The timetable is the school's skeleton. When it is right, nobody thinks about it. When it is wrong, there are two teachers for one class, a class with nobody, and a deputy headteacher fixing it on the first morning of term.
What you need before you start
Gather these first. Most timetable trouble comes from missing information, not poor placing.
- Classes and streams: every class that needs a timetable.
- Subjects and lessons per week: for example, Mathematics five lessons, Science four. Base this on your curriculum and the school's policy.
- Teachers and who teaches what: which teacher takes which subject in which class.
- Teacher load limits: the maximum lessons per day or week.
- Periods per day: start time, end time, breaks and lunch.
- Rooms and special spaces: labs, computer room, hall, field.
- Fixed commitments: assembly, clubs, games, part-time teachers' days.
Step-by-step method
1. Place fixed items first
Assembly, breaks and shared resources, such as the computer room or field that several classes use. These constraints are hard, so lock them in early.
2. Place the hardest subjects
Subjects with few teachers or special rooms are harder to place later. Do them before the flexible ones.
3. Spread subjects across the week
Avoid putting all of one subject on a single day. Where possible, place heavier subjects earlier in the day.
4. Check teachers
For every period, each teacher must be in only one place. Also check that no teacher has an unreasonable day.
5. Check classes
Each class must have exactly one lesson per period, with no gaps unless intended.
6. Print and review
Look at the printed version per class and per teacher. Problems that hide on screen show up on paper.
7. Publish and update
Share with teachers before the term starts. Expect changes in week one, and have a clear way to re-issue the timetable.
Common mistakes
- Starting without a teacher-subject allocation. You cannot place lessons for teachers you have not assigned.
- Forgetting breaks, assembly and games.
- Overloading one teacher on a day while another has free periods.
- Printing only the master timetable. Teachers and classes need their own views.
- Keeping many versions. Name the version and date, and delete the old ones.
Spreadsheet or software?
| Spreadsheet | Timetable software | |
|---|---|---|
| Cost | Free | Often part of a school system |
| Clash warnings | No, you check by eye | Yes |
| Changing a lesson | Manual, easy to break | Quick, with checks |
| Print per teacher / class | Rebuild by hand | Usually automatic |
| Tied to staff and classes | Separate lists | Uses existing records |
For a very small school a spreadsheet is fine. As the school grows, the cost of one undetected clash is higher than the cost of the tool.
What to look for
- Warnings for teacher and room clashes
- A view per class and per teacher
- Easy editing when plans change
- Printable output
- Use of your existing classes, subjects and staff, so you do not retype them
Timetables in DiraSchool
DiraSchool includes timetable management that uses your existing classes, subjects and teachers, with printable timetables. It sits alongside attendance, report cards and fees, so staff work in one place. You can create a school account and try it with one class.
See the full list of features to look for, or learn what a school management system is.
Related: Weighing options? See our guide to school management system pricing.
Frequently asked questions
How do I make a school timetable?
List classes, subjects, lessons per week for each subject, teachers and who teaches what, then the available periods and rooms. Place the fixed lessons first, then fill the rest while avoiding teacher and room clashes.
What is a timetable clash?
A clash is when a teacher or room is scheduled in two places at the same time, or a class has two lessons in one period. Software can warn you automatically.
Is a spreadsheet enough for a timetable?
It can work for a small school, but it does not warn you about clashes and is slow to change when a teacher leaves or a lesson moves.
Can the timetable be printed per class and per teacher?
It should be. Teachers need their own timetable and each class needs its own on the wall. Check that your tool prints both.