Calendar Management
The Calendar is the central scheduling tool for planning and tracking your school's lessons, exams and events. You can view the full timetable, move classes with drag-and-drop, create exams and events, and manage cancellations and makeup sessions.
Where to find it: Navigation Menu → Calendar
Overview
| Element | Description |
|---|---|
| Views | Switch between Week, Month, Teacher (schedule per teacher), Room (schedule per room) and List (events list) |
| Show | In the Week and Month views, the Groups / Events / All switch chooses what appears: lessons, exams and events, or both |
| Filters | Narrow the schedule by grade, teacher, room and more (see the "Filters" section) |
| Cards | Each lesson displays as a colored card matching its course category. Exams and events use the color of their type |
| New | Creation menu: exams and events, extra session, new weekly hour in a group, new group |
| Drag-and-Drop | Move a lesson card to a different time slot or day directly on the calendar |
Filters
The Filters button in the toolbar (Week and Month views) opens a panel with the filters. The number on the button shows how many filters are active.
Available filters: Grade, Category, Orientation (only if some groups have orientations), Teacher (see the next section), Student (one student at a time), Team (only if teams exist) and Room.
- Active filters appear as chips below the toolbar. Click the × on a chip to remove it, or Clear (in the filters panel: Clear (N)) to remove all filters.
- Filters are remembered when you return to the calendar in the same browser.
- When exactly one teacher or one student is selected, a Download PDF button appears with their schedule.
- Teacher and student names follow the Name display order setting (Settings → Calendar & display). By default the last name comes first.
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.
Weekly View — School Periods
If the school has defined its lesson times (Settings → Calendar & display, see Settings), the Week view shows a School periods / Hourly switch:
| Option | What it shows |
|---|---|
| School periods | The calendar rows are the school's lesson periods (e.g. 15:15–16:00) |
| Hourly | The standard hourly grid |
- Drag-and-drop works only in Hourly. In School periods a reminder says so.
- In Calendar Settings (the gear icon in the toolbar), with School periods on, the option Count a group only in the period it starts makes a 16:05–17:30 lesson count only in 16:05–16:50. It affects only the density indicator (heatmap).
- When there are more than 20 groups and no active filter, the Week view shows how many groups are active per hour (a heatmap) instead of cards. Click an hour to open the day, or apply a filter to see the cards.
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 Week 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.
- In the Move Session window, choose whether the change applies to this session only or to the recurring schedule (see below).
What Happens While Dragging
- The system validates for conflicts in real time as you drag the card across the grid (see the "Conflict Management" section).
- 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.
- You cannot move a session to a past date. Extra sessions cannot be moved with drag-and-drop.
Use the Week 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.
One-off or Permanent Change
After the drop, the Move Session window asks what to change:
| Option | What it does |
|---|---|
| Only this session | Creates an exception: only this session moves and all others stay on the regular schedule. Not available for a past date |
| All future sessions | Updates the recurring weekly schedule: this and all following sessions move to the new day and time |
Cancel returns the card to its original position. After the change, the teacher sees the updated session in their personal calendar and, if notifications are enabled, students and parents receive a schedule-change notification.
Extra session from the calendar
To schedule a makeup without first cancelling an existing slot, or to add an extra lesson outside the timetable:
- Click New in the toolbar and choose Extra Session (in the Lessons group), or click an empty time slot and choose Extra Session.
- Select a group (if you did not open it from a specific group), a session type (Extra session or Makeup), date, times, teacher, room and reason (at least 5 characters).
- Click Add Session.
The meeting appears on the calendar and on teacher / student / parent calendars. Students, parents and the teacher are notified automatically. Details and removal: Groups.
Empty time slot — other actions
An empty slot today or on a future day opens a menu with the date and time. Besides Extra Session, you can:
| Action | What it does |
|---|---|
| Create new group | Starts the group creation wizard with the day and time pre-filled |
| Schedule announcement | Opens announcement creation with sending scheduled for the selected time |
| Add session to existing course | Adds a weekly slot to an existing group's recurring schedule |
| Create event | Opens the exam / event form with the date and time pre-filled |
The + button under each day name (Create event) opens the same form for that day. In the Month view, clicking a day opens its list and the Add button offers the same choices as New.
Session Details
Click a lesson card to open the session sheet, with the group, time, room, teachers and capacity. For sessions that are not cancelled there is a Session section, which applies to that date only:
| Field | What it does |
|---|---|
| Delivery | In person, Online or Hybrid. For Online and Hybrid you set a Meeting link (it must start with https://). Reset to the group default restores the group's delivery |
| Teacher(s) | Choose other teacher(s) for this session. A Substitute badge appears and Reset to the group teachers restores the regular ones |
| Lesson topic, Notes | Record what was covered in the lesson |
Click Save (enabled once something changes). The same sheet has the Cancel and Reschedule buttons, the Room selector and the View Group Details button.
Cancelling & Rescheduling a Session
If a scheduled session cannot take place:
- Click on the session card in the calendar.
- In the sheet that opens, click Cancel (available for future sessions of active groups).
- In the Confirm Cancellation box, enter the reason for cancellation (required, e.g., Teacher sick, Public Holiday) and click Confirm.
- There is no notification option: students and parents are notified immediately.
- The session stays on the calendar as cancelled (a red card).
- If the session already has recorded attendance, it cannot be cancelled and a message explains why.
- Cancelling does not schedule a makeup. To add one, create an Extra Session of type Makeup (see above).
To move a single session, click Reschedule in the same sheet and enter a new date, times, optionally a room, and a reason (at least 5 characters).
Cancelling from the group page
From the group page (actions menu → Cancel Session) you choose a date among the upcoming sessions. When the group has several sessions on the same day, you pick one time slot or Whole day to cancel all of that day's sessions. You enter the reason and see how many students and parents will be notified.
Cancelling notifies students and parents immediately and removes those hours from attendance calculations. You can undo it later from the group's Schedule tab → Cancellation History → Restore.
Conflict Management
The calendar validates schedules automatically both during drag-and-drop and manual editing:
| Conflict Type | Cause | System Response |
|---|---|---|
| Room Conflict | The same 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 |
Sessions at the same time in different rooms are not treated as a room conflict.
Exams & Events
Besides lessons, the calendar hosts exams and events (for example a celebration, a parents' meeting, or a university applications briefing). Each belongs to a type.
Types
Types are defined by the school in Settings → Events (see Settings). Each type has a name, a color, an icon and a base:
- Exam: a graded exam. It has groups, attendance, a gradebook column, make-ups and the exam schedule.
- Event: information only. It appears in the calendar and notifies the audience.
The default types are «Διαγώνισμα» (Exam base), «Συμβάν» (Event base) and «Συνάντηση γονέων» (Parents' meeting, Event base, for parents only). The names are school data, and you can add your own types.
How to create one
| From | How |
|---|---|
| Calendar → New | The Exams & events group has one entry per active type, plus Exam schedule → (see the "Exam Schedule" section). The Lessons group has Extra Session, New weekly hour in a group, New group |
| An empty time slot or + in the day header | Create event, with the date and time pre-filled |
| Dashboard → Create | New exam, New event |
| Group page (actions menu) | New event, with the group pre-selected |
| Course page (Course Management → Courses) | New exam, with all groups of the course pre-selected |
The form
The form title is New exam or New event (for your own types: New event · type name).
- Event type: choose one of the pills.
- Title: required. For an exam that concerns a single course it is filled in automatically as "Exam" plus the course name, and you can change it.
- Groups (who it concerns):
- Types with the Event base default to Whole school. Click or specific levels / groups to narrow it down.
- Types with the Exam base need at least one group ("This type needs at least one group.").
- In the Groups and Students tabs you pick groups (by class level, with All groups of this course) or individual students. With individual students there is no attendance and no gradebook column.
- Time: All day, or Start and End.
- Dates. There is no weekly recurrence; you pick the exact dates.
- Types with the Exam base take a Dates list (up to 60) with the Add date button. Different time for this day gives a date its own time.
- Types with the Event base take a single date.
- Who is this for: choose Students, Parents, Teachers. The type suggests a default, and school admins always see everything. The Notify now switch (on by default) notifies the audience about the new event; if you turn it off, they are not notified now.
- More (collapsed by default):
- For types with the Exam base: Take attendance (needs a start and end time and groups) and Create a gradebook column, with an optional Max points (groups only).
- For all types: Description and Location.
- Preview: shows the recipients, how many will be notified by email, any overlaps with other lessons or events, and groups without a teacher.
- Click Create (or Back to close).
Exam and event details
Click an exam or event on the calendar to open its details sheet. The actions depend on the type and its state:
| Action | What it does |
|---|---|
| Edit exam / Edit event | The same form, but the type cannot change and dates are managed from the sheet. Past dates and dates with attendance or grades stay as they are |
| Dates (when there is more than one) | A ⋯ menu per date: Edit, Cancel …, Delete … (with the date). A date that has passed or has attendance, grades or a make-up shows a lock and cannot be deleted |
| Add date | Adds a new date to an exam |
| Attendance | Opens attendance entry, for types that take attendance. Before the day it shows "Attendance: opens …". See Attendance |
| Make-up | For exams, when students missed it: Select absent (or pick students by hand), a new date after the original, time and location, then Create make-up |
| Cancel exam / Cancel event | With an optional reason and a notification choice. It stays on the calendar as "Cancelled" |
| Delete exam / Delete event | Not allowed if there is attendance, grades or a make-up. For exams, the gradebook column is archived |
| Open in the schedule | For an exam that comes from an exam schedule: changes are made there |
List view
The List view (Events list) shows exams and events as a list:
- Tabs Upcoming (next 90 days), Past (last 90 days) and Month (with a month picker).
- Type and Status filters (Scheduled or Cancelled) and a title search.
- Clicking a row opens the details sheet.
What others see
The audience you chose under Who is this for sees the exam or event in their calendar: teachers, students and parents. For students and parents, exams show the course name.
Exam Schedule
The Exam Schedule is the grid (days × class levels) where you organize the school year's exams. Each exam is set automatically for all groups of the class level, and every family gets their own child's schedule.
Where to find it: Navigation Menu → Exams, or Calendar → New → Exam schedule →. The Exams page lists the schedules with their status (Draft, Published, Archived) and the Pending changes marker. From there you open or delete a schedule; deleting a published schedule removes its exams from the calendars and asks whether to notify families.
-
Click New schedule and fill in:
- Title (a name with the school year is suggested).
- Type, if the school has more than one type with the Exam base.
- Class levels: the columns of the grid (all selected at first).
- Exam time (Start, End): set once, and it can be changed per day or exam.
Click Create to open the grid.
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Add days: in the New exam day row pick a date and click Day. The optional Label names the day (e.g. "Retake exams, phase A"). The day's edit icon changes its date, time and label.
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Add exams: click + in a cell (day × class level), type in Search exams… and pick a course. The exam is set for all groups of the class level, and the chip shows "N/M groups". If an exam already exists on the same day, a warning offers Add anyway.
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Click a chip to change the Exam title, Exam time or Groups (at least one).
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Column view (when some class level has orientations): By class or By track.
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Notes for families: text (for example the arrival time) shown in every family's email, in the app and on printouts. Changing it does not send a new notification.
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While the schedule is a Draft ("Draft — not visible to students/parents until published"), students and parents do not see it.
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Click Publish (N students). The Publish schedule window shows exactly who is affected:
- The Notify families switch (on) sends each family an email with their child's schedule and an in-app notification. Click Publish.
- If you turn it off, the button becomes Publish without notifying: the exams appear in the calendars, with no email. The automatic reminders before each exam are still sent.
- After later changes the button reads Publish (N students with changes), and only the students with changes are notified.
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Cancel and restore: from the day's edit icon, Cancel day (with an optional reason) marks all its exams as "Cancelled", and families are told at the next publish. Cancel exam does the same for one exam. Restore brings them back. A Locked exam (in the past, or with attendance or grades) cannot be changed or deleted.
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Print: opens the print view, with General (the grid) or By class & track (one section per group).
The schedule's exams also appear in the calendar; there, their details sheet has the Open in the schedule button.