Calendar Management
The Calendar is the central scheduling tool for planning and tracking your school's teaching sessions. You can view the full timetable, move classes with drag-and-drop, manage cancellations, and schedule makeup sessions.
Where to find it: Navigation Menu → Calendar
Overview
| Element | Description |
|---|---|
| Views | Switch between Weekly, Monthly, or Daily layout |
| Filters | Filter sessions by class group, teacher, or classroom |
| Class Cards | Each session displays as a color-coded card matching its template category (e.g., red for Foreign Languages, purple for Exams) |
| Drag-and-Drop | Move a session card to a different time slot or day directly on the calendar |
Teacher Filter — Groups with Multiple Teachers
When you select Teacher in the filters, the calendar shows only the specific time slots assigned to that teacher — not every slot in the group.
| Situation | What you see |
|---|---|
| Group with different teachers per slot (e.g., Monday with Teacher A, Wednesday with Teacher B) | Only the filtered teacher's slots |
| Group without per-slot assignments (older groups) | All group slots, if the teacher belongs to that group |
| Teacher not assigned to the group | The group does not appear |
If you move, cancel, or edit a session while a teacher filter is active, the change applies only to that teacher's slot. Other teachers' slots in the same group are preserved — you do not need to clear the filter to protect them.
You can also download a schedule PDF for a specific teacher when exactly one teacher is selected in the filter.
Drag-and-Drop — Moving Sessions
The drag-and-drop feature lets you reschedule individual class sessions quickly and intuitively, directly from the calendar view, without needing to open an edit form.
How to Move a Session
- Locate the session card on the calendar (the Weekly view is recommended for easier cross-day moves).
- Click and hold the card (or hover for 0.5 seconds) to activate the drag mode.
- Drag the card to the new time slot or day you want within the calendar grid.
- Drop the card onto the target slot.
What Happens While Dragging
- The system validates for conflicts in real time as you drag the card across the grid.
- Valid slots are highlighted in green — you can safely drop there.
- Blocked slots (due to room conflicts, teacher double-booking, or availability restrictions) are highlighted in red — the system will not allow a drop there.
- Dropping a card onto a red slot is rejected — the card snaps back to its original position automatically.
Use the Weekly view to drag sessions across different days of the same week. To move a session to a different week, navigate to the target week first using the calendar navigation arrows, then drag your session to the empty slot.
What Updates After a Successful Drop
After successfully moving a session, the system automatically:
- Updates the group timetable: The new time is saved as a one-off change for that specific occurrence (it does not modify the recurring weekly schedule).
- Refreshes teacher profiles: The teacher sees the updated session in their personal calendar.
- Sends notifications: If notifications are enabled, students and parents receive an automatic schedule-change notification.
Drag-and-drop affects only that specific session instance. To permanently change a group's recurring weekly schedule, open the group from the Groups page and edit the repeating time slots there.
Cancelling & Rescheduling a Session
If a scheduled session cannot take place:
- Click on the session card in the calendar.
- Select "Cancel Session" from the option menu.
- In the confirmation modal:
- Enter a reason for cancellation (e.g., Teacher sick, Public Holiday).
- Choose whether to send a notification to students and/or parents.
- To schedule a makeup session at the same time, click "Schedule Makeup" and specify:
- A new date
- New start and end time
- Available classroom
Cancelling a session removes those hours from attendance calculations and updates the Dashboard for both affected students and teachers.
Conflict Management
The calendar validates schedules automatically both during drag-and-drop and manual editing:
| Conflict Type | Cause | System Response |
|---|---|---|
| Room Conflict | The classroom is already booked for that time | Drop rejected, warning shown |
| Teacher Conflict | Teacher is already assigned to another group | Drop rejected, warning shown |
| Unavailability | Time falls within teacher's registered off-hours | Yellow highlight (warning, not blocking) |
| Outside School Hours | Session placed outside operating hours | Red highlight, drop blocked |