Preparing the Subject Allocation for Automatic Scheduling
This guide explains how to prepare your school's subject allocation for transfer to Docendo ZEN to get it ready for automatic scheduling. You can advantageously configure several settings directly in the subject allocation that the automatic timetabling system will take into account. The guide also explains how to make minor adjustments to the subject allocation once it has been transferred to Docendo ZEN in order to facilitate the scheduling process.
Use filters like ‘Show only subjects without teacher’ to check if there are any subjects still missing assigned teachers. The list will then exclude any subjects that already have teachers assigned.
Ensure that all subjects that require a specific room (e.g. the gym, science lab, etc.) have the correct room assigned. Avoid assigning main classrooms.
Common examples include subjects like PE (gym), Music (music room), Arts (theater), and similar.
If joint teaching is required across classes/grades (e.g., PE for 1st and 2nd grade), you should create this link directly in the subject allocation. In the subject where you add the additional classes, you must also select all teachers and rooms that are to be included for the subject.
When updating the subject, if there already exists a subject with the same name in the classes/grades you've linked, Docendo will ask whether you want to delete or keep the subject in those connected classes. Choose to delete the subject. This ensures that the classes do not receive double the number of lessons in the automatic scheduling process.
Before transferring to Docendo ZEN for automatic scheduling, you should also ensure that the annual number of hours for each subject is correctly specified. When transferred to Docendo ZEN, the annual hours will be converted into the average weekly number of hours, which will be used in the schedule. Click on the subject to change the number if needed.
To avoid having to edit subject titles in Docendo ZEN later, ensure that all subjects have the correct titles before transferring. If you rename a subject in Docendo ZEN after it has been transferred, the subject distribution will not recognize the subject when the finalized schedules are later transferred to Flexible Scheduling.
Click on the subject and then ‘Advanced settings’ to access and edit the subject title.
Before transferring to automatic scheduling, also make sure to delete all subjects that, for any reason, the class/grade will not actually have.
Once you’ve gone through the points above and ensured everything looks correct, you're ready to transfer the subject distribution to Docendo ZEN and use it as the basis for automatic scheduling.
Click on ‘Export to automatic scheduling’...
…and enter the school’s standard lesson length, which will be used to calculate the weekly number of lessons in the schedule.
Once the subject distribution is transferred, you're ready to move on to Docendo ZEN, where the remaining settings for automatic scheduling are configured. Click the link to 'Go to Automatic Scheduling'.
Assign Teachers to All Subjects
Use filters like ‘Show only subjects without teacher’ to check if there are any subjects still missing assigned teachers. The list will then exclude any subjects that already have teachers assigned.
Assign Subject-Specific Rooms
Ensure that all subjects that require a specific room (e.g. the gym, science lab, etc.) have the correct room assigned. Avoid assigning main classrooms.
Common examples include subjects like PE (gym), Music (music room), Arts (theater), and similar.
Link Subjects Across Classes for Co-Teaching
If joint teaching is required across classes/grades (e.g., PE for 1st and 2nd grade), you should create this link directly in the subject allocation. In the subject where you add the additional classes, you must also select all teachers and rooms that are to be included for the subject.
When updating the subject, if there already exists a subject with the same name in the classes/grades you've linked, Docendo will ask whether you want to delete or keep the subject in those connected classes. Choose to delete the subject. This ensures that the classes do not receive double the number of lessons in the automatic scheduling process.
Check Subjects for Correct Number of Hours
Before transferring to Docendo ZEN for automatic scheduling, you should also ensure that the annual number of hours for each subject is correctly specified. When transferred to Docendo ZEN, the annual hours will be converted into the average weekly number of hours, which will be used in the schedule. Click on the subject to change the number if needed.
Check the Subject Title
To avoid having to edit subject titles in Docendo ZEN later, ensure that all subjects have the correct titles before transferring. If you rename a subject in Docendo ZEN after it has been transferred, the subject distribution will not recognize the subject when the finalized schedules are later transferred to Flexible Scheduling.
Click on the subject and then ‘Advanced settings’ to access and edit the subject title.
Delete Unnecessary Subjects
Before transferring to automatic scheduling, also make sure to delete all subjects that, for any reason, the class/grade will not actually have.
Transfer to Docendo ZEN – Automatic Scheduling
Once you’ve gone through the points above and ensured everything looks correct, you're ready to transfer the subject distribution to Docendo ZEN and use it as the basis for automatic scheduling.
Click on ‘Export to automatic scheduling’...
…and enter the school’s standard lesson length, which will be used to calculate the weekly number of lessons in the schedule.
Once the subject distribution is transferred, you're ready to move on to Docendo ZEN, where the remaining settings for automatic scheduling are configured. Click the link to 'Go to Automatic Scheduling'.
Updated on: 21/05/2025