Timetable & Scheduling

Build class schedules, exam timetables, and instructor workloads with an AI check for conflicts and overload risk.

How this group of screens works

This group covers the three screens that build the institution's academic calendar: Class Schedules, Exam Timetables, and Instructor Allocation. All three use the same two-stage AI Diagnostic pattern used elsewhere in Education — a background search finds related records, then an AI layer reviews them and flags a conflict, a clash, or a workload risk in a dedicated modal.

                        At a glance
                        Class Schedules — weekly room and instructor assignments, checked for overbooking and overlap
Exam Timetables — exam dates, rooms, and invigilators, checked for student clashes
Instructor Allocation — faculty teaching load, checked for overload and expertise mismatch

                    

1. Class Schedules

Each class schedule entry ties a course section to an instructor, room, weekly day, and time slot, with an enrolled count against room capacity. A conflict status (Clean, Room Overbooking, or Faculty Overlap) is tracked per entry. The health gauge at the top is the share of schedule entries currently marked Clean.

Timetable Conflict & Resolution diagnostic

Add scheduling constraints or notes, and the diagnostic flags a room overlap or a faculty double-booking, then suggests a conflict-free time slot.

Publishing a weekly schedule marks it Clean once conflicts are resolved.

2. Exam Timetables

Each exam entry records the exam period, course, date and time, duration, hall, and invigilators, along with a student clashing index — an estimate of how many students have another exam the same day. The optimization gauge at the top is an average of every entry's own clash-free score, not a simple pass/fail count.

Exam Clashing & Invigilator Allocation diagnostic

Add exam policy or scheduling notes, and the diagnostic flags student fatigue risk from same-day exams or an invigilator double-booking, then suggests an optimized timetable.

Finalizing an exam schedule marks it Approved once conflicts are addressed.

3. Instructor Allocation

Tracks each faculty member's mandatory, assigned, and overtime teaching hours against their academic rank and department, along with an expertise match score and a workload status (Balanced, Underload, or Overload — Burnout Risk). The balance gauge at the top is the share of faculty currently marked Balanced.

Workload Balancing & Expertise Match diagnostic

Add workload or expertise notes, and the diagnostic flags burnout risk or a mismatch between a faculty member's expertise and their assigned courses, then suggests a reassignment.

Approving a workload allocation marks it Balanced.

Frequently Asked Questions

Does publishing a schedule or finalizing an exam timetable actually notify students and faculty?

No — these actions only update the record's status inside TotalApp. They don't send a notification, publish to a student or faculty portal, or update any payroll system.

Does the diagnostic check against an official room-availability or workload-regulation database?

No — the background search only looks at the institution's own records already entered on that screen. There's no external room-availability matrix or academic workload regulation database behind it.

Does the diagnostic result get saved to the schedule record?

No — like the other Education diagnostics, the result only shows in the modal for that session and is cleared when you close it.