The Learner Timetables module allows staff to view, print, and electronically distribute individual schedules to learners and parents. This feature requires a completed schedule to have been built and uploaded via the Timetabler module. This article explains how to view, print, and email timetables to learners and parents.

My School >  People  > Learners > Learners:  Timetables

Purpose of the Learner Timetables module

The central distribution of timetables ensures that learners and parents have real-time access to accurate scheduling. By linking Timetabler data to the communication module, schools can eliminate manual distribution and ensure subject changes are reflected in schedules immediately.

How do I view and print a learner's timetable?

1. Use the dropdown menus to select the relevant Year and Term of the uploaded timetable.

2. Select the correct Grade and Register Class.

3. Choose the display language: Learner's tuition language, English, or Afrikaans.

4. Click on a learner's name to view their individual schedule.

5. Click the Print button at the bottom of the schedule to generate a hard copy or PDF.

How do I send timetables to learners or parents by email?

1. Use the checkboxes to select individual learners, or select an entire grade or class for bulk distribution.

2. Click the Email button.

3. Choose to send to Learners, Parents, or both.

4. Optionally modify the email body to include school branding or specific term instructions.

5. Send the email. Sent emails are logged against the learner's profile as an audit trail.

• Note: Ensure contact details are captured accurately in the Learner Overview for successful delivery.

How does the system handle timetable data?

• Display only: This module is a display and distribution tool. Editing of lessons or periods must be done in the Timetabler module and re-uploaded.

• Excel export: The Excel button exports a list of learner names and basic details only — it cannot export the grid-style timetable to Excel.

• Communication logs: All sent emails are logged against the learner's profile for audit purposes.

What restrictions apply to the Timetables module?

• Communication rights: Staff can only send timetables if they have been assigned Communication Rights by an Administrator, preventing unauthorised mass-mailing.

• Tuition language alignment: The language filter ensures subject names align with the learner's curriculum requirements — important for dual-medium schools.

• Upload requirement: Timetables will not appear if the school has not completed the Publish or Upload step in the Timetabler module for the active term.

Frequently asked questions

Why is the timetable not showing for the current term?

The timetable will only display if the school has completed the Publish or Upload step in the Timetabler module for the active term and year. Check that the correct year and term are selected in the dropdown menus.

How do I send timetables to an entire grade at once?

Select the grade from the filter and use the checkbox at the top of the list to select all learners in that grade. Then click the Email button and choose your recipient group (Learners, Parents, or both).

Can I edit a learner's timetable from this module?

No. The Learner Timetables module is for viewing and distribution only. All structural changes to the schedule must be made in the Timetabler module and re-uploaded before the changes will reflect here.

Why can't I see the Email button?

The Email button is only available to staff with Communication Rights assigned to their profile. Contact your school administrator to have the correct rights added.

Can I export the timetable grid to Excel?

No. The Excel export from this module only exports a list of learner names and basic details — not the full grid-style timetable. To get a printable timetable grid, use the Print button on the individual learner's schedule.