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Update docs for 4.0

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Managing timetable and substitution data Managing timetable and substitution data
======================================== ========================================
Currently, Chronos does not provide an interface for Creating timetables
interactively managing timetable data. -------------------
Instead, data is imported from an external source. The For interactively planning timetables using
official distribution handbook contains documentation about time grids, please use AlekSIS-App-Lesrooster.
Alternatively, data can be imported from an external source.
The official distribution handbook contains documentation about
the existing integration apps. the existing integration apps.
While there is basic support for editing substitutions, the Managing substitutions
interface should not be used when substitution data is ----------------------
imported from an external source.
You can use *Timetables → Plan substitutions* to interactively
plan substitutions and cancellations for lessons affected by
absences. This consists of the following workflow:
1. Create absences of teachers at *Absences → Absences*
(a link leading to this page is also including in the
substitution planning frontend).
2. See all affected lessons at *Plan substitutions* and
assign new teachers, subjects, and/or rooms. It is also
possible to cancel the lesson. Students and teachers then
can see the changed data and also will be notified, if activated.
...@@ -4,18 +4,20 @@ Setup notifications about current changes ...@@ -4,18 +4,20 @@ Setup notifications about current changes
Users can get notifications about current changes to their personal timetables. Users can get notifications about current changes to their personal timetables.
To activate this behavior, the system administrator has to ensure multiple things: To activate this behavior, the system administrator has to ensure multiple things:
* The data come from a compatible source, for example, AlekSIS-App-Untis.
* The notifications have been activated in the preferences (see below). * The notifications have been activated in the preferences (see below).
* There is at least one notification channel available to your users (cf. :ref:`core-admin-notifications`). * There is at least one notification channel available to your users (cf. :ref:`core-admin-notifications`).
Preferences Preferences
----------- -----------
You can customize the way how and when notifications are sent at the configuration page at **Admin → Configuration → Timetables**: You can customize the way how and when notifications are sent at the configuration page at *Admin → Configuration → Timetables*:
* **Send notifications for current timetable changes:** With this checkbox, the whole feature can be activated or deactivated. * **Send notifications to affected teachers when substitution lessons are created or edited:**
* **How many days in advance users should be notified about timetable changes?** Here the number of days can be configured notifications will be sent With this checkbox, the whole feature can be activated or deactivated.
* **Trigger mode for lesson event alarms:** Notifications can be sent at a fixed time one or more days earlier or relative to the events start time.
* **How many days in advance should lesson event alarms be sent?** Here the number of days can be configured notifications will be sent
before the actual affected day. A common value is one or two days. before the actual affected day. A common value is one or two days.
* **Time for sending notifications about timetable changes:** At this time, the notifications for the next days will be sent. * **Time for sending lesson event alarms:** At this time, the notifications for the next days will be sent (if fixed select, see above).
This is only used if the changes are created before the period configured with the above mentioned option. If they affect a day in this period, This is only used if the changes are created before the period configured with the above mentioned option. If they affect a day in this period,
the notification will be sent immediately. the notification will be sent immediately.
* **How much in advance should lesson event alarms be sent?**: This says how early notifications should be sent (in relation to the lesson start time).
...@@ -2,15 +2,16 @@ System-wide settings for timetable and substitution display ...@@ -2,15 +2,16 @@ System-wide settings for timetable and substitution display
=========================================================== ===========================================================
The display of timetables and substitution plans can be customised The display of timetables and substitution plans can be customised
under `Admin → Configuration → Timetables`. The section contains the under *Admin → Configuration → Timetables*. The section contains the
following preferences: following preferences:
* **Use parent groups in timetable views**: If a lesson or substitution * **Use parent groups in timetable views**: If a lesson or substitution
has only one group and this group has parent groups, these groups will has only one group and this group has parent groups, these groups will
be shown. be shown.
* **Limit of groups for shortening of groups**: If a user has activated * **Relevant days for substitution plans**: Substitution plans are only
the preference for shortening too long group lists, this limit will be created for these days.
used to determine at what number of groups shortening will happen. * **Time when substitution plans switch to next day**: At this time,
the generated substitution plan will switch to the next day.
* **Number of days shown on substitutions print view**: Here you can set * **Number of days shown on substitutions print view**: Here you can set
the number of days that will be shown on the substitutions print view the number of days that will be shown on the substitutions print view
(PDF file). (PDF file).
...@@ -19,3 +20,9 @@ following preferences: ...@@ -19,3 +20,9 @@ following preferences:
* **Show parent groups in header box in substitution views instead of original groups**: * **Show parent groups in header box in substitution views instead of original groups**:
This setting determines the same setting as `Use parent groups in timetable views`, This setting determines the same setting as `Use parent groups in timetable views`,
but for the printout. but for the printout.
* **Group types to show in timetables**: Only groups with these types will be shown
in the timetable select.
* **Lesson calendar feed color**: Default color for lesson calendar feed.
* **Supervision calendar feed color**: Default color for supervision calendar feed.
* **Days of the week that appear in the timetable**: Only these days are shown
in the timetable calendar.
...@@ -10,78 +10,59 @@ Viewing the personal timetable ...@@ -10,78 +10,59 @@ Viewing the personal timetable
------------------------------ ------------------------------
One of the most useful features is the ability to see your daily or weekly One of the most useful features is the ability to see your daily or weekly
timetable at a glance – with all recent information included. This view, timetable at a glance – with all recent information included. This personal
called "My timetable", can be accessed in two ways: Just add the timetable timetable is provided in your personal calendar. Just open *Calendar** in
widget to the dashboard or use the menu entry `Timetables → My timetable`. the menu and tick the box next to the *Lesson* calendar.
On this page, you can switch between different days (on mobile devices)
or different weeks (on desktop devices) to see future information. How does the timetable look?
----------------------------
Smart plan
~~~~~~~~~~ In the timetable, you can see the single lessons. By default, they are
showing the lessons reguraly taking place. Sometimes, they include
By default, the personal timetable id displayed in `smart plan` mode. current changes like substitutions or cancellations.
This means that all available information, like substitutions or
cancellations, is merged into the regular plan to create an up-to-date .. image:: ../_static/timetable_calendar.png
version of the timetable. At one glance, the actual timetable for a :alt: Timetable in personal calendar with different lessons
specific day can thus be viewed.
The colours of the lessons are defined by the subject of the lesson.
Using the button `Show regular timetable` above the plan, the view can In addition, the following highlighting is done for current changes:
be switched into regular mode, showing only what was planned ahead,
without up-to-date information. * Substituted lessons are decorated with a red border, and changes
in the lesson data are struck through and replaced with the
.. image:: ../_static/my_timetable.png new information
:width: 600 * Cancelled lessons have their background removed and everything
:alt: My timetable is struck through
* Remarks from the substitution plan are added in italics underneath
The colours of the lessons are defined by the subject of the lesson, the lesson information
and was probably imported from a time-tabling software. In addition,
the following highlighting is done for changes: For more details on single lessons, just click on them for the following dialog:
* Substituted lessons are decorated with a red border, and changes .. image:: ../_static/timetable_calendar_details.png
in the lesson data are struck through and replaced with the :alt: Timetable in personal calendar with lesson details
new information
* Cancelled lessons have their background removed, and a `Cancelled` Other timetables
label added ----------------
* Remarks from the substitution plan are added in italics underneath
the lesson information Using the menu entry *Timetables → Timetables* will give you access
Dashboard widget
~~~~~~~~~~~~~~~~
A dashboard widget is provided that shows the `smart plan` for the current
day. Right when logging into AlekSIS, or opening the PWA, the timetable
can thus be immediately viewed.
The widget needs to be enabled by an administrator.
Week timetables
---------------
Using the menu entry `Timetables → All timetables` will give you access
to all timetables of your institution (or whatever your administrator to all timetables of your institution (or whatever your administrator
allowed you to see). It's divided into three main sections: allowed you to see). It's divided into two main sections: On the left side, you
can select the timetable you want to see. You can switch between *Groups*,
*Teachers*, and *Rooms*. Using the search field above the switch, you can filter
the list by their names.
* Teachers It's divided into three main sections:
* Groups
* Rooms * Teachers
* Groups
* Rooms
.. image:: ../_static/all_timetables.png .. image:: ../_static/all_timetables.png
:width: 600
:alt: All timetables :alt: All timetables
If you open one of these timetables, by default you see the `smart plan` If you open one of these timetables, you see the current timetable in form of
of the current week. By clicking on `Show regular plan` or using the `print` a calendar. Use the calendar controls to move forward or backwards in time.
button, you can access the corresponding regular plan. To easily jump between Additionally, you can use the arrows on the top right to move forward/backwards
timetables, every teacher, subject, or group short name is linked to the between different timetables in the list.
respective timetable.
.. image:: ../_static/class_timetable.png
:width: 600
:alt: Class timetable
The `print` button will generate the currently displayed plan as a PDF
file, which can either be printed, or used for display on digital signage.
.. image:: ../_static/print_timetable.png .. image:: ../_static/group_timetable.png
:width: 600 :alt: Group timetable
:alt: Print timetable
Substitution plan Substitution plan
================= =================
In addition to the `smart plan`, substitutions can be In addition to the calendar, substitutions can be
displayed as a traditional substitution plan. The substitution displayed as a traditional substitution plan. The substitution
plan lists all changes made to the regular plan, on a plan lists all changes made to the regular plan, on a
daily basis, as a table. daily basis, as a table.
...@@ -10,20 +10,17 @@ View in AlekSIS ...@@ -10,20 +10,17 @@ View in AlekSIS
~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~
In AlekSIS, the substitution plan is available from the menu under In AlekSIS, the substitution plan is available from the menu under
`Timetable → Substitutions`. This function provides a browsable list, *Timetables → Substitutions*. This function provides a browsable list,
where substitution plans can be navigated by week. where substitution plans can be navigated by day.
.. image:: ../_static/substitutions.png .. image:: ../_static/substitutions.png
:width: 600
:alt: Substitutions :alt: Substitutions
Print view Print view
~~~~~~~~~~ ~~~~~~~~~~
Like for the regular timetable, the substitution plan can be The substitution plan can also be printed (as a PDF file),
printed (as a PDF file), to make hardcopies, or to display it to make hardcopies, or to display it on digital signage.
on digital signage.
.. image:: ../_static/substitutions_print.png .. image:: ../_static/substitutions_print.png
:width: 600 :alt: Print view of substitutions
:alt: Print view of substitutions
\ No newline at end of file
...@@ -2,9 +2,7 @@ Notifications about current changes ...@@ -2,9 +2,7 @@ Notifications about current changes
=================================== ===================================
Users can get notifications about current changes to their personal timetables. Users can get notifications about current changes to their personal timetables.
If the system administrator has enabled the feature, they can activate it by If the system administrator has enabled the feature, they are sent automatically.
setting the personal preference **Send notifications for current timetable changes** (cf. :ref:`core-user-preferences`).
The notifications are sent as standard AlekSIS notifications. In :ref:`core-notifications`, you can find more information
about the available channels and your configuration options.
The notifications are sent as standard AlekSIS notifications. In :ref:`core-notifications`,
you can find more information about the available channels and your configuration options.
Managing substitutions Managing substitutions
====================== ======================
AlekSIS has basic support for managing substitutions and cancellations. AlekSIS has two different ways for managing substitutions and cancellations.
In the mnue under `Timetable → Daily lessons`, a list of all lessons taking Simple changing of lessons
place on a day can be found. --------------------------
.. image:: ../_static/daily_lessons.png For small changes, you can just open the timetable you want
:width: 600 to change a lesson in, select the lesson, and click the *Change* button.
:alt: Daily lessons The dialog then allows you to change the following data for a single lesson:
The list allows editing a substitution for each lesson. - Subject
- Teachers
- Rooms
- Cancellation
- Comment
.. image:: ../_static/substitution_edit.png .. image:: ../_static/change_lesson.png
:width: 600 :alt: Change single lesson
:alt: Edit a substitution
When editing a substitution, the week, date, and lesson is pre-filled. Planing based on absences
The fields for `teacher`, `room`, and `subject` allow replacing -------------------------
the respective information for the selected lesson.
It should be noted that support for editing substitutions is currently Additionally, you can plan substitutions based on teacher absences.
very basic, and the feature should not be used when substitution data
is imported from an external source. The first step is creating absences of teachers at *Absences → Absences*
(a link leading to this page is also including in the substitution
planning frontend).
Then you can see all affected lessons at *Timetables → Plan substitutions* and
assign new teachers, subjects, and/or rooms. It is also possible to cancel the lesson.
Students and teachers then can see the changed data and also will be notified, if activated.
.. image:: ../_static/plan_substitutions.png
:alt: Plan substitutions
Especially helpful is the select for substitution teachers. It will show you
which teachers are available at the time and teach the same subject.
.. image:: ../_static/plan_substitutions_select_teacher.png
:alt: Teacher select for substitutions
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