MySchool Timetables

Getting Started & Reference Guide

Welcome to your new intelligent timetabling partner. This guide will provide you with the information needed to move from initial setup to a fully optimized school schedule.

Initial Login

To begin, navigate to myschooljamaica.com in your web browser. Click the Login button, select your school from the list, and enter your credentials. This guide will focus on two primary user roles: the Principal and the Head of Department (HOD) Teacher.

Part 1: The Principal's Role - Building the Blueprint

As the Principal, your first task is to create the foundational "blueprint" for your school's schedule. This involves defining the core rules, periods, and availability that will govern the entire timetabling process.

1.1 Accessing the Academic Framework

After logging in as the Principal, you will be directed to your main dashboard. To access the timetabling module:

1. Locate the main menu sidebar.
2. Click on TIMETABLE.
3. From the dropdown menu, select Academic Framework.

The system will load the Timetable Framework Manager. On the left, you will see all of your school's classes, conveniently grouped by grade level. The framework you create will be for a specific academic period, which can be selected from the top of the screen (e.g., 2025-2026, CHRISTMAS).

1.2 Defining Your Timetable Structure

Before you can define the requirements for individual classes, you must establish the master rules for the schedule. This is the single source of truth for all scheduling.

To begin, click the Define Structure button located in the top-right corner of the Timetable Framework Manager.

This will open the Define Timetable Structure screen, which is divided into three key areas for setting up the DNA of your academic week.

A. Master Period Grid

This grid at the top-left is where you define your school's standard day.

• To Add a Period: Click the Add Period button.
• Order: Use the up and down arrows to re-order your periods.
• Period ID & Name: Assign a unique ID (e.g., 1, 2, B, 3) and a descriptive name (e.g., Period 1, Period 2, Break).
• Start/End Times: Set the start and end times for each period.
• Break?: Check this box to designate a period as an official school-wide break. The system will ensure no academic lessons are scheduled during this time.
• Bell: Assign a bell schedule to each period. Most will use the default "All Classes" bell.

B. Class Time-Off

This powerful feature on the right allows you to block out specific periods for individual classes, perfect for handling things like weekly planning sessions or special assemblies.

• Select a Class: Use the dropdown menu to choose the class you wish to modify (e.g., 1A).
• Mark Time-Off: The grid displays the entire week. Click on a specific period to mark it as unavailable. In the example provided, Thursday Period 7 is marked with a red 'X', making it unavailable for class 1A.
• Legend: The colors indicate the status: Green (Available), Blue (Conditional), and Red (Not Available).

C. Use different bell times for different classes

This section at the bottom-left is essential for schools with complex schedules, such as staggered lunch breaks for different grade levels.

• Enable: The feature is active when the "Use different bell times..." checkbox is ticked.
• Configure a Bell: Select a different bell schedule to configure (e.g., Bell 2).
• Assign Classes: Select a class from the list (e.g., 1G, 1J) to move it from the default bell schedule (Bell 1) to the alternate one you are configuring. This ensures these classes will follow a unique timetable rhythm.

Once you have configured the Master Period Grid, Class Time-Off, and any unique bell schedules, click the Save Structure button to lock in your timetable's foundation. You will then be returned to the Framework Manager, ready to define the specific subject requirements for each class.

Part 1: The Principal's Role - Building the Blueprint (Continued)

1.3 Defining Subject Requirements for Each Class

Once you have saved your master structure, you can begin the core task of the framework: defining the specific lesson requirements for each class. This is where you translate your curriculum into a concrete set of rules for the scheduling engine.

The process begins by selecting a class from the list on the left-hand side. The main area of the screen will then display the requirements for that specific class (e.g., "Requirements for: 1A").

Before adding subjects, you have two powerful tools available to handle complex scheduling needs: Divisions and Time-Off.

A. Creating Class Divisions (Optional)

Divisions allow you to split a single class into smaller groups for specific subjects, such as separating students for different electives (Woodwork/Home Economics) or skill groups.

1. With a class selected, click the Divisions button.
2. In the "Define Divisions" window, you can create blocks and groups. For example, a "Gender" block with "Boys" and "Girls" groups, or a practicals block with "Group 1", "Group 2", and "Group 3".
3. Click Save Divisions. These groups will now be available to assign to specific subject requirements.

B. Setting Class-Specific Time-Off (Optional)

While you set school-wide time-off in the main structure, you can also block out additional periods for a specific class.

1. With a class selected, click the Time-Off button.
2. A weekly grid will appear. Click any period to mark it as unavailable (red 'X') for this class only.
3. Click Done. The system will now know not to schedule any lessons for this class during those marked-off times.

C. Adding and Configuring Subject Requirements

This is the main building block of your timetable.

1. Click the + Add Subject Requirement button to create a new, empty row.
2. Fill in the details for the lesson:
   • Subject: Select the subject from the dropdown list (e.g., Mathematics, English Language).
   • Times per Week: Enter how many times this specific lesson configuration should occur (e.g., 2 times per week).
   • Lesson Length: Specify if it's a Single, Double, or Triple period lesson.
   • Division / Group: Assign the lesson to the Entire class or select one of the specific divisions you created (e.g., 1.he for Home Economics). This ensures only part of the class is scheduled for this lesson.
   • Joint Classes: If this lesson is taught together with another class, you can link them here.

As you add and modify these requirements, two intelligent processes happen in the background:

• Live Validation: The system continuously validates your rules. A status bar at the top provides immediate feedback, such as "The lesson requirements are valid and can fit into the schedule structure." or a warning if there's an issue. The Total Periods counter also updates, showing you how many of the available weekly periods you have filled.
• AI Assistant: If you create a set of requirements that is logically impossible to schedule (e.g., requesting too many double periods), the AI assistant will provide proactive, human-readable advice to help you resolve the conflict.

D. Copying Requirements for Efficiency

To save significant time, you can set up the requirements for one "template" class and then copy them to other classes in the same grade level.

1. After perfecting the requirements for a class (e.g., 1S), click the Copy... button.
2. The "Copy Requirements to Other Classes" window will appear.
3. Select one or more destination classes (e.g., 1J, 1A).
4. Click the Copy to... button. This will overwrite any existing requirements in the selected classes with the new template.

After defining the requirements for all classes, your blueprint is complete. The final step is to click the Save Framework button to secure all your hard work.