This guide explains every term used in CK Timetable and how to operate the system as a School Admin,
plus how to support your Teachers and Monitors.
1) Roles in this system
- School Admin — manages classes, subjects, teachers, monitors, timetable setup, downloads, and school profile.
- Teacher — logs in to view timetable and (if enabled in your workflow) submits weekly comments/ratings related to lessons.
- Monitor — logs in to rate lesson quality for their class and add monitor notes (discipline/attendance/lesson issues).
- Viewer / Display — public viewing screen that shows the current timetable (no editing).
- Superadmin (Developer) — approves/activates/blocks schools, controls subscription status, and reviews system logs.
2) Key Terms (meaning in your system)
- School ID — a unique 5-character code that identifies the school in the database.
- Status — school subscription state: APPLIED, ACTIVE, DEACTIVATED, EXPIRED.
- Approved Until — the subscription expiry date/time for the school.
- Class — a classroom/class name (e.g. S1A, S4 SCI, P7, etc.). Used for timetable rows + monitor leadership.
- Subject — a subject name (BIO, MATH, PHY, etc.). Used for lessons + filtering teachers.
- Teacher — the person teaching a lesson; can be linked to subject(s).
- Monitor — a class leader (one lead class per monitor).
- Lesson — one timetable row (Day + Class + Start + End + Subject + Teacher).
- Special Event — overrides/announces events like exams, meetings, prayers, etc. for specific time ranges.
- Lesson Quality — the monitor’s rating label meaning how well the lesson was conducted.
- Monitor Note — the monitor’s written note describing what happened in the lesson.
- Teacher Note / Teacher Comment — the teacher’s note/comment for weekly reporting (if used in your workflow).
- Weekly Report — a downloadable report template showing lesson records and feedback columns for that week.
- Rating Key — a unique ID created by the system for each lesson rating entry (prevents duplicates).
- Week Start (ISO) — the Monday date for the current week, used to group weekly reports correctly.
- Audit Logs — system logs showing important actions done (helpful for tracking changes and accountability).
3) Admin Workflow (recommended order)
- Login using the admin password (database-verified).
- Manage Classes → add all classes used in your school.
- Manage Subjects → add all subjects taught.
- New User → add Teachers and Monitors.
- Assign Subjects to Teachers (so the timetable teacher dropdown matches the subject).
- Set Lead Class for Monitors (each class should have only one monitor).
- Build Timetable (Add Lesson rows).
- Save Timetable (stores to database).
- View Timetable (confirm it displays correctly).
- Download Timetable and Weekly Report when needed.
4) How to set up Classes properly
- Open MANAGE CLASSES.
- Add all classes you want to appear in the timetable.
- Keep names consistent (example: always use S4A, not sometimes S.4A).
- Every monitor’s lead class must match one of these class names.
5) How to set up Subjects properly
- Open MANAGE SUBJECTS.
- Add subjects using short consistent names (e.g. BIO, MTC, PHY).
- Teachers should be linked to the subjects they actually teach.
- This improves accuracy when selecting a teacher for a lesson.
6) Creating Teachers and Monitors (NEW USER)
- Open NEW USER.
- Select category: Teacher or Monitor.
- Teacher: Ensure subjects are assigned (so the system can filter teachers per subject).
- Monitor: Choose the Lead Class (unique — one monitor per class).
- Give them a login code/password if your panel requires it (and store it safely).
7) Supporting school users (Teacher/Monitor help)
- If a user can’t login: confirm they were created under the correct school and category.
- Confirm their user code and password are correct.
- For monitors: confirm their lead class exists in your classes list.
- If a teacher can’t find themselves in the timetable: ensure the teacher exists and the subject mapping is correct.
8) Timetable Setup (Lessons)
- Add Lesson creates one timetable row.
- Fill: Day, Class, Start, End, Subject, Teacher.
- Start time must be earlier than end time.
- Use consistent times (e.g. 08:00–08:40) to avoid overlaps/confusion.
- After edits, always press Save Timetable.
9) View Timetable & Fullscreen
- View Timetable shows your saved schedule for confirmation.
- TIMETABLE FULLSCREEN is for display screens/projectors in staff rooms or corridors.
- If something doesn’t appear: re-check Save Timetable, then reload view mode.
10) Weekly Report (what it is for)
- Weekly Report is used to review lesson delivery quality across a week.
- It can include columns like:
- Lesson Quality (monitor rating label)
- Monitor Note
- Teacher Note (teacher’s comment)
- Best practice: generate it every Friday/Saturday for staff review.
11) Special Event
- Used for exams, school meetings, prayers, visiting guests, etc.
- Set the day and time range.
- It shows as a banner/indicator so viewers know the normal timetable is affected.
12) Edit School (Admin)
- Used to update your school name and badge (logo) where allowed.
- Always keep the official school name consistent (it appears in reports/downloads).
13) Change Admin Password (Security)
- Choose a strong password:
- 8–15 characters
- Must include: UPPERCASE, lowercase, numbers, special symbols
- Never share admin password with teachers/monitors.
14) Troubleshooting (fast fixes)
- Buttons not working? Check internet and reload page.
- Data not saving? Confirm you are online + database connection is working.
- Teacher list is empty? Ensure teachers exist and subjects are created.
- Monitor can’t rate lessons? Ensure monitor has a lead class and timetable exists for that class/day.
- Wrong school showing? Confirm correct School ID is loaded for this school.
15) Best Practices (to keep your timetable clean)
- Keep class names consistent across the system.
- Keep subject names consistent (avoid duplicates like “BIO” and “Biology”).
- Always Save after editing.
- Download weekly reports regularly for accountability.
- Don’t give admin access to normal staff.
Tip: If you cant find what you're looking for, kindly reach out to the developer