Timetable — Checking the timetable

The Check timetable button (next to Print) scans the whole term at once and lists anything worth a look, so you don’t have to spot clashes by eye. First choose which checks to run — they’re all selected by default — then press Run checks. You can export the results to CSV or PDF, or print them.

What each check looks for:

• Staff double-booked — the same staff member scheduled in two sessions at the same day and time (for example, in two different rooms at once).
• Pupil double-booked — a pupil who belongs to two groups that are timetabled at the same time.
• Room double-booked — the same room used by two sessions at the same time.
• Room over capacity — a group placed in a room whose capacity is smaller than the group size. Set a room’s capacity on the Rooms tab; leave it blank to skip that room.
• Below adult : pupil ratio — a session with fewer adults than your ratio needs for the group size. Set the ratio (1 adult per N) on the Days & year settings; leave it blank to switch this off.
• Group double-booked — the same group timetabled in two sessions at once.
• Lead lacks a required skill — a session’s lead doesn’t hold a skill the subject requires.
• Wrong room for the subject — a subject placed away from its usual/specialist room (e.g. Swimming not in the Pool). Set a subject’s usual room on the Subjects tab to switch this on.
• Split-site back-to-back — a staff member in two different sites in consecutive periods, with no gap to travel.
• Many room changes in a day — a group moving between four or more different rooms in one day.
• Below / above weekly target — a class placed fewer, or more, times in the week than its session target.
• Group with no timetable — a group with pupils on roll but nothing placed this term.
• Session in an untimed period — a session in a period with no start/end time (it would be skipped at publish).
• Duplicate session — the same group and subject placed twice in the same day and period.
• Broken references — a session pointing to a subject, group, room or staff member that has since been removed.
• Sessions with no lead — a session with no lead assigned (it cannot be published).
• Sessions with no staff — a session with nobody assigned to it.
• No free period — a staff member timetabled in every period of a day (a PPA / non-contact prompt). This one only runs on timetables with four or more periods.
• Below the PPA minimum — a teacher with fewer free (non-contact) periods in a week than your minimum. Set the minimum on the Days & year settings; leave it blank to switch this off.
• Uncovered absence (premium) — a logged staff absence leaves an upcoming session with no cover arranged. Log absences on the Cover → Absences tab; arrange cover to clear them.

The report also tells you how many changes are waiting to be published. Each result names the day, period (with time) and the sessions involved, so you can go straight to the fix. Two-week rotas are handled correctly — the same person in Week A and Week B at the same time is not flagged — and a class that teaches several groups together counts as one combined session, not a clash.