Timetable coordinators and teachers

Timetable

Before you start: Create classes, subjects, rooms and teacher allocations before placing lessons.

Actions depend on your school’s enabled modules, your permissions and the record’s current status.

Find your way around

Grid editor · Cycles & periods · Individual timetables · Where is … now? · Cover. Select these tabs inside the module; scroll the tab row sideways on a phone.

Timetable module heading and available primary action in ZivoERP — Actual local ZivoERP interface, 14 September 2026. Navigation overview cropped to the module header; school records are outside the image. Select the image to enlarge it.

1. Create a cycle and periods

Open Cycles & periods and select Create cycle.
Enter the name, cycle days, day labels and periods per day.
Save the cycle, then use Generate periods or add periods individually.
Review teaching periods, breaks, start times and durations.
Select the intended cycle before editing the grid.

What to check: The cycle has a complete daily framework for scheduling.

2. Place lessons and resolve clashes

Open Grid editor and choose the class, teacher or room view.
Select a slot or Add lesson.
Choose the class, subject, teacher, room, day, start period and length.
Save; if a clash is reported, adjust the teacher, room or time before retrying.
Inspect the affected class and teacher grids after saving.

What to check: Lessons occupy the intended times without unresolved reported clashes.

3. Find a person and arrange cover

Open Individual timetables and choose a teacher or learner.
Use Where is … now? with the relevant day and time to locate a scheduled lesson.
For an absent teacher, open Cover and select the date and teacher.
Choose an available cover teacher for the lesson, add a handover note and save.
Check the cover entry and intended timetable context.

What to check: The cover teacher and handover note are recorded for the correct lesson and date.

4. Publish and maintain the timetable

Review the selected cycle and resolve placement issues.
Choose Publish and confirm Publish timetable.
Verify the published cycle in an individual timetable.
For later changes, use the permitted draft/reopen workflow rather than editing an archived cycle.
Archive a superseded cycle when authorised.

What to check: The selected timetable is published; archived cycles retain their history.

1. Create a cycle and periods

Open Cycles & periods and select Create cycle.

Enter the name, cycle days, day labels and periods per day.

Save the cycle, then use Generate periods or add periods individually.

Review teaching periods, breaks, start times and durations.

Select the intended cycle before editing the grid.

What to check: The cycle has a complete daily framework for scheduling.

2. Place lessons and resolve clashes

Open Grid editor and choose the class, teacher or room view.

Select a slot or Add lesson.

Choose the class, subject, teacher, room, day, start period and length.

Save; if a clash is reported, adjust the teacher, room or time before retrying.

Inspect the affected class and teacher grids after saving.

What to check: Lessons occupy the intended times without unresolved reported clashes.

3. Find a person and arrange cover

Open Individual timetables and choose a teacher or learner.

Use Where is … now? with the relevant day and time to locate a scheduled lesson.

For an absent teacher, open Cover and select the date and teacher.

Choose an available cover teacher for the lesson, add a handover note and save.

Check the cover entry and intended timetable context.

What to check: The cover teacher and handover note are recorded for the correct lesson and date.

4. Publish and maintain the timetable

Review the selected cycle and resolve placement issues.

Choose Publish and confirm Publish timetable.

Verify the published cycle in an individual timetable.

For later changes, use the permitted draft/reopen workflow rather than editing an archived cycle.

Archive a superseded cycle when authorised.

What to check: The selected timetable is published; archived cycles retain their history.