Build a teaching schedule the whole workflow can trust
A training-center schedule becomes complex quickly: recurring lessons, teacher substitutions, room changes, group lessons, individual lessons, and mid-month adjustments all need control. This guide shows how lesson records are created, copied, reviewed, and approved before they become the source for attendance, student invoices, teacher payouts, and reports.
How scheduling affects the rest of the system
In Intelligence Cloud, the schedule is not just a calendar view. It is the operational source for attendance, student billing, teacher payout workflows, and reporting. An approved lesson record gives every downstream workflow the context it needs: course, teacher, group or student, room or online format, date, and time. The active schedule is the approved teaching plan used in daily operations, attendance, reports, and billing-related workflows.
When to use this workflow
Use the scheduling workflow when a school needs to prepare changes without breaking the active calendar that staff, attendance, and billing rely on.
Example workflow from lesson details to active schedule
Use this as the basic scheduling workflow before documenting edge cases such as conflict algorithms, copy exceptions, or planned-versus-active overlap rules.
Review the active teaching week
The active schedule is the working calendar for staff. It shows lessons by day and time, including teacher, group, course, and lesson status. Attendance and billing should start from this approved view, not from disconnected lesson records.
- Start from the actual teaching week before making schedule changes.
- Color and filters help review the week by group, teacher, or lesson context.
- The active schedule is the source staff should trust before marking attendance.
Create or edit a lesson with full context
A lesson is created with the operational context needed for attendance, billing, and teacher payout calculations. The lesson form captures the teacher, group or student, classroom or online format, lesson type, date, time, and notes.
- Teacher and room help detect schedule conflicts.
- Group, student, and lesson type help attendance and billing understand what happened.
- Dates and times define the exact lesson record used later by invoices and reports.
Copy recurring lesson patterns carefully
When the same lessons repeat, copying a source period into a target period is faster than creating each lesson manually. The copy form still keeps the operation explicit: source dates, source time range, target dates, and copy mode are visible before applying the change.
- Copy only the time window that should become the new lesson pattern.
- Choose whether weekdays should be matched or the window should cycle.
- Review the target period before the copied lessons become part of the plan.
Prepare changes before they affect the active schedule
Draft schedule mode lets administrators prepare new lessons or changes without immediately changing what teachers and staff see in daily operations. This is the review step before the schedule becomes live.
- Draft lessons can be reviewed separately from active lessons.
- The plan can be adjusted before staff start using it for attendance.
- Approve and apply moves checked changes into the active schedule.
Block approval until conflicts are clear
If a planned lesson overlaps with an existing teacher or room assignment, approval can be blocked. The conflict view should explain the active lesson, date, time, teacher, and classroom involved so the administrator can resolve the issue before it reaches attendance or billing.
- Teacher and room conflicts are checked before schedule approval.
- The modal shows the lesson that caused the conflict, not only a technical id.
- Blocked approval prevents unclear lessons from becoming the source for downstream workflows.
Use the approved schedule in daily operations
After approval, staff can open the daily schedule on mobile, review lessons for the selected day, and continue into lesson details or attendance without rebuilding the day from notes.
- Mobile schedule keeps the current day usable away from a desk.
- Lesson details stay connected to the same approved schedule record.
- Attendance, invoices, payouts, and reports can reuse the operational history.
Why schedule approval matters
A lesson record becomes reliable only after its details are explicit and conflicts are reviewed. That is the difference between a calendar note and an operational record that can safely feed attendance, billing, teacher payouts, and reporting.
Do not let attendance or billing depend on a lesson that was only discussed in chats, copied in a spreadsheet, or left unapproved in a draft schedule.
How scheduling logic works
These notes explain why Intelligence Cloud treats the schedule as an operational source, not only a visual calendar.
The active schedule is the source for attendance
Attendance should be marked against an approved lesson record. The active schedule is the confirmed version of the teaching plan, so it keeps the teacher, group, student list, lesson type, room, and time available when staff decide whether a student was present, absent, excused, or transferred.
- Attendance records inherit context from the scheduled lesson.
- Missing or incorrect lesson details should be fixed before attendance starts.
- Daily views help staff work from the same schedule the administrator approved.
Draft changes protect the working schedule
Draft schedule mode lets administrators prepare a future week or a set of changes without immediately changing the live operational calendar. This is useful when lessons need to be copied, moved, or reviewed before teachers and staff rely on them.
- Plan lessons without disrupting the current active schedule.
- Review planned and active layers before approval.
- Apply the plan only after the schedule is ready for daily operations.
Conflicts should be resolved before approval
A schedule conflict is not only a visual problem. If the same teacher or room is assigned to overlapping lessons, attendance and billing can become hard to explain later. Conflict review keeps those problems out of the approved schedule.
- Check teacher and room overlaps before applying a plan.
- Use conflict details to identify the exact lesson that blocks approval.
- Resolve the conflict before the lesson becomes part of the active workflow.