School calendar
Who this is for: directors · Where: School calendar in the sidebar.
What this page is for
Two things that change what everyone else sees: holidays and teacher absences.
Schedule view
The calendar opens on Schedule, one of four tabs alongside Holidays, Absences, and Workload. Pick one or more teachers from the search box — the grid stays empty until at least one is selected, then fills in with a week-by-week timetable for exactly the teachers you chose.
Move between weeks with Today, the arrow buttons, or by clicking the date range itself, which opens a small month calendar so you can jump straight to any week instead of stepping through one at a time.
Holidays
Add a date or a date range with a label. Each holiday has:
- a type — bank, school, or other
- a recurrence — once, or yearly
A yearly holiday repeats on the same date every year, so national days go in once.
Holidays are skipped when a teacher fills a semester from the curriculum, and they show on pupil and teacher calendars. Adding one after a timetable has been generated does not retroactively move the lessons already scheduled.
Recording a teacher absence
Choose the teacher, the dates, and a reason.
An absence can be whole-day or part of the day. For a partial absence give a start and end time — only lessons falling inside that window are treated as affected.
A start without an end (or the reverse) is rejected, as is an end at or before the start. A half-specified window has no clear meaning, so it is refused rather than guessed at.
The form validates before saving and tells you what is missing — teacher, dates, reason, or an incomplete time range.
Assigning cover
As soon as the teacher and dates are set, the page works out which lessons are actually affected and lets you assign cover per lesson, while you are still creating the absence.
For each affected lesson you see the subject and class, and a picker of teachers. Teachers who are free at that exact slot are listed first; those with a clash are still selectable but marked busy — sometimes double-booking someone is the least-bad option, and the app does not pretend otherwise.
There is also a bulk "assign one teacher to everything" shortcut for the common case.
You can revisit cover later from the recorded-absences list.
What pupils and teachers see
- A lesson with a substitute shows "Replaced by" and the substitute's name, with their photo.
- A lesson with no substitute shows the teacher greyed out and marked absent.
Parents and pupils see this on the calendar and in materials, so a class is never left wondering who is turning up.
Deleting and editing an absence
Deleting an absence also deletes its per-lesson cover, so no orphaned substitution keeps overriding a lesson.
Editing the dates or the time window prunes any cover that now falls outside it.
Rules and limits
- Directors only.
- Holidays: single date or range; type and recurrence; yearly repeats.
- Absences: whole-day, or a complete start/end time window.
- Cover is per lesson, with free teachers ranked first.
- Busy teachers remain selectable — informational, not a hard block.
- Deleting an absence removes its cover.
Troubleshooting
"Record absence does nothing." Something required is missing — teacher, dates, reason, or a half-filled time range. The form now names which; if it stays silent, reload.
"No lessons were detected." That teacher has no timetabled lessons in the window. Cover is per lesson, so there is nothing to assign.
"A holiday did not clear the timetable." Holidays are skipped when a schedule is generated. Lessons created before the holiday existed stay put — remove them manually.
"A substitute still shows after I deleted the absence." Should not happen; deletion removes cover. Reload, and report it if it persists.
"Every candidate is marked busy." They genuinely all teach at that time. Pick one anyway, or move the lesson.