Staff Schedule

The Staff Schedule page lets you schedule a staff member’s full workday — not just the class periods already on the Timetable, but non-teaching time too: planning, meetings, breaks, lunch, student support, coordination, and any custom activity type your school adds. It also models push-in / pull-out student support (special education, learning support, PIE, or your school’s equivalent program) and gives you a compliance report and an all-staff weekly overview.

Who can see and edit what

If you only have access to your own schedule, the page opens straight to your calendar — there’s no staff picker, no other tabs, and no way to view or edit anyone else’s.

Individual view

Go to Staff Schedule in the school sidebar.
If you can manage more than your own schedule, pick a staff member from the dropdown at the top.
The weekly calendar shows both teaching blocks (pulled live from that staff member’s class timetable, shown in green) and non-teaching blocks (colored by activity type), merged into one view.
A stat row above the calendar totals teaching hours, non-teaching hours, and combined hours for the week — plus Push-in and Pull-out hours when the staff member has any student-support blocks (see Push-in vs. pull-out support below).
Click an empty slot on the calendar to add a non-teaching block. In the modal, choose:
- Activity type — e.g. Planning, Meeting, Break, Lunch, Student Support, Coordination, or a custom type your school added.
- Day(s) — select one or more days; picking several creates the same block on each.
- Start/end time, an optional room, an optional class it relates to, an optional list of students (for support-flavored activity types — see below), and notes.
Click Save. If the staff member already has something else booked in that time range — a class period or another non-teaching block — the save is blocked with a clear conflict message. If the room is already booked by a different staff member at that time, save is blocked too, and a live hint under the room field warns you before you even try to save.
Click any block to see its details. Non-teaching blocks you have permission to edit open the edit form; teaching blocks (owned by the Timetable page) open a read-only detail view.

Editing an existing block lets you change which day(s) it applies to — the block moves to a newly selected day, and any additional days you pick get their own copy of the same block.

Click Download PDF above the calendar to export that staff member’s current week as a printable PDF (blocks grouped by day, with the same hours summary shown on-screen).

Push-in vs. pull-out support

For any activity type whose name contains “Support” (e.g. the default Student Support type, or a custom type like “Learning Support”), the platform automatically labels the block:

Label	When it applies
Push-in	No room selected, or any room that isn’t tagged as a Resource Room — the support happens inside the student’s regular classroom.
Pull-out	The selected room is tagged as a Resource Room — the student leaves their regular classroom for support elsewhere.

In the entry modal’s room picker, Resource Rooms are surfaced first (tagged ”— Resource Room”) whenever the selected activity type looks support-flavored — you can still pick any other room if that’s what actually happened.

Linking students to a support session

In the entry modal, set Activity type to a support-flavored type (e.g. Student Support).
A Students field appears. Search by name or admission number, or — if you’ve already picked a Class in the same modal — leave the search blank to browse that class’s full roster.
Each result shows the student’s name and their current section/class in smaller text alongside it.
Check off one or more students (a pull-out group can include several, matching special-ed “clustering” practice); selected students appear as removable chips above the search box.
Save. The linked students are stored with that block and factor into the Compliance report.

General view

A filterable table of every non-teaching schedule entry across the school. Filter by department, activity type, support mode (Push-in / Pull-out), room, or class, in any combination, to review coverage at a glance without opening each staff member’s calendar individually. Support-flavored rows show a Push-in/Pull-out tag next to the activity type.

Weekly Grid

A single scannable table for “who’s where, all week” — every staff member as a row, Monday through Sunday as columns, each cell showing that day’s blocks (teaching and non-teaching, colored the same way as the Individual calendar). Filter by department to narrow it to one team. Use this view to spot gaps or overlaps across the whole school without clicking into each person’s individual calendar.

Compliance

Tracks whether students in a pull-out support program are getting enough resource-room time.

Administrators set a Minimum weekly pull-out hours per student — a single number your school chooses (e.g. “10” if your jurisdiction mandates it, like Chile’s Decreto 170 for PIE). Leave it blank to keep the report purely informational, with no pass/fail flagging.
The report below lists every student who has at least one pull-out session this academic year, their total weekly pull-out hours, and a status:
- Meets minimum (green) — at or above the threshold.
- Below minimum (amber) — under the threshold.
- No badge at all if no threshold is set — just the hours.

Bulk actions

Action	How
One staff, many days	In the entry modal, select multiple days before saving — e.g. “Lunch every day 12:00–13:00” in one save.
Multiple staff, one slot	Click Assign to multiple staff (admin only) — e.g. a recurring department meeting for every teacher in a department at once. Select staff members, one or more days, and a time. Unlike every other save in this feature, a conflict here does not block creation — the event is still created for everyone, and any staff member who already had something else booked ends up with an overlapping block on their own calendar. It’s on them to reconcile it (reschedule, delegate, or delete one of the two). Room conflicts are skipped here too — everyone in the group is meant to share the same room at the same time (e.g. the whole department in one meeting room), so that’s not treated as a double-booking.

Action

How

One staff, many days

In the entry modal, select multiple days before saving — e.g. “Lunch every day 12:00–13:00” in one save.

Multiple staff, one slot

Click Assign to multiple staff (admin only) — e.g. a recurring department meeting for every teacher in a department at once. Select staff members, one or more days, and a time. Unlike every other save in this feature, a conflict here does not block creation — the event is still created for everyone, and any staff member who already had something else booked ends up with an overlapping block on their own calendar. It’s on them to reconcile it (reschedule, delegate, or delete one of the two). Room conflicts are skipped here too — everyone in the group is meant to share the same room at the same time (e.g. the whole department in one meeting room), so that’s not treated as a double-booking.

Activity types

Administrators can click Manage activity types to add, or deactivate custom activity types beyond the six defaults every school starts with (Planning, Meeting, Break, Lunch, Student Support, Coordination). Deactivated types stay on any existing blocks but can’t be picked for new ones. System defaults can be deactivated but not deleted.

Asking the AI assistant

The AI chat panel can answer questions about staff schedules directly:

“What’s <teacher>’s schedule this week?”
“Does <teacher> have any scheduling conflicts?”
“Find a free 30-minute slot for <teacher> this week.”

These are read-only lookups — the assistant cannot create or edit schedule blocks on your behalf yet.

Troubleshooting

I only see the Individual tab — no icons for General, Weekly Grid, or Compliance

You only have permission to view/manage your own schedule. This is expected for most staff — ask an administrator to grant staff-schedule:view / staff-schedule:manage if you need to see or edit other staff members’ schedules.

Saving a block says there’s a conflict

The staff member already has a class period or another non-teaching block overlapping that time range. Pick a different time, or edit/remove the conflicting block first. (The one exception is Assign to multiple staff, which creates overlapping blocks anyway and reports the conflict instead of blocking — see Bulk actions above.)

Saving a block says the room is already booked

A different staff member already has an active block in that room at an overlapping time. Pick another room or time — or check the live hint under the room field in the entry modal, which warns you before you even try to save. (Room conflicts are intentionally not checked for Assign to multiple staff — see Bulk actions above.)

A class period doesn’t show a conflict with a non-teaching block

Class period assignment (on the Timetable page) and appointment booking both check for overlaps with non-teaching staff-schedule blocks too — if you’re not seeing an expected conflict, confirm the staff member and academic year match on both sides.

A block doesn’t show a Push-in/Pull-out label

Only activity types whose name contains “Support” get labeled (the default Student Support type, or any custom type your school names similarly, e.g. “Learning Support”). Lunch, Meeting, Planning, and other non-support activity types never show this label, regardless of room.

I can’t find a student in the picker

The student search only returns active students. If you’ve already picked a class in the same modal and left the search box empty, you’re browsing that class’s roster — clear the class field to search the whole school instead.

Compliance report is empty, or a student’s hours look wrong

The report only counts pull-out sessions (a support-flavored activity type booked in a Resource Room) that have at least one student linked in the entry modal — a scheduled block with no students attached, or a push-in session, won’t contribute to any student’s total.