How to use Daily Organisation

The Daily Organisation lets you handle day-to-day daily organisation tasks in a comprehensive fully-featured package. To use the Daily Organisation feature you must be using XUNO for your roll marking.

Summary of Features

• All standard Daily Organisation features including assigning replacement teachers, extras, in lieus, under allotted, and more.
• Class cancellations, room availability changes, and staff absences.
• Yard duties – import from timetable and/or assign within XUNO.
• New industry-leading “pending” features – make all of your changes without affecting the timetable, then when you are happy publish them to your timetable.
• Handles unique timetabling scenarios such as team teaching, composite classes and more.
• Automatic email and/or SMS alerts to students and staff affected by daily organisation changes.
• Teacher can perform room swaps without involving the Daily Organisation person.
• Easy colour-coded system for alerts and changes, as well as staff Dashboard alerts.

In this article

• Setting up the Daily Organisation
• Using the Daily Organisation
• How to assign a replacement teacher
• How to change a room
• How to un-allocate a teacher from a class
• How to cancel a class
• How to apply pending changes
• How to cancel pending changes

Setting up the Daily Organisation

We recommend that you perform the following steps to set up Daily Organisation ready for use:

1. Update the staff teaching preferences including maximum extras and allocations on the Staffing Preferences page.
2. Set up the allotment of each period by clicking on the Administration menu, then click on Periods under the Timetabling sub-heading.
3. Configure any rooms that should not cause room clash alerts when multiple classes are booked into same room at the same time. You can do this by clicking on the Options menu, then Lists and Options, and choosing Rooms under the Timetable heading.

Using the Daily Organisation

The Daily Organisation page shows day-by-day changes in a tabular style view, with a list of all teachers and their timetabled classes. Changes are made by either using the Staff Absences, Class Cancellation, or Room Availability pages, or directly, by clicking on a cell.

• Cells coloured red require your attention and generate a red alert. Blue cells are your pending changes, green cells are your applied changes, and dark-grey cells are your staff absences.
• We recommend that all staff absences be entered into the Staff Absences page before adjusting your Daily Organisation changes.
• After you have applied your changes, you can again make more pending changes and apply these, and so on. There is no limit to how many changes, pending or otherwise, you make.
• Teachers can be unallocated from a class, but it will cause a red alert if it is the last teacher unallocated from the class. All unallocated classes appear at the top of the page.
• You can un-allocate or replace just one teacher from a team-teaching class by clicking on the teacher and either un-allocating them or replacing them.
• The sidebar has a section to always show you the original class, teacher or room, even after you have applied your changes.
• To hide the sidebar at any time, click anywhere on the page (other than another cell).
• The coloured dots in the “Todays Frees” column in the sidebar mean the following: White – available; Grey – Unavailable; Blue – Extra; Purple – Under Allotted; Orange – In-Lieu; Black – Not Counted.
• When changing the Extra Type of an already applied replacement teacher, the change is immediate and is not considered pending.
• Extra Types (specified when allocating a replacement teacher): “Not Counted” – does not count towards any statistics; “In-Lieu” – the replacement should be counted towards the teacher’s in-lieu; “Under Allotted” – the replacement should count towards the teacher’s under-allotments; “Extra” – the replacement should be considered an extra and not any of the other types.
• When a class is cancelled, or a teacher is unallocated from a class, the teacher is considered In-Lieu and will show up as such on their statistics.

How to assign a replacement teacher

1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
3. Click on the cell of the class that requires a replacement teacher and a sidebar will open on the right. To replace all classes for a teacher for the day, click in the cell containing the teacher's name.
4. A list of available replacement teachers and relief teachers will appear in the sidebar. Teachers and CRTs are listed in separate tabs - click on My Teachers or CRTs to select. Teachers are ordered by: In-Lieu, Under Allotted, Extra’s Left. Only teachers marked as “teaching staff” are shown in this list, which you can view on the Staffing Preferences page.
5. Scroll through the list and select a replacement teacher by clicking on the teacher. You can also use the search bar to find a specific teacher.
6. Select how you want the replacement class to be counted in the statistics. The standard options are: Not Counted (does not count towards anything), In-Lieu, Extra, and Under Allotted. You may not see all four options each time depending on the selected replacement teacher’s statistics.
7. Click on the OK button.
8. Continue to make more changes or apply the pending changes for the change to take effect.

How to change a room

1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
3. Click on the cell of the class for which you want to change room. The sidebar will appear on the right.
4. Select a new room from the dropdown list. Rooms marked in red are currently not available. You are still able to select unavailable rooms – however, choosing such a room will cause a room clash alert.
5. Click OK to confirm your request.
6. Continue to make more changes or apply the pending changes for the change to take effect.

How to un-allocate a teacher from a class

You can un-allocate one or all teachers from a class. Once the last teacher is unallocated, it will cause a red alert which you will need to resolve.

1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
3. Click on the cell of the class that corresponds to the teacher you want to un-allocate. To un-allocate all classes for a teacher for the day, click in the cell containing the teacher's name.
4. Click the Un-allocate teacher button.
5. Choose whether there is a Replacement Teacher Required or if there is No Replacement Teacher Required.
6. Click OK to confirm.
7. Continue to make more changes or apply the pending changes for the change to take effect.

How to cancel a class

When cancelling multiple classes, or cancellation over an extended period of time, we recommend that you use the Class Cancellation page. Please read the article: How to manage Daily Organisation class cancellations. Cancelling a class will cause all teacher(s) of that class to be considered In-Lieu.

1. Click on the Administration menu and then click on Daily Organisation under the Daily Organisation subheading.
2. The timetable for the current day will be displayed, along with any alerts and changes. Change the date if necessary using the date filtering options.
3. Find and click on the cell of the class that you want to cancel. To cancel all classes for a teacher for the day, click in the cell containing the teacher's name.
4. Click the Cancel Class button, then click OK to confirm. If the class is being taught by multiple teachers then all teachers will be considered In-Lieu.
5. Continue to make more changes or apply the pending changes for the change to take effect.

How to apply pending changes

You must apply all pending changes for your daily organisation changes to take effect on the actual timetable. Applying your pending changes will also send out email and/or SMS alerts to all staff and students affected by the daily organisation changes. To learn how to set up this feature please read the article: How to set up and manage email, SMS and app alerts for parents, staff and students.

Pending changes can only be applied day-by-day.

1. Make sure you have selected the correct day at the top of the Daily Organisation page.
2. Resolve any outstanding red alerts on the selected day.
3. Once you are happy with all of the pending changes click on the Publish Changes button.
4. The blue cells of all pending changes on the day will turn green once the changes have been applied. The pending changes will then be live on your XUNO timetable and Portal.

How to cancel pending changes

Pending changes can only be cancelled day-by-day and will reset your changes back to the last applied state. Cancelling one day’s pending changes will not affect any other days that have pending changes.

1. Make sure you have selected the correct day at the top of the Daily Organisation page.
2. Click on the Cancel All Pending Changes button. Then click OK to confirm – you will lose all pending changes for the selected day.