Toddle offers an intuitive and flexible workflow for schools to create their timetables. As a school administrator, you can design timetables that cater to the unique needs of each curriculum/school by setting up custom bell schedules and routines. If you already have timetables created elsewhere, you can seamlessly import them into Toddle using spreadsheet or aSc timetable formats. Read this article to learn more about configuring timetables on Toddle.

This article will guide you through:

Navigating to the Timetable module
Defining the school’s operational days
Configuring periods
Configuring bell schedules
Configuring routines
Configuring and viewing timetables

Navigating to the Timetable module

Timetables are configured individually for each curriculum/school. You can access the timetable section from:

Admin portal → Preferred school/curriculum → Timetable

You will land on the ‘Checklist’ page containing four required setup steps:

Define operational days
Define periods
Define bell schedules
Define routines

Complete these steps in sequence or navigate using the left pane.

Step 1: Defining the school’s operational days

Set your organization’s timezone and operational days. The timezone and operational days selected here apply to all schools/curricula within your organization.

Step 2: Configuring periods

Create periods by adding:

Name
Abbreviation
Type (Regular or Break)

The ‘Period ID’ is system-generated and cannot be edited.

There are two types of periods you can create:

Regular: teaching period with attendance recording
Break: non-teaching period without attendance recording

Create additional periods using the ‘Add period’ button, as highlighted below.

You can edit or delete a period by clicking on the three dots menu next to it. However, make a note of the following:

You can change the name/abbreviation at any time, but deleting a period will remove any attendance records related to that period.
Period type cannot be modified after creation.

Step 3: Configuring bell schedules

Bell schedules shape your school's daily routine, determining the start and end times of periods, as well as the number of periods per day.

You can create multiple bell schedules for each curriculum and assign them to specific days in a week.

To create a bell schedule:

Click ‘Add bell schedule’
Name the template
Add periods from the existing list via the ‘Add period’ option
Define the start and end timings for each period

Once you have completed your bell schedule, click 'Save'.

Similarly, you can create additional bell schedules to meet your school/curriculum needs.

You can edit, duplicate, or delete a bell schedule by clicking on the three dots menu next to it. However, make a note of the following:

Deleting a bell schedule removes all linked schedules and attendance data
Replacing a bell schedule retains the attendance and schedule of the common periods

Step 4: Configuring routines

Once you have defined bell schedules, map them to specific days of the week to create routines. This helps in creating a timetable grid for your classes. You can create multiple routines per school/curriculum and map them to specific grades.

Click ‘Add a routine’ to begin.

General information

Under the General information tab, begin by entering the key details of your routine.

Add the routine name, applicable grades, days of the cycle, and the validity period.
If you plan to create multiple routines for the same grade, ensure that their time periods do not overlap.
Note: The number of cycle days cannot be changed once you proceed to the Mapping section.

You can set up your routine using one of the following cycle types:

Operational days cycle – follows the school’s working days
Rotational days cycle – follows a repeating sequence of cycle days, regardless of weekdays

Operational days cycle

This is the default cycle tagged to a newly created routine
Depending on the operational days set by you in step 1 of the timetable configuration, the number of days and names of the weekdays are pre-defined for your routine.
For instance, if you have set up ‘Mon’, ‘Tue’, ‘Wed’, ‘Thu’, and ‘Fri’ as your school’s operational days, you will see a 5-day cycle with the weekday names.
You may rename cycle days using the pencil icon.

Please note that if you choose to give custom names to your cycle days, your cycle will become a rotational days cycle.

Rotational days cycle

This cycle follows a flexible schedule that rotates through a set number of days.
You can define a custom number of days for your cycle and names for each day in the cycle.
Customize the names using the pencil icon.

You can then set names and abbreviations for the days accordingly.

Routine mapping for operational days cycle

The next step is to map your routine days to bell schedules under the ‘Mapping’ tab.

In the case of the operational day cycle:

All weekdays are listed under the ‘Days’ column.
Map each weekday to a bell schedule that was created in Step 3.
- Note: A bell schedule can be mapped to multiple weekdays in your routine.
Click ‘Save’ when finished.

Routine mapping for the rotational day cycle

In case your routine follows a rotational day cycle, you need to define the day pattern and map bell schedules to the days in your routine.

You can define the day pattern in two ways:

Independent of weekdays
Dependent of weekdays

Independent of weekdays

Under this option, use the pencil icon to arrange the order of days as they should appear in the timetable and select the start day of the cycle.

Additionally, you can choose to count holidays as cycle days as well.

By default, this option is unchecked, which means that the day of the holiday will be shifted to the next working day in the cycle. However, if checked, the schedule falling on a holiday will be skipped within the cycle.

For instance, if your day pattern is ‘Day 1’, ‘Day 2’, ‘Day 3’, ‘Day 1’, ‘Day 2’, ‘Day 3’, ‘Day 1’....and a holiday falls on the first Day 2, then

In case the checkbox is checked, the day cycle will be ‘Day 1’, ‘Holiday’, ‘Day 3’, ‘Day 1’, ‘Day 2,’ ‘Day 3’, ‘Day 1’
In case the checkbox is unchecked, the day cycle will be ‘Day 1’, ‘Holiday’, ‘Day 2’, ‘Day 3’, ‘Day 1’, ‘Day 2’, ‘Day 3’, ‘Day 1’

Dependent of weekdays

If you choose to define your day pattern dependent on weekdays, you will need to create a relationship between the weekdays and the days of your cycle. You can create two types of relationships:

Is equal to: selected weekday(s) will be mapped to a selected rotation day.
Cycles between: selected rotation days will cycle on selected weekday(s).

You can combine both types of day relations throughout the week, as highlighted below.

Lastly, map the bell schedules you had defined earlier with the days of your cycle or weekdays, as highlighted below. The sequence of these mappings determines their priority.

Once you have finalized your routine, click ‘Save’.

Likewise, create a routine for all grades of your curriculum, as shown below.

Schedule calendar

Once the routine is created, you can view it under the ‘Schedule calendar’ section.
If there are multiple routines created for a curriculum/school, you will see all of them here.
To modify the bell schedule for a specific date, select the preferred date and click on the pencil icon next to it, as highlighted below.

Step 5: Configuring and viewing Timetables

After defining the periods, bell schedules, and routines, you can start creating timetables for individual classes and view consolidated timetables for teachers and students.

Class timetable

Under the ‘Class timetable’ section, define the timetable for each class in your curriculum based on the framework of bell schedules and routines created.

Select your preferred class from the dropdown, and click ‘Edit’ to configure the timetable for it.

On the landing page, you will see custom days/weekdays and the periods for each day, based on the routine configuration done for the grade of the selected class.

From this page, enable the applicable period(s) for the selected class, and provide the teacher’s name, subject, and location. Once done, click ‘Save’.

Note: You can only add teachers who are mapped to the selected class on Toddle

Before saving the timetable, you will be asked to specify the validity period of the timetable.

Once uploaded, you will be able to see the class(es) displayed within the timetable grid.

Similarly, you can add the timetable for all other classes in your curriculum/school.
Teachers and students will start seeing the timetable for their classes in their portal with immediate effect.
Teachers will be able to edit the timetable on their end for their classes.

Alternatively, read these articles to learn how to upload timetables using the Toddle format and aSc timetables.

Student timetable

This section provides a consolidated view of each student's timetable. Choose a student from the dropdown menu to display their schedule in a grid format.

Additionally, you can download the timetable as a PDF file by clicking on the arrow icon on the right, as highlighted below.

Teacher timetable

This section provides a consolidated view of each teacher’s timetable. Choose a teacher from the dropdown menu to display their schedule in a grid format.

The periods configured here will be visible to teachers within their classes on their portal.

Individual teachers can claim the periods they have classes in and edit the period timings based on their class schedule.

Refer to this article to learn more about this feature.