Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article. Before making any changes, please consider how notes would affect your scheduling.

 

 

Important notes:
  • Before making any changes, please consider how notes would affect your scheduling.
  • After you save changes to the timetable, all the information for the academic year points to the copied versions (e.g., Monday-Friday1). If necessary, you can change the name of the copied timetable.  
  • You may need to exit and log back into the system for the change to display correctly 
  • Once attendance entries exist, the information cannot be changed unless all the attendance information is deleted for the applicable school/academic year/session. This includes the attendance taken checkbox as well as individual attendance entries.
  • This process can take several hours to complete and all web applications could be down during the completion of the process. It is recommended that this is run at a time that users are not attempting to login to any web applications associated with The Education Edge database. 
  • If the timetable is associated with multiple schools, you can select which schools will observe the changes when saving the timetable after editing.
How to edit a timetable:

If you have edited a cycle (BB308642), any timetable (e.g., Upper School Timetable) associated with the cycle now has a copy (e.g., Upper School Timetable1). Make all changes to the copied timetable, not the original one. You can also edit timetables not associated with the edited cycle.
  1. In Configuration>Registrar Setup> select Timetables from the list on the left 
  2. Select the timetable to edit and click Open on the action bar 
  3. On the Periods tab, edit the appropriate periods
    Notes:
    •  You must change each day's periods manually. If you use the synchronization feature, you invalidate patterns associated with the timetable and delete meetings from existing classes and pattern meetings.
    • If you have already scheduled classes, you will still need to adjust the meeting times of classes from the Master Schedule after saving changes to the timetable. You may add, edit, or remove periods and meeting times on the timetable.
  4. Click Save on the action bar. A message appears letting you know the timetable is already in use and that saving the changes will update any information using the timetable. To save the changes, click Yes.  
  5. The Update Setup Process screen appears letting you know copies of the timetable will be created based on the changes. All academic years associated with the timetable that do not have attendance entries are included by default. To exclude an academic year from the changes, unmark the checkbox in the Include? column.
  6. Click OK. A screen appears listing the patterns that will be updated. 
  7. Click OK. A screen appears showing you the progress of the scheduling setup processing. 
  8. When completed, the number 1 appears after the name in the Timetable field on the open timetable record. You can edit the name. The timetable name can be a maximum of 20 alphanumeric characters. If the Timetable field previously contained the maximum number of characters, the program replaces the last character with the number 1. For example, if the timetable name was Regular Sc 2005-2006, the new name is Regular Sc 2005-2001.
    Note: Your database now includes the original timetable (e.g., Upper School) and the updated timetable (e.g., Upper School1).