How to Make a School Timetable: AI Tools & Practical Guide

Effective timetabling is the lifeblood of smooth school operations, yet crafting optimized schedules is extraordinarily complex. Myriad interdependent constraints like teacher availability, room capacities, and student needs must assemble into a coherent master calendar. Manual trial-and-error methods strain even the most seasoned administrators. But AI now provides a revolutionizing assistance.

Sophisticated algorithms can encode scheduling policies and juggle endless combinations to automatically generate optimized calendars aligned to institutional objectives. They lift the burden of tedious data crunching that once hamstrung human efforts, freeing up staff for more strategic initiatives. This fusion of AI’s brute-force computational muscle and human judgment represents a new frontier in scheduling efficiency.

This practical guide demonstrates that capability firsthand, walking through creating automated schedules with leading versatile AI tools that are affordable for anyone—ChatGPT, Claude, and Copilot. Once designed, these calendars seamlessly integrate with the Virto Calendar App for Microsoft 365, Microsoft Teams, and SharePoint, producing polished calendars and workspaces for your school.

So read on to learn more about different school timetable makers, try your hand at AI-enabled scheduling, and create your own school time table. And for more on crafting academic timetables optimized for your needs, see these other resources on our blog:

Table of Contents

Understanding School Scheduling

As you’re probably well aware, creating school schedules is a complex task that involves coordinating various elements to ensure that students and teachers have a smooth and effective educational experience. To illustrate how best to approach this intricate process, we’ll go over the essentials first.

So, in this section, we’ll explore the definition of school timetabling, outline the common challenges faced, and describe the steps to crafting a basic schedule. Then, we’ll highlight the advantages of using software and, finally, showcase how AI can streamline the entire process.

Now, without further ado, let’s get started.

What is school scheduling?

School scheduling is the process of organizing and planning the timetable for an educational institution. This involves allocating time slots for different subjects, assigning teachers to classes, and ensuring that the available resources are used efficiently. The goal is to create a balanced and cohesive schedule that meets the educational needs of students while accommodating the availability and preferences of teachers.

Key components of school scheduling

Class timetable: Defining when each class will take place throughout the day.
Teacher assignments: Allocating teachers to specific classes and subjects.
Room allocation: Ensuring that each class has an appropriate room or space.
Resource management: Scheduling the use of shared resources such as labs, sports facilities, and equipment.
Extracurricular activities: Incorporating sports, clubs, and other activities into the schedule.

If that sounds a little complicated at this point, don’t worry. We’ll first lay out the common challenges in scheduling, and then walk you through a practical example to demonstrate the process in action.

Typical difficulties when creating school schedules

Any seasoned administrator will tell you school scheduling is a logistical puzzle of epic proportions. Below are typically the main culprits that make this a universal struggle:

Limited resources: One of the biggest challenges is the scarcity of physical classrooms or qualified teachers. Schools often have to make do with limited space and a finite number of instructors, making it difficult to accommodate all classes and activities.
The need to balance the teaching load:
- Even distribution: It is essential to ensure that the teaching load is evenly distributed among teachers. Overburdening some teachers while underutilizing others can lead to burnout and inefficiency.
- Specializations: Teachers with specialized skills or subjects may be in high demand, complicating efforts to balance the load.
Schedule conflicts:
- Overlapping lessons: Ensuring that teachers and students do not have overlapping lessons is a common issue. A teacher being assigned to two classes at the same time or students having two required classes simultaneously can disrupt the schedule.
- Room availability: Scheduling conflicts also arise when multiple classes need the same room or resource at the same time.
Combination of educational and extracurricular activities:
- Balance: Integrating extracurricular activities like sports, music, and clubs into the academic schedule is challenging. These activities are crucial for student development but must be balanced with academic requirements.
- Coordination: Coordinating these activities without disrupting the academic schedule requires meticulous planning.
Individual needs:
- Special educational needs (SEN): Accommodating students with special educational needs requires additional resources and careful planning. These students may need tailored schedules that account for their unique requirements.

Creating a basic schedule

Instead of diving straight into the rules, let’s start with a hands-on example. We’ll explore a practical timetabling scenario first, and then use those insights to outline the key steps and requirements for making time tables.

How to make school time table: Basic example

To better understand the process of school timetabling, let’s walk through a simple example (Pic. 1). We’ll examine typical input data, explore the challenges that arise, and demonstrate how a well-crafted timetable provides an effective solution.

Pic. 1. Example classroom school time table chart.

The picture above illustrates the process of creating school timetables by assigning specific lessons to time slots and rooms. Now, here are the key components of this timetabling process:

Lessons: The starting point is identifying the lessons that need to be scheduled. In this example, the lessons are:

Math by A. Turing for 9th grade
Chemistry by M. Curie for 9th grade
French by M. Curie for 10th grade
History by I. Jones for 10th grade

Constraints: There are several constraints to consider:

Same students: Some lessons involve the same group of students (e.g., Math and Chemistry for 9th grade).
Same teacher: A teacher may teach multiple classes (e.g., M. Curie teaches both Chemistry and French).
Room availability: The availability of rooms (Room A and Room B) must be considered to avoid scheduling conflicts.

Time slots: The timetable must allocate specific time slots for each lesson. In this example, the time slots are:

08:30 – 09:30
09:30 – 10:30

Now, the goal is obviously to assign each lesson a time slot (either 8:30-9:30 or 9:30-10:30) and a room (Room A or Room B), taking into account the constraints:

Overlapping lessons: Ensuring that teachers or students are not scheduled for two activities simultaneously.
Room allocation: Making sure that each lesson has an appropriate room available at the required time.

The solution phase demonstrates how the lessons can be arranged to address the constraints:

08:30 – 09:30:
- Room A: Math by A. Turing for 9th grade
- Room B: French by M. Curie for 10th grade
09:30 – 10:30:
- Room A: Chemistry by M. Curie for 9th grade
- Room B: History by I. Jones for 10th grade

This arrangement avoids all conflicts:

9th grade has Math then Chemistry, both in Room A.
10th grade has French then History, both in Room B.
M. Curie teaches Chemistry after finishing French, using both rooms.

By carefully assigning time slots and rooms, the timetable ensures that:

Students do not have overlapping lessons.
Teachers are not double-booked.
Rooms are used efficiently.

So, school timetabling is about finding solutions that satisfy multiple constraints simultaneously. This often involves considering teacher availability, student groupings, subject requirements, and resource limitations. Our example demonstrates that even a simple example can involve complex dependencies, highlighting the need for careful planning and potentially, school time table software solutions to manage larger, real-world scenarios.

How to make school time table for teachers: Basic scheduling rules & requirements

As we’ve discovered, creating a school timetable that effectively balances student needs, teacher workloads, and resource limitations is a complex puzzle. And it’s not just about fitting subjects into slots, it’s also about creating a harmonious learning environment where everyone thrives.

Here’s a breakdown of the essential rules and requirements to guide you through the process:

Understanding school needs & workload:

Curriculum analysis: Start by thoroughly examining the curriculum. Determine the required hours per subject, per week, for each grade level. This forms the foundation of your timetable.
Teacher allocation: Assess the number of teachers available for each subject and their respective workloads. Ensure a balanced distribution of teaching hours, considering factors like class size and subject difficulty.

Subject distribution & hour requirements:

Minimum & maximum hours: Establish clear guidelines for minimum and maximum teaching hours per teacher, per day. This ensures a reasonable workload and prevents teacher burnout.
Core subjects vs. electives: Prioritize the scheduling of core subjects while ensuring adequate time allocation for electives and specialized programs.

Data collection & special considerations:

Information gathering: Create a comprehensive database encompassing subjects, teachers (including their qualifications and preferences), classrooms (capacity, suitability for specific subjects), and any special equipment needs.
Special requirements & restrictions: Factor in any pre-existing constraints, such as teacher availability on specific days, shared resource scheduling (e.g., computer labs), or students with learning support needs requiring additional time or specific classroom arrangements.

Prioritizing well-being:

Student & teacher needs: A well-designed timetable considers the well-being of both students and teachers. Avoid scheduling demanding subjects back-to-back or late in the day when concentration levels dip.
Breaks & preparation time: Incorporate sufficient breaks between lessons for both students and teachers. Allocate dedicated time for teachers to prepare lessons and grade assignments.

Optimizing resources & time management:

Classroom & equipment availability: Ensure that the timetable aligns with the availability of classrooms and specialized equipment. Avoid scheduling conflicts and maximize resource utilization.
School premises optimization: Consider the flow of students and teachers between classes. Minimize travel time and potential congestion in hallways, especially during transitions.

Effective time management tips:

Visual timetable: Create a clear, visually appealing timetable that is easily accessible to both teachers and students.
Digital tools: Utilize scheduling software or online platforms to streamline the process, automate conflict detection, and facilitate communication.
Flexibility & adaptation: Remain adaptable and open to adjustments. Unexpected situations may arise, requiring timetable modifications.

Remember, creating a school timetable is a collaborative process. Seek input from teachers, students, and administrators to ensure a schedule that meets everyone’s needs and fosters a positive learning environment.

How to create a time table for school with online and offline components

The COVID-19 pandemic abruptly thrust the world into the realm of virtual classrooms. While traditional, in-person schooling has long since resumed, the experience sparked a renewed interest in the potential of online learning. This has led some institutions, particularly at the higher education level, to embrace a hybrid model, blending the best of both online and offline learning experiences. But what exactly does a hybrid schedule entail, and how can it be implemented effectively?

What is a hybrid schedule?

A hybrid schedule seamlessly integrates online and offline learning experiences. Instead of simply offering online courses as an alternative to traditional classes, a hybrid model strategically combines in-person instruction with online components. This might involve:

Flipped classrooms: Students learn new material independently online, then engage in discussions and problem-solving activities during in-person sessions.
Blended learning: Courses combine face-to-face instruction with online modules, assignments, and assessments.
Rotating schedules: Students alternate between days or weeks of in-person and online classes.

How to combine online and offline classes effectively

Combining online and offline classes requires careful planning and coordination. Here’s how schools can effectively implement hybrid schedules:

Purposeful integration: Don’t just tack on online components as an afterthought. Carefully consider how online learning can enhance and complement in-person instruction.
Clear communication: Establish clear expectations for both online and offline learning activities. Provide students with detailed schedules, assignment guidelines, and communication protocols.
Varied learning activities: Offer a diverse range of online and offline learning experiences to cater to different learning styles and keep students engaged.

Examples of successful hybrid schedules

Let’s see how different subjects can potentially benefit from incorporating a virtual component:

Science courses:

Online component:
- Virtual labs: Simulations allow students to explore complex concepts and procedures in a safe, controlled environment. They can manipulate variables, make observations, and analyze data, all without the risks or limitations of a physical lab.
- Interactive tutorials: Online modules can introduce new concepts, reinforce key vocabulary, and provide step-by-step guidance on experimental procedures.
- Collaborative data analysis: Students can work together online to analyze data sets, share findings, and draw conclusions from experiments conducted virtually or in person.
Offline domponent:
- Hands-on experiments: In-person labs provide the irreplaceable experience of working with real equipment, observing physical phenomena firsthand, and developing practical laboratory skills.
- Group projects & presentations: Students can collaborate in person to design, conduct, and present findings from their experiments, fostering teamwork and communication skills.

Humanities Courses (e.g., History, Literature, Social Studies):

Online component:
- Asynchronous discussions: Online forums allow students to engage in thoughtful discussions outside of class time, deepening their understanding of complex texts and historical events.
- Collaborative writing & research: Students can work together on shared documents and research projects, leveraging online tools for communication, organization, and citation management.
- Digital storytelling & presentations: Students can use multimedia tools to create presentations, documentaries, or interactive timelines, showcasing their understanding of historical events or literary themes.
Offline component:
- Socratic seminars & debates: In-person discussions allow for real-time engagement with peers and instructors, fostering critical thinking, argumentation, and active listening skills.
- Primary source analysis: Teachers can guide students in analyzing historical documents, artifacts, or works of literature in a physical classroom setting.
- Guest speakers & field trips: In-person experiences can bring learning to life, providing students with firsthand perspectives and enriching their understanding of historical or cultural contexts.

Foreign Language Courses:

Online component:
- Language learning platforms: Interactive software and apps provide personalized vocabulary and grammar exercises, pronunciation practice, and engaging cultural content.
- Virtual exchange programs: Connect with native speakers online for language exchange partnerships, cultural discussions, and authentic communication practice.
- Film & media analysis: Students can watch films, TV shows, or listen to music in the target language, using online tools for subtitles and vocabulary support.
Offline component:
- Conversation practice: In-person classes provide essential opportunities for students to practice speaking and listening skills in a supportive environment.
- Role-playing & simulations: Engaging activities like role-playing scenarios or simulated cultural experiences help students apply their language skills in practical contexts.
- Cultural immersion activities: Field trips, guest speakers, or cultural events organized by the school can provide authentic exposure to the target language and culture.

Technical aspects & support:

A successful hybrid learning experience hinges on more than just good intentions. To truly thrive in a blended environment, both students and teachers need the right tools and support. It’s about creating a seamless bridge between the online and offline worlds. Below, we’ll outline the basic technical considerations and support mechanisms, so you know where to get started:

Time management: Effective time management is crucial when combining online and offline lessons in a hybrid education model. Schools need to ensure that both students and teachers can smoothly transition between these two modes of learning. Here are key considerations:
- Setup time: Allocate sufficient time for students to set up their devices and connect to online platforms before the start of each online session. This includes logging into the necessary software, ensuring their equipment is functioning correctly, and resolving any technical issues that might arise.
- Access to technology: Ensure that all students have access to the required technology, such as computers, tablets, and reliable internet connectivity. Schools might need to provide devices or internet access solutions for students who lack these resources at home.
- Buffer time: Incorporate buffer times in the schedule to account for any delays or technical difficulties. This can help minimize disruptions and ensure that learning continues smoothly.
Teacher training: For a hybrid education model to be successful, it is essential that teachers receive comprehensive training and ongoing support. This involves:
- Proficiency with online platforms: Teachers should be well-versed in using the online learning platforms and digital tools that the school has adopted. Training sessions can cover the basics of these platforms, as well as advanced features that can enhance the teaching experience.
- Instructional strategies: Provide guidance on instructional strategies that are effective in a hybrid environment. This includes tips on how to engage students online, manage virtual classrooms, and integrate online resources with in-person teaching.
- Technical support: Establish a reliable technical support system for teachers, allowing them to quickly resolve any issues that arise during online sessions. This can include on-call IT staff, troubleshooting guides, and peer support networks.
Student support: Supporting students in a hybrid learning environment involves addressing their technical needs and providing resources to help them succeed. Key aspects include:
- Technical assistance: Offer technical support to students who encounter difficulties with online learning platforms. This can include a helpdesk, online tutorials, and step-by-step guides for common issues.
- Resource availability: Ensure that students have access to the necessary resources, such as instructional materials, software, and hardware. Schools may need to lend devices or provide software licenses to students.
- Training and orientation: Conduct training sessions and orientation programs for students to familiarize them with the online learning environment. This can help them navigate the platforms confidently and make the most of the available tools.
- Feedback mechanisms: Implement feedback mechanisms that allow students to report any technical issues or challenges they face. This can help the school address problems promptly and improve the overall learning experience.

Benefits & challenges of hybrid learning

As we’ve discussed above, the hybrid model blends online and in-person education, offering new dimensions of flexibility and access. Students enjoy personalized pathways while connecting to a vast digital toolkit of engaging content. Yet effectively braiding these modalities requires overcoming equally complex challenges around equity, workload and student success skills. Below, we’ll briefly discuss each aspect so you can decide for yourself if combining those two modes of learning is worth the effort.

Benefits:

Flexibility and personalization: Hybrid models offer greater flexibility for both students and teachers, allowing for personalized learning pathways and accommodating diverse learning needs.
Enhanced engagement: The integration of technology and interactive online elements can enhance student engagement and motivation.
Access to resources: Hybrid learning expands access to a wider range of educational resources, including online libraries, simulations, and expert guest lectures.

Challenges:

Time management & attention: Students may struggle to manage their time effectively and stay focused in a hybrid environment, requiring clear expectations and support.
Digital equity: Ensuring equitable access to technology and reliable internet connectivity for all students is crucial for the success of hybrid learning.
Teacher workload: Developing and delivering effective hybrid instruction can increase teacher workload, requiring adequate training, support, and resources.

Benefits of using school time table makers & timetable software for school scheduling

Fortunately for all (or almost all, to be fair), gone are the days of wrestling with spreadsheets and color-coded printouts to create school timetables. Today, dedicated software solutions offer a streamlined, efficient, and often more effective approach to this complex task. In this section, we’ll take a look at what’s on the market for both students and teachers, outline the main criteria for choosing the time table software, and give additional resources for perusal.

What is school timetable software?

School timetable software is a specialized type of software designed to help administrators and educators create, manage, and optimize school schedules. These programs take the headache out of manual scheduling by automating many of the tedious and time-consuming aspects, allowing educators to focus on what matters most – student learning.

Basic functions of time table making software:

Data input & management: Easily input and manage information about teachers, subjects, classrooms, student groups, and any special requirements or constraints.
Automated scheduling: Using algorithms to generate conflict-free timetables based on pre-defined rules and constraints.
Conflict detection & resolution: Quickly identify and resolve scheduling clashes, ensuring that teachers, students, and resources are optimally allocated.
Communication & collaboration: Facilitate communication between administrators, teachers, and even students, allowing for feedback, adjustments, and schedule sharing.
Reporting & analysis: Generate reports on timetable data, such as teacher workloads, resource utilization, and student schedules.

Examples of popular time table software for schools, teachers, and students

Timetabling software for schools and administrators:

TimeTabler: A comprehensive scheduling solution offering automated timetable generation, conflict resolution, and communication tools.
aSc TimeTables: Another popular choice known for its user-friendly interface and powerful optimization features.
Class Composer: Offers a range of features, including online student course selection and integration with student information systems.

Timetable app for teachers:

Chalk aka Planboard: A free online lesson planning and scheduling tool that allows teachers to create, share, and track their lessons.
TeacherKit: A mobile app that combines lesson planning, attendance tracking, and gradebook features.

Timetable maker app for students:

My Study Life: A cross-platform planner designed specifically for students, allowing them to manage their classes, assignments, and exams.
Class Timetable: A simple and intuitive app for students to keep track of their schedules and receive class reminders.

Criteria for selecting & integrating timetable software

Choosing the right timetable software doesn’t have to be daunting. By focusing on a few key criteria, you can find a solution that streamlines your scheduling, empowers your staff, and ultimately, benefits your students. Here’s what to consider:

Ease of use: A user-friendly interface is crucial. Look for software with a clean design, intuitive navigation, and features that are easy to understand and use, even for staff members with limited technical expertise.
Features & functionality: Not all software is created equal. Think about your school’s specific needs. Do you require complex scheduling for specialized subjects, multi-grade classes, or shared resources? Ensure the software can handle your unique requirements.
Integration: Seamless integration with your existing systems can save you countless hours and headaches. Choose software that can easily import data from your student information system or sync with your learning management platform.
Support & training: Robust support is essential for a smooth implementation process. Look for providers that offer comprehensive documentation, online tutorials, and responsive customer service to guide you and your staff every step of the way.

Integrating timetable software into the educational process

Choosing the right software is just the first step. To truly unlock the benefits of timetable software, a thoughtful implementation process is key. This involves not just installing the software, but also fostering a culture of collaboration and support within your school. Here’s how to ensure a smooth transition:

Collaborative planning: Don’t underestimate the power of teamwork. Involve teachers and administrators in every step of the process, from selecting the software to designing training programs. This collaborative approach ensures buy-in, gathers valuable feedback, and paves the way for smooth adoption.
Professional development: Investing in proper training is essential. Provide staff with ample opportunities to learn the ins and outs of the software through workshops, online tutorials, or one-on-one support. When teachers feel confident using the tools, they’re more likely to embrace the new system.
Ongoing support: Transitioning to new software can come with bumps along the road. Establish clear channels for ongoing support, whether it’s through a dedicated IT contact, online forums, or regular check-in meetings. Addressing concerns promptly ensures that the software continues to meet everyone’s needs.

How to Make a School Routine with AI: Using AI to Create a School Schedule

While traditional scheduling software has offered some relief, the emergence of artificial intelligence (AI) promises to revolutionize the school timetabling process, making it smarter, more efficient, and student-centric. Now, let’s examine how AI works its magic on school schedules.

How AI timetable makers work

AI-powered scheduling tools leverage sophisticated algorithms to analyze vast datasets and generate optimized schedules. Here’s a glimpse into how it works:

Data ingestion: The AI system ingests a comprehensive dataset, including teacher contracts, subject requirements, student enrollments, classroom availability, and any special constraints.
Pattern recognition & analysis: Using machine learning, the AI identifies patterns, relationships, and potential conflicts within the data. It learns from past schedules, teacher preferences, and student needs to make informed decisions.
Schedule generation & optimization: Based on the analyzed data, the AI generates multiple schedule options, continuously evaluating and refining them to minimize conflicts, maximize resource utilization, and adhere to predefined rules.
Human-in-the-loop refinement: While AI does the heavy lifting, human administrators retain control. They can review the AI-generated schedules, make adjustments, and fine-tune the final output based on their expertise and insights.

Why AI schedule makers often outshine traditional software

For years, schools have relied on software to help manage the complexities of creating timetables. But traditional scheduling software, while helpful, often falls short in addressing the dynamic and multifaceted needs of a modern school. Here’s why AI schedule makers are often better than traditional scheduling software:

Enhanced efficiency: AI automates the most time-consuming aspects of scheduling, freeing up administrators to focus on strategic planning and student support.
Improved accuracy: AI’s ability to analyze vast datasets and identify potential conflicts far surpasses human capabilities, resulting in more accurate and conflict-free schedules.
Personalization & flexibility: AI can factor in individual student needs, learning styles, and teacher preferences, creating more personalized and flexible schedules.
Data-driven insights: AI provides valuable data insights and analytics, helping schools identify bottlenecks, optimize resource allocation, and make informed decisions.

Principles of AI algorithms in scheduling

As mentioned above, the magic of AI scheduling lies in its sophisticated algorithms that aim to mimic human intelligence to solve complex problems. However, unlike a human scheduler, AI thrives on data and computational power, allowing it to explore countless possibilities and generate highly optimized schedules.

Here’s a peek into the engine room of AI scheduling:

Constraint programming: Defines constraints and rules that the schedule must adhere to. These constraints could include teacher availability, classroom capacity, or even specific subject sequencing requirements. The AI then uses these constraints as non-negotiables, ensuring the final schedule ticks all the boxes.
Genetic algorithms: This technique draws inspiration from the natural world, specifically the process of evolution. The AI generates multiple schedule variations and then “breeds” the best ones, combining their strengths and weeding out weaknesses over numerous iterations. The result is a highly optimized schedule that has evolved to meet the specific needs of the school.
Machine learning: AI never stops learning. With machine learning, the system analyzes past schedules, user feedback, and even external factors to identify patterns and make smarter decisions. This means that over time, the AI becomes even more adept at creating schedules that are tailored to the school’s unique needs and preferences.

Success stories: AI in action in schools

The transformative potential of AI isn’t just a futuristic vision—it’s already a reality for many schools worldwide. Forward-thinking institutions are embracing this technology and reaping tangible benefits, from increased efficiency to happier students and teachers. Let’s look at a few successful use cases:

Use case # 1: AI-driven enrollment & retention

The challenge: Nova Southeastern University (NSU), located in Florida, recognized the critical need to improve student retention and enhance overall student welfare. While NSU possessed a wealth of valuable student data, they lacked the tools to effectively analyze and leverage this information for proactive intervention.

The solution: NSU partnered with Aible (1), an AI-powered platform specifically designed to help organizations extract actionable insights from their data. Aible’s sophisticated algorithms analyze various data points, including:

Academic history: Past grades, course load, and academic performance indicators.
Demographics: Age, gender, ethnicity, and socioeconomic background.
Financial aid: Financial aid packages, scholarship status, and potential financial challenges.
Engagement data: Interaction with online learning platforms, attendance records, and participation in university activities.

By analyzing these factors, Aible’s AI model identified key patterns and indicators that predicted student attrition risk. This enabled NSU to pinpoint students most likely to drop out, allowing for targeted intervention strategies.

The results: Within just 15 days of implementing Aible, NSU achieved a remarkable 17% reduction in student attrition. This significant improvement was a direct result of the AI’s ability to:

Identify at-risk students: Aible’s predictive modeling accurately identified students displaying early warning signs of potential dropout.
Enable proactive intervention: By identifying at-risk students early, NSU could proactively engage with them, offering personalized support such as academic advising, financial aid counseling, or connections to relevant student support services.
Optimize resource allocation: Aible helped NSU focus its resources and efforts on the students who needed them most, maximizing the impact of their retention initiatives.

Key takeaways: Nova Southeastern University’s success story demonstrates the transformative potential of AI in education. By leveraging AI-driven insights, institutions can move beyond reactive measures to implement proactive, data-informed strategies that significantly improve student retention, optimize resource allocation, and ultimately foster a more supportive and successful learning environment for all students.

Use case # 2: Streamlined administrative tasks & enhanced student support

The challenge: The University of Murcia in Spain (2) faced a common challenge for higher education institutions: a high volume of student inquiries stretching administrative staff thin and often leading to delays in response times. This placed a strain on resources and impacted the overall student experience.

The solution: To address this challenge, the University of Murcia implemented “Lola,” an AI-powered chatbot designed to provide students with instant and accurate information. Lola was trained on a comprehensive database of university information, including:

Campus information: Building locations, office hours, contact details, and campus maps.
Academic programs: Course descriptions, program requirements, enrollment procedures, and faculty information.
Student services: Information about financial aid, housing, health services, library resources, and student organizations.

The results: The implementation of Lola yielded impressive results, demonstrating the power of AI to streamline administrative tasks and enhance student support:

High engagement and accuracy: Lola successfully interacted with 4,609 students, answering over 38,708 questions with a remarkable 91% accuracy rate. This high level of accuracy, achieved even before the widespread adoption of advanced language models like ChatGPT, highlights the chatbot’s effectiveness.
Increased efficiency and productivity: By automating responses to routine inquiries, Lola freed up significant administrative staff time. This allowed staff to focus on more complex tasks requiring human interaction and expertise.
Improved student experience: Lola provided students with 24/7 access to instant and accurate information, eliminating wait times and enhancing their overall university experience.

Key takeaways: The University of Murcia’s success with Lola demonstrates how AI-powered chatbots can revolutionize administrative tasks in education. By automating responses to common inquiries, chatbots free up staff time, improve response times, and enhance the student experience.

Use case # 3: AI-enabled scheduling

The challenge: Texas A&M University-San Antonio (3, later referred to as simply A&M-San Antonio), experiencing rapid growth with a commitment to a high-quality student experience, faced a significant challenge during their new student orientation: a cumbersome and overwhelming course scheduling process.

Student frustration: New students struggled to navigate the complexities of course selection, often feeling overwhelmed sifting through numerous sections, trying to balance class times with work schedules, commutes, and other commitments. This led to frustration and sometimes registration errors.
Strained advisor time: Advisors spent a disproportionate amount of their orientation time assisting students with the mechanics of schedule building, leaving limited time for meaningful conversations about academic goals and student life.
Inefficient resource allocation: The existing manual process made it difficult for the Registrar’s Office to effectively manage classroom space, optimize course offerings based on student demand, and identify potential scheduling bottlenecks.

The solution: To address these challenges, A&M-San Antonio implemented Civitas Learning’s student scheduling and registration software, a solution powered by AI algorithms designed to streamline and personalize the scheduling experience. Key features of the software included:

AI-powered schedule generation: Students input their desired courses, preferred class times, and any scheduling constraints (work, commute, etc.). The AI engine then generates a personalized list of all feasible schedule options that meet their criteria.
Simplified course exploration: The software provides an intuitive interface for students to easily browse courses, view available sections, and get real-time updates on seat availability.
Enhanced advisor tools: Advisors gain access to tools that allow them to quickly view student schedules, make adjustments, and collaborate with students more effectively during the registration process.
Data-driven insights for the registrar: The platform provides the Registrar’s Office with valuable data on course demand, section fill rates, and scheduling patterns, enabling more efficient resource allocation and course planning.

The results: The implementation of AI-enabled scheduling led to a range of positive outcomes for A&M-San Antonio:

Improved student experience: Students reported a significantly improved orientation experience, finding it easier and less stressful to create schedules that met their needs. This led to increased student satisfaction and reduced registration errors.
Enhanced advisor effectiveness: Advisors were able to shift from transactional tasks to more meaningful interactions with students, providing guidance on academic planning, career exploration, and student life.
Optimized resource utilization: The Registrar’s Office leveraged data insights to optimize classroom space allocation, adjust course offerings based on demand, and minimize scheduling conflicts.

Key takeaways: A&M-San Antonio’s success story demonstrates how AI-powered scheduling solutions can transform the student experience, improve advisor effectiveness, and optimize resource use in education. By automating tedious tasks and providing personalized support, AI empowers institutions to create a more efficient and student-centric approach to course registration and scheduling.

Popular AI tools for creating schedules

Finally, here are some suggestions for popular AI timetable makers that you can try for your school timetabling.

Universal AI schedule makers

These universal AI tools can be adapted to assist in creating school schedules:

ChatGPT (OpenAI): This powerful language model can generate schedule templates, brainstorm solutions for scheduling conflicts, and draft communication to students and staff about schedule changes.
Gemini (Google AI): Similar to ChatGPT, Gemini excels at understanding and generating human-like text, making it useful for tasks like creating schedule descriptions, drafting announcements, and answering student queries about their schedules.
Claude (Anthropic): Known for its focus on ethical considerations and helpfulness, Claude can assist in creating schedules that prioritize student well-being and fairness in resource allocation.
Copilot (Microsoft): An AI tool integrated within Microsoft 365 applications that can assist in generating and managing schedules through tools like Excel and Outlook.

Specialized AI time table maker for school scheduling software

These software solutions are specifically designed to tackle the complexities of school scheduling, offering features tailored to the unique needs of educational institutions:

Timetable maker for schools & specialized course scheduling software: Many institutions use software specifically designed for course scheduling, such as Ad Astra Scheduling, CollegeNET, Jenzabar, Untis, Edval, and aSc TimeTables. These platforms often incorporate AI to optimize course offerings, manage classroom space, and resolve scheduling conflicts. As demonstrated in the Texas A&M-San Antonio case study, Civitas Learning also offers a comprehensive platform with AI-powered scheduling, registration, and academic planning tools.
Timetable apps for teachers as well as faculty and staff scheduling software: Tools like TeacherKit, TimeTabler, and Fetchy focus on creating schedules for teachers and staff, considering factors like availability, subject expertise, and contractual obligations.
AI timetable maker for students: Apps like myStudyLife, Taskade, Class Timetable, Schedly, TimeTree, Reclaim.ai, TidyLearn, and Study Plannr are designed to help students create organized and efficient schedules, ensuring they can balance their academic and personal lives effectively.

👉 How to make an exam timetable? Creating an exam timetable requires knowing the dates and times of all exams first. Arrange the subjects in a way that allows adequate preparation time between exams, avoiding back-to-back scheduling of difficult subjects. Use a calendar or timetable app to plot these dates, ensuring to include study periods and breaks. You may also want to consider Quizlet, EduRev, and Exam Countdown as handy tools to help you prepare for your exams.

How Should I Make my Timetable with AI: Practical Examples of Creating Schedules Using AI

While specialized scheduling software offers powerful features, budget constraints might lead you to explore more accessible alternatives. AI tools like ChatGPT, Claude, or Copilot can be surprisingly effective for creating, managing, and optimizing school schedules.

Keep in mind that crafting effective prompts for these AI tools is key to achieving optimal results. It often takes several iterations, experimenting with different prompts, and refining your approach to arrive at the best possible schedule.

To guide your exploration, we’ll delve into some key considerations for crafting prompts and provide a few examples to get you started. Remember, these prompts are meant to be adapted, expanded upon, and tailored to your specific needs and institution.

How to prepare school time table with AI: Considerations for creating prompts for AI-powered schedules

Before you start generating schedules with AI, keep these points in mind:

Be specific: Clearly define your constraints. Specify the number of classes, periods in a day, available classrooms, teacher availability, and any special requirements (e.g., lunch breaks, recess).
Provide context: The more information you provide about your school, students, and priorities, the better the AI can tailor the schedule. Mention grade levels, subject requirements, elective options, and any desired balancing of class difficulty or teacher workloads.
Iterate and refine: Don’t expect perfection on the first try. Treat the AI as a collaborative partner. Review the generated schedule, identify areas for improvement, and provide feedback through revised prompts.
Don’t forget the human touch: AI is a tool, not a replacement for human judgment. Review the final schedule for feasibility, fairness, and alignment with your school’s values.

Example prompts for AI timetable planners

Here are a few examples of AI time table planner prompts to get you started. Remember to adapt them to your specific context:

Prompt # 1: Basic schedule generation

“Create a sample weekly timetable for a high school with 6 periods per day. Include core subjects (Math, Science, English, Social Studies), one elective period, and a 30-minute lunch break. Ensure that no teacher is assigned to teach two classes simultaneously.”
“Create a school schedule for the upcoming semester. The school day starts at 8:00 AM and ends at 3:00 PM, with a lunch break from 12:00 PM to 1:00 PM. The schedule should include the following subjects: Math, English, Science, History, and Physical Education. The schedule should cover grades 9 through 12. Ensure that no teacher is scheduled for more than 5 periods per day.”

Prompt # 2: Schedule with constraints

“Generate a possible schedule for our elementary school with 4 grade levels and 5 periods per day. Consider the following teacher availability:

Ms. Smith: Available for Math and Science in grades 1 and 2.
Mr. Jones: Available for English and Social Studies in grades 3 and 4.
… [Add other teachers and constraints] “

Generate a detailed school timetable for grades 7 and 8. The school operates from 9:00 AM to 4:00 PM, with a 30-minute break at 11:00 AM and a 1-hour lunch break at 1:00 PM. Subjects include Math, English, Science, History, Geography, and Art. Consider the following constraints:

Math classes must be scheduled in the morning.
Science classes require Lab 1 or Lab 2, which can hold up to 25 students.
Ms. Smith can only teach English on Mondays, Wednesdays, and Fridays.
No class should exceed 30 students.
Include elective periods for Art and Music on Tuesdays and Thursdays.

Prompt # 3: Custom schedule for special groups + extracurricular & electives

Create a custom timetable for a special education group. The school day runs from 8:30 AM to 2:30 PM, with a 15-minute break at 10:00 AM and a 45-minute lunch break at 12:00 PM. Subjects include Reading, Math, Social Skills, and Physical Therapy. Ensure that:

Physical Therapy is scheduled in the therapy room.
Reading and Math are scheduled in the morning sessions.
Group activities are scheduled in the afternoon.
Include additional support from teaching assistants during Math classes.

Design a school schedule that includes both academic subjects and extracurricular activities for grades 10 through 12. The school operates from 8:00 AM to 4:00 PM, with a 1-hour lunch break from 12:00 PM to 1:00 PM. Academic subjects include Math, English, Biology, Chemistry, and History. Extracurricular activities include Sports, Drama, and Music. Consider the following:

Math and English must be scheduled every day.
Science subjects require Lab 3, which can hold up to 20 students.
Sports activities are scheduled for the last period of the day.
Drama and Music electives are offered on Mondays and Wednesdays.
Ensure no teacher is scheduled for more than 6 periods per day.

Prompt # 4: Schedule optimization

“I have a draft schedule for our middle school, but I’d like to minimize student travel time between classes. Can you suggest any adjustments to the current schedule to group classes in closer proximity based on subject and grade level?”

Prompt # 5: Communicating schedule changes

“Help me draft an announcement to parents about a minor change in the Friday afternoon schedule. Explain that we’re swapping the order of the last two periods to accommodate a guest speaker.”

By experimenting with prompts, providing clear instructions, and iteratively refining your approach, you can leverage the power of AI to create effective and manageable school schedules.

How to make a school time table with AI: Practical example of creating a school routine time table using generic AIs

Let’s walk through an example of creating a sample schedule using Claude. The process is quite similar to other universal AI tools like Gemini, ChatGPT, and Microsoft 365 Copilot. You can use any of these tools, or even experiment with a few to see which one best fits your needs.

Here’s a typical process for generating an AI-assisted schedule:

Initial prompt: Begin by prompting your AI tool to create a schedule. Provide as much detail as possible to ensure accuracy.
Refinement: Refine the generated schedule by giving feedback and making adjustments until you’re satisfied with the result.
Export: Once satisfied, ask the AI tool to create a schedule that you can export, such as a CSV file.
Distribution: Print your CSV file, distribute it, or import it into your preferred software for further administration and management.

In our article, we’ll guide you through all these steps, including importing your AI-generated schedule into the Virto Calendar App, where you can manage, modify, and distribute it further.

👉 For a related comprehensive practical guide on AI schedule makers and additional prompts for ChatGPT, Copilot, Gemini, and Claude, refer to our previous article on the topic: AI Tools for School Schedules and Timetables: Prompts & Guide

#1 Initial school timetable maker prompt

“Please create a high school schedule for 2 groups in grade 9 for the month of September 2024.

Here’s the information you need to prepare an effective schedule:

The school day typically starts around 8:30 AM and ends around 4 PM, with registration from 8:30 AM to 8:55 AM.
Classes start at 9:00 AM.
The day is divided into periods, with each period lasting approximately 40-60 minutes.
Break times are also included in the schedule, often lasting 5 minutes between each lesson and 15 minutes after 2 periods, with lunch lasting 60 minutes.
Each period typically consists of the same 2 lessons, for example, Math from 9 AM to 9:40 AM and Math from 9:45 to 10:25 AM.
The schedule may include a mix of academic classes and connection classes.
The specific subjects taught this semester include:

* Drama: Ms. Emily Hart

* French: Mr. Pierre Dubois

* Maths: Mr. Alan Thompson

* History: Dr. Eleanor Collins

* Geography: Mr. Jack Rivers

* English: Ms. Olivia Bennett

* Music: Ms. Emily Hart

* IT: Mr. Max Lewis

* PE: Coach Sam Jordan

* Art and Design: Ms. Chloe Morgan

* Literature: Ms. Olivia Bennett

* Chemistry: Dr. Henry Carter

* Biology: Dr. Henry Carter

* Physics: Dr. Laura Mitchell

There are two Science Labs where classes Chemistry, Biology, and Physics take place. There is a Gym for PE, two Computer Rooms for IT classes, and one Drama Studio for Music and Drama classes.
Drama, Music, and Art and Design are electives and should be offered as last classes in a day.”

Pic. 2. Response to the initial prompt by Claude.

#2 Refinement school time table maker prompts

Upon reviewing Claude’s initial schedule draft, we identified a couple of key areas for improvement. Firstly, Ms. Hart was mistakenly double-booked on Monday, scheduled to teach both Group A and Group B concurrently:

Monday:

Group A:

1. Maths (Mr. Thompson)

2. English (Ms. Bennett)

3. French (Mr. Dubois)

4. History (Dr. Collins)

5. Geography (Mr. Rivers)

Elective: Drama (Ms. Hart) – Drama Studio

Group B:

1. Biology (Dr. Carter) – Science Lab 1

2. IT (Mr. Lewis) – Computer Room 1

3. PE (Coach Jordan) – Gym

4. Literature (Ms. Bennett)

5. French (Mr. Dubois)

Elective: Music (Ms. Hart) – Drama Studio

Secondly, the schedule lacked specific times and dates, making it impractical for implementation. To rectify these issues, we prompted Claude to consider the following:

Teacher availability: Ensure that teachers are not scheduled to teach multiple classes at the same time, particularly in cases where they handle multiple subjects or groups.
Specific time slots: Generate a schedule that includes precise dates and times for each class, creating a functional and usable timetable.
Periods and breaks: Factor in double periods per subject, as well as breaks between classes, periods, and a lunch break.

Through iterative prompting, Claude produced this schedule:

Pic. 3. Response to the initial prompt by Claude.

Here’s a closer look at it:

A schedule for Group A:

Time	Monday	Tuesday	Wednesday	Thursday	Friday
08:30 – 08:55	Registration	Registration	Registration	Registration	Registration
09:00 – 09:40	Maths	English	Chemistry	French	Physics
09:45 – 10:25	Maths	English	Chemistry	French	Physics
10:25 – 10:40	Break	Break	Break	Break	Break
10:40 – 11:20	History	Biology	Geography	PE	IT
11:25 – 12:05	History	Biology	Geography	PE	IT
12:05 – 13:05	Lunch	Lunch	Lunch	Lunch	Lunch
13:05 – 13:45	French	Literature	Maths	English	History
13:50 – 14:30	French	Literature	Maths	English	History
14:35 – 15:15	Geography	Physics	IT	Chemistry	Biology
15:20 – 16:00	Geography	Physics	IT	Chemistry	Biology
16:05 – 16:45	Drama (Elec.)	Music (Elec.)	Art (Elec.)	Drama (Elec.)	Music (Elec.)

And here’s a schedule for Group B:

Time	Monday	Tuesday	Wednesday	Thursday	Friday
08:30 – 08:55	Registration	Registration	Registration	Registration	Registration
09:00 – 09:40	Chemistry	French	Physics	Maths	English
09:45 – 10:25	Chemistry	French	Physics	Maths	English
10:25 – 10:40	Break	Break	Break	Break	Break
10:40 – 11:20	PE	IT	History	Biology	Geography
11:25 – 12:05	PE	IT	History	Biology	Geography
12:05 – 13:05	Lunch	Lunch	Lunch	Lunch	Lunch
13:05 – 13:45	English	History	French	Literature	Maths
13:50 – 14:30	English	History	French	Literature	Maths
14:35 – 15:15	Biology	Geography	Maths	Physics	IT
15:20 – 16:00	Biology	Geography	Maths	Physics	IT
16:05 – 16:45	Music (Elec.)	Art (Elec.)	Drama (Elec.)	Music (Elec.)	Art (Elec.)

Notes:

Each class period consists of two 40-minute sessions with a 5-minute break in between.
There’s a 15-minute break after the second period each day.
Lunch is scheduled for 60 minutes each day.
Elective classes (Drama, Music, and Art and Design) are offered as the last class each day.
Science classes (Chemistry, Biology, and Physics) are assumed to take place in the Science Labs.
PE classes are in the Gym, IT classes in the Computer Rooms, and Drama/Music in the Drama Studio.
The schedule alternates subjects to provide variety throughout the week.

#3 Export your AI-generated classroom schedule

The next step would be to ask Claude to generate a schedule that contains all the available data in a format that we can export.

To do that, we ask Claude to produce two CSV files: one for Group A and one for Group B. Each CSV schedule must include the Group name, Start DateTime and End DateTime in ISO 8601 format, Subject, Teacher, and Room.

Pic. 4. Resulting CSV from Claude.

Now, all you have to do is copy the content for each file and save it as two separate CSVs.

Pic. 5. Example CSV for Group A.

You might want to convert your CSV file into Excel or Google Sheets. Here are the steps to convert it to Google Sheets, but the process is similar for Excel:

Go to Google Sheets (https://sheets.google.com) and either create a new blank spreadsheet or open an existing one.
Import your CSV: Click on “File” → “Import” → “Upload” → “Browse” to locate your file.
Import file and settings: Choose “Replace current sheet” in “Import location” and “Comma” in “Separator type” → Click “Import data”

Pic. 6. Importing your file and settings.

Convert to table & save: Choose “Format” → “Convert to table”. Then “File” → “Download” → “Microsot Excel (.xlsx)

Pic. 7. Converting your file to a table.

Pic. 8. Finished table.

#4 Import your ready-made time table planner into your preferred software

Now that you’ve created your CSV file and converted it to your preferred format, such as Excel, you have a couple of options. You can either print your schedule and distribute it the old-fashioned way, or you can import it into your preferred software for further management, administration, and online distribution.

For those invested in the Microsoft ecosystem, VirtoSoftware offers an excellent solution—the Virto Calendar App. This native Microsoft app is fully integrated with Microsoft 365, SharePoint, and Microsoft Teams, and can serve as a single source of truth for all your various calendars and schedules, including your newly created AI-generated timetable.

Let us walk you through importing your timetable into the Virto Calendar App for further management and administration.

Import your CSV into SharePoint as a list:
1. Access your SharePoint site.
2. Create a new list: Click “New” > “List”.

Pic. 9. Creating a new list for SharePoint.

Import your CSV:

In the “Create a list” panel, click “From Excel”.

Pic. 10. Choosing the correct import method.

Click “Upload file” and select your file.

Pic. 11. Uploading your file.

Name your list and add an optional description.

Pic. 12. Naming your file.

Preview and customize data mapping if needed.

Pic. 13. Customizing your file.

Click “Next” and “Create”.
Verify your list: Ensure all data is imported correctly and columns are properly configured.

Pic. 14. Your created list.

Add your SharePoint list as a data source in Virto Calendar:

Edit the calendar: Click the “Edit calendar” icon next to the calendar name in Virto Calendar.

Pic. 15. Navigating to calendar settings in the Virto Calendar App.

Choose data source option:
- Add existing data source: For pre-existing SharePoint lists.
- Create new SharePoint data source: To create and add a new list.

Pic. 16. Opting for “Create new SharePoint data source”.

Select “Create New SharePoint data source”:
- Choose your imported list from the available lists.

Pic. 17. Locating and choosing your newly created list.

Fill in the required fields:
- Name: Enter a name for the data source.
- Site URL: Provide the SharePoint site URL.
- Data source time zone: Set the appropriate time zone.
- Fields for event title, start date, and end date: Map these fields from your list.

Pic. 18. Customizing your list.

Customize data source appearance and behavior:
- Choose a color for the data source.
- Select fields to show in the calendar tooltip and event form.
- Optionally, disable editing/opening event details from the tooltip.

Click “Save”.
Go back to settings and choose your newly created data source as an existing source in the “Add existing data source” field.

View Your Schedule in Virto Calendar

Your imported schedule will now appear in Virto Calendar.

Pic. 19. Here’s your school time table within Virto Calendar.

If you added multiple data sources, you can overlay or toggle between them.

Pic. 20. Here’s an overlaid view of two time tables.

Modify and adjust your schedule as needed (depending on your permissions).

👉 For more information on the Virto Calendar’s data sources, refer to the official documentation: Calendar Data Sources | VirtoSoftware.

So, ultimately, by combining AI-generated schedules with Virto Calendar and SharePoint, you gain:

Time savings and error reduction
Enhanced communication and coordination
A centralized, efficient scheduling solution within the Microsoft ecosystem

Ready to transform your school scheduling and try the Virto Calendar App as your school timetable maker? Then schedule a demo now, and we’ll explain how Virto Calendar can help in your specific use case.

Conclusion

As we’ve discovered, leveraging AI for creating school timetables offers a multitude of advantages. AI tools significantly reduce the time and complexity involved in timetable creation by automating repetitive tasks, optimizing resource allocation, and accommodating various constraints and preferences. This results in more balanced and efficient schedules that can adapt to the dynamic needs of the educational environment.

However, simply adopting any AI tool is not enough. The key to success lies in selecting the right tool and approach for your specific needs. Experiment with different prompts and parameters to find the optimal configuration that reflects your school’s unique context and priorities.

To experience the benefits of AI in school scheduling firsthand, we encourage you to try AI tools for creating schedules. Additionally, consider integrating these tools with the Virto Calendar App for Microsoft Teams, Microsoft 365, and SharePoint to further enhance your scheduling capabilities. Sign up for a demo session to explore how these solutions can be tailored to your institution’s needs.

For more articles, tools, software suggestions, and practical use cases, explore the following pages: