TRANXACT.AI Help

Rooms and the term timetable

Keep rooms as records, put every class in one, and let the timetable builder propose a week with no room, lecturer or student in two places.

A class meeting used to name its room as typed text, so nothing could tell that two sections had been put in Room 101 at the same hour. Rooms are now records under Student Lifecycle > Rooms & Timetabling > Rooms, with seats, exam seats, a type (lecture, lab, seminar, exam hall and more), equipment, step-free access and the days and hours each room is open.

  1. Add your buildings on Buildings, each on a campus (a location you already have).
  2. Add each room on Rooms: its seats, its exam seats if exams are sat there, its type and its equipment.
  3. On a section, use Assign room to put every meeting in one room, or choose a room per meeting on the section's Timetable lines.
  4. Close a room for a period on Room Closures; take one-off events on Room Bookings and approve them.
  5. Open Timetable to see the week by room, instructor, section, student, programme or the whole term.

The rule is held by the database, not the screen: a meeting that puts a room or a lecturer in two places at once is refused whoever saves it, including the builder, an import or the API. Two people saving the same room at the same moment get one success and one refusal.

Whether an over-full room is refused or allowed with a warning, and whether students in two sections at once are refused, warned about or ignored, is set on Scheduling Settings. Every clash on file, including ones made before rooms existed, is listed on Timetable Clashes.

  1. Optionally give sections a Meeting Pattern: hours a week, session length, preferred days, room type, equipment and a cohort tag.
  2. On Timetable Runs, press Build timetable and choose the term. Nothing changes yet: the run is a preview.
  3. Open Placements to see every session placed, and Not placed to see any section that could not be placed and why.
  4. Apply the preview to replace those sections' meetings, or Discard it.
  • Online and distance sections are not placed (they need no room); their existing meetings stay and are worked around.
  • A section kept fixed on its meeting pattern is never moved; the builder works around it.
  • The same input always produces the same timetable, and the builder stops at the time limit in Scheduling Settings.