3. Select the Source Term — the term to copy from.
4. Select the Target Term — the new term to copy into. The target term must already exist.
5. Choose rollover options:
   • Copy Staff Assignments — when enabled, the staff members and their roles are copied to the new allocations.
   • Copy Room Assignments — when enabled, the room assignments in meeting patterns are carried forward.
6. Click Start Rollover.

The rollover runs in the background. Refresh the page to see the updated status. When complete, the status changes to Completed and shows the number of allocations and patterns copied.

After rollover, review each allocation in the new term to verify staff and room assignments are still appropriate, add any new allocations that did not exist in the prior term, and generate sessions using the new term's calendar.

Important: Rollover creates all allocations in Draft status. No sessions exist until you generate them. The previous term's published timetable is not affected in any way by a rollover operation.

Permissions Reference

Next: Timetable Overview