GETTING STARTED GUIDE

How to Use Timetable Marvel

Follow this step-by-step guide to configure your school segments, roster staff, and generate conflict-free timetables.

Pre-Loaded with Demo Data

To help you get familiar with the scheduling system, we have pre-loaded this account with realistic sandbox data (including primary/pre-primary classrooms, teachers, workloads, and active rosters). Feel free to explore the interactive live grid, edit assignments, or mark test attendance. Once you are comfortable, follow the steps below to set up your own staff and classrooms!

Guide Sections
0. Sandbox & Demo Data 1. Wipe Sandbox Data 2. Classrooms & Timings 3. Add Teachers Roster 4. Define Daily Workloads 5. Allocate Timetables 6. Daily Substitutions
STEP 0

0. Explore the Interactive Demo

Before wiping the databases, use the preloaded demo dataset to learn how the grid works:

  • Go to the Live Grid, select a classroom segment (e.g., Primary), and click on any grid cell to see automated suggestions.
  • Go to Attendance, select the current date, mark a teacher "Absent", and observe how the dashboard highlights replacement suggestions.
  • View ready-to-print reports under the Timetables tab.
STEP 1

1. Wipe Sandbox Data & Start Fresh

When you are ready to configure your own school, you must delete the sample data to avoid mix-ups:

  • Navigate to the Excel Data Import Hub.
  • Scroll to the Reset Database box and click Reset All Data. This deletes all mock teachers, classrooms, schedules, and logs.
  • Pro-Tip: You can click the Export System Backup button first to save a local copy of the demo data. This serves as a great reference sheet!
STEP 2

2. Register Classrooms & Define Period Timings

Establish your grade structures and timings. These settings dictate how the grid is generated for each class:

  • Go to Classrooms.
  • Add your class sections individually (e.g., Grade "KG1", Section "A", Segment "Pre-Primary").
  • Define Custom Periods: Click on Configure Timings for any segment to set the period count, start/end times, and designate lunch breaks or short breaks.
STEP 3

3. Add Teachers to your Staff Roster

Register the teachers in your school. You can do this one-by-one or in bulk:

  • Manually: Go to Staff Roster and click the add teacher button.
  • Bulk Upload: Go to Import Hub, download the sample template Excel sheet, fill in the Teachers tab, and upload it under the Teachers Import dropzone.
  • Specify key fields like: Teacher ID, Name, Designation, and Subjects they teach. You can also specify their Target Weekly Workload (target number of periods they should ideally teach).
STEP 4

4. Define Daily Teacher-Class Workloads

This step maps out who teaches what in which classroom and how many times:

  • Navigate to Staff Roster.
  • Click Workload Configuration for any teacher.
  • Define their assignments: Select a Classroom, a Subject they teach, and input how many periods they should teach in that class on each day of the week (Monday through Saturday).
  • The workload settings serve as a reference target during scheduling. The system tracks this target workload in real-time, showing you when a teacher is under-allocated or over-scheduled.
STEP 5

5. Allocate Timetables on the Live Grid

With classes, teachers, and workloads configured, you can build your master weekly schedule:

  • Go to the Live Grid (Dashboard).
  • Select a Segment to view the multi-class grid.
  • Smart Allocation: Click on any empty period slot. The system automatically populates a suggestion modal showing all eligible teachers.
  • The suggestion engine filters teachers based on:
    • Subject Match: Do they teach the selected subject?
    • Clash Prevention: Are they already scheduled in another classroom during this period?
    • Workload Target: How many periods do they still have remaining in their weekly workload allocation?
  • Select a teacher and subject to instantly commit the slot.
STEP 6

6. Daily Operations: Manage Attendance & Substitutions

Once the timetable is running, manage daily teacher absences and automatically arrange substitution coverages:

  • Go to Attendance.
  • If a teacher is absent, select the date and click Absent.
  • Navigate back to the Live Grid. All timetable periods allocated to that teacher for that day will blink red with a SUB REQUIRED badge.
  • Click the blinking red cell. The system will look up all teachers who are currently free during that period, prioritize those who teach similar subjects or have lighter workloads, and let you assign them as substitutes with one click.