Printing Timetables

Created by Harrigan Phillips, Modified on Wed, 14 Feb 2024 at 11:52 AM by Hannah Whitaker

There are a few different views and ways to print Timetables and/or Session Lists, as well as various options to determine what is displayed on them. This article will explain the different options.

Printing Session List

You can print a list of Sessions either as an individual i.e. the Sessions you are in or have access to, or a selection via filters.

To print as an individual, you can navigate to Sessions -> Session List. Select the day and/or filters required then click the Print Sessions button. You can also print this same list from a Student and Staff timetable using the Print Session Details option.

To print a bulk of Sessions, navigate to Sessions -> Session Manager. Select the day and/or filters required then in the File Menu, click on Print Sessions.

Printing Master Timetable

The Master Timetable is a print out that displays via columns with more details than the simple tabular list when printing Sessions. Navigate to Sessions -> Session Manager, in the File Menu, click on Master Timetable. You will be taken to a new screen with the following options:

Field	Description
Site	The Site you want to print Sessions for.
Between (1)	The date of the Sessions you want to start printing for.
And (1)	The date of the Sessions you want to stop printing for.
Between (2)	The time of the Sessions you want to start printing for.
And (2)	The time of the Sessions you want to stop printing for.
Date Format	Select the preferred way you'd like the Session date/time to display.
No. Columns	The numerical value of the number of columns you want to split the print out into. By default the value is 4, so you would see 4 Sessions across.
Leader Dept.	Select if you want to only print Sessions for Staff under a certain department.
Staff	Select if you want to only print Sessions for a certain Staff member.
Learner	Select if you want to only print Sessions for a certain Learner.
Print Subject Colours	Tick if you want the Subjects background colour to display on the print out.
Print Group Colours	Tick if you want the Group colour to highlight on a Learner.
Print Support Staff	Tick if you want Support Staff to display on the print.
Learner Dept.	Select if you want to only print Sessions for Learners under a certain Department.
Learner Group	Select if you want to only print Sessions for Learners under a certain Group.
Student Ratios	Tick if you want to display Student Ratios on the print.
Student/Staff Initials	Tick you want to see 1:1 links on the print, represented by each persons initials.
Subjects	By default, all Subjects are included but you can tick/untick accordingly to determine printing for selected Subjects only.
Locations	By default, all Locations are included but you can tick/untick accordingly to determine printing for selected Locations only.

When you are happy with your selections, click Print on the right hand side.

You can also export the list to Microsoft Excel using the Excel option just underneath.

Printing Learner Timetable

To get to the Learner Timetable screen, first locate the Learner you want to view. Navigate to Learners -> Find Learner and using the filters, find and click on the relevant person.

If you use the option to see brief details of the Learner, then you can click the View Timetable button displayed immediately. If you use the option to go directly to the Learner record, you can click on the Timetable option on the right hand side.

By default, the Timetable will load the Scale and Style depending on the Learners own personal settings. These are located on the Learner record, under the Internal tab, and allow you to see the preferred Timetable layout for the Learner without having to change the options.

To print the Timetable, use the blue Print button at the top of the screen. You can choose whether to print just the individual Timetable or bulk print them for selected Learners.

Whilst on the Timetable screen, you can click on the Options button to change how the Timetable displays:

Field	Description
Date	Select a different date to show Sessions for that week.
Site	Select to change the Learner selection by a specific Site.
Status	Select to change the Learner selection by a specific Status.
Department	Select to change the Learner selection by a specific Department.
Link Type/Staff	These two dropdowns are used together. Select the Link Type to display Staff based on certain types i.e. Tutor, Social Worker etc. Then select Staff to change the Learner selection by that specific link and Staff member.
Scale	Select to change the Timetable scale used on screen.
Display Type	Select to change the visual style of the Timetable from: - Text (Text only) - Subject Symbol (Uses the Image attached to a Subject) - Location Photo (Uses the Room or Building Image) - Session Leader Photo (Uses the Image attached to the Staff)
No. of hours	Takes the number from the selected Scale by default, but you can increase/decrease accordingly to make the Timetable bigger/smaller accordingly.
Print Session Details	If ticked, a tabular list of the Sessions will be printed, as well as the Timetable itself.
Hide Staff Names	If ticked, Support Staff names will not appear on the Session block.
Hide Learner Names	If ticked, Learner names will not appear on the Session block.
Print Tutor?	If ticked, the Tutor will be displayed on the print out of the Timetable.
Print KW?	If ticked, the Key Worker will be displayed on the print out of the Timetable.
Print Year Group?	If ticked, the Year Group will be displayed on the print out of the Timetable.
Show Ratios?	If ticked, Learner to Staff Ratios will display on the Session block.
Show Attendance?	If ticked, the Attendance of the Learner will be displayed next to their name on the Session block.

Next to the Options button as described above, there are some additional functions/selections next to this that do the following:

Field	Description
Switch View	This changes from the Timetable Scale view displayed by default, to a simple list of Sessions in text on screen. This alternative view is also displayed on very small screens such as Smartphones where the screen is too small to fit the Scale. When switching views, you also have an alternative print to word option.
Move	A dropdown selector to quickly select previous or following weeks without using the Date selector in Options.
Prev. Person	Click to switch to the previous Learner in the list and display their Timetable using the options currently set.
Learner Dropdown	Select to change the Learner you'd like to see the Timetable for.
Next Person	Click to switch to the next Learner in the list and display their Timetable using the options currently set.

Printing Staff Timetable

To get to the Staff Timetable screen, navigate to Staff-> Timetable. This route will load the Sessions and Style for yourself. If you navigate to a Staff record first via Staff -> List -> View Staff, then you can open the Timetable for that specific Staff member using the Timetable option on the right hand side.

By default, the Timetable will load the Scale depending on the Staffs own personal setting. This is located on the Staff record, under the Work tab, and allow you to see the preferred Timetable layout for the Staff member without having to change the options.

To print the Timetable, use the blue Print button at the top of the screen. You can choose whether to print just the individual Timetable or bulk print them for selected Staff.

You also have the option to specify whether you would like to print the Individual or Bulk with Learners attached.

Whilst on the Timetable screen, you can click on the Options button to change how the Timetable displays:

Field	Description
Date	Select a different date to show Sessions for that week.
Site	Select to change the Learner selection by a specific Site.
Scale	Select to change the Timetable scale used on screen.
Display Type	Select to change the visual style of the Timetable from: - Text (Text only) - Subject Symbol (Uses the Image attached to a Subject) - Location Photo (Uses the Room or Building Image) - Session Leader Photo (Uses the Image attached to the Staff)
No. of hours	Takes the number from the selected Scale by default, but you can increase/decrease accordingly to make the Timetable bigger/smaller accordingly.
Print Session Details	If ticked, a tabular list of the Sessions will be printed, as well as the Timetable itself.
Hide Staff Names	If ticked, Support Staff names will not appear on the Session block.
Show Ratios?	If ticked, Learner to Staff Ratios will display on the Session block.
Show Overseer?	If ticked, the name of anyone overseeing the Session will be displayed on the Session block.

Next to the Options button as described above, there are some additional functions/selections next to this that do the following:

Field	Description
Switch View	This changes from the Timetable Scale view displayed by default, to a simple list of Sessions in text on screen. This alternative view is also displayed on very small screens such as Smartphones where the screen is too small to fit the Scale. When switching views, you also have an alternative print to word option.
Move	A dropdown selector to quickly select previous or following weeks without using the Date selector in Options.
Prev. Person	Click to switch to the previous Staff member in the list and display their Timetable using the options currently set.
Learner Dropdown	Select to change the Staff member you'd like to see the Timetable for.
Next Person	Click to switch to the next Staff member in the list and display their Timetable using the options currently set.

Printing Subject or Location Timetable

To get to the Subject/Location Timetable screen, navigate to Timetabling -> Sub/Loc Timetable.

Before a Timetable is displayed, you will be prompted to select either a Subject or Location first. You can click on Options at the top to set this, as well as some other criteria for the Timetable:

Field	Description
Date	Select a different date to show Sessions for that week.
Site	Select to change the Learner selection by a specific Site.
Scale	Select to change the Timetable scale used on screen.
Subject	Select to show Sessions for that specific Subject.
Building/Location	Select to show Sessions for that specific Building/Room.
Display Type	Select to change the visual style of the Timetable from: - Text (Text only) - Subject Symbol (Uses the Image attached to a Subject) - Location Photo (Uses the Room or Building Image) - Session Leader Photo (Uses the Image attached to the Staff)
No. of hours	Takes the number from the selected Scale by default, but you can increase/decrease accordingly to make the Timetable bigger/smaller accordingly.
Print Session Details	If ticked, a tabular list of the Sessions will be printed, as well as the Timetable itself.
Hide Staff Names	If ticked, Support Staff names will not appear on the Session block.
Show Ratios?	If ticked, Learner to Staff Ratios will display on the Session block.

Once you have the relevant filters selected and viewing the Timetable as required on screen, you can use the Print button at the top.

Printing Tutor Group or Staff Link Timetable

To get to the Tutor Group Timetable screen, navigate to Timetabling -> Tutor Grp Timetable.

This Timetable view is different to all the others. It still displays the Scale columns as usual, but instead of each weekday as rows, it shows a row for each Learner instead.

By default, this screen defaults to use the current date, the Staff Link type of Tutor and the currently logged in Staff to display relevant Students on screen and their Sessions.

To change this default, use the Change Staff/Date option at the top to get further options:

Field	Description
Date	Select a different day to show on screen.
Site	Select to filter the Staff dropdown by the specific Site.
Link Type	Select to change the type of Staff you want to group Learners on screen by i.e. Tutor, Key Worker etc
Staff	The individual Staff member you want to display Learners for by that type.

For example, if you selected Key Worker as the Link Type and a Staff member called Joe Bloggs. The Learners displayed would change to any that have Joe Bloggs set as their Key Worker on their Learner record.

Once you have the relevant filters selected and viewing the Timetable as required on screen, you can use the Print button at the top.

Additional Timetable Options

You can change the Scale, view style, print options and more directly on the Timetable screen, however, there are some additional options you can set for all Timetables.

Navigate to Administration -> Standard Values. Under the Defaults area, click on Site Settings. You will first get a prompt to select a Site, select the relevant one and click Select.

The next modal will display a list of options, the following of which are Timetable related:

Field	Description
Show Timetable Across	If ticked, displays the default format of Scale columns going horizontally and weekdays vertically. If unticked, the Scale will display vertically and the weekdays horizontally.
Show Location on Symbolic Timetable	If ticked, when looking at a Subject Symbol style Timetable, the Location text will be displayed on top.
Show Subject on Symbolic Timetable	If ticked, when looking at a Subject Symbol style Timetable, the Subject text will be displayed on top.
Show Time on Symbolic Timetable	If ticked, when looking at a Subject Symbol style Timetable, the Time text will be displayed on top.
Show Full Location	If ticked, the Location text on the Timetable will also include the Building.
Show Location ID	If ticked, the Location text will include the Unique Identifier.
Show Staff Known As	If ticked, the Staff name on the Staff Timetable print will use the Known As instead of the Firstname field.
Show Staff Surname	If ticked, the Staff name on the Staff Timetable print will show the Surname.
24 Hour Clock	If ticked, times on the Timetable will be displayed in 24 hour format i.e. 14:00 instead of 02:00.
Staff Timetable - All Staff Initials	If ticked, the initials of all the Support Staff in the Session is included on the Session block for the Staff Timetable.
Staff Timetable - Show 1:1	If ticked, the 1:1 link is displayed on the Session block for the Staff Timetable.
Show Tutor (Student)	If ticked, displays the Tutor next to the Learner for the Learner Timetable.
Show Keyworker 9Student)	If ticked, displays the Key Worker next to the Learner for the Learner Timetable.
Show Year Group (Student)	If ticked, displays the Year Group next to the Learner for the Learner Timetable.
Show Ratios (Student)	If ticked, displays the Ratios next to the Learner for the Learner Timetable.
Show Attendance (Student)	If ticked, displays the Attendance next to the Learner for the Learner Timetable.

If you make any changes to these, click Save to confirm.

Important
These changes will take effect immediately, we recommend trying them when minimal users are on the system