The Timetabler. Getting Started Guide V E R S I O N 8.1

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1 The Timetabler V E R S I O N 8.1 PREPARING YOUR VERSION 7 DATA FOR VERSION WHAT YOU MAY LIKE ABOUT THE TIMETABLER VERSION SYSTEM REQUIREMENTS... 3 CHANGING THE SCREEN RESOLUTION... 3 CHANGING THE SCREEN RESOLUTION FOR WINDOWS 7 OPERATING SYSTEM... 3 CHANGING THE SCREEN RESOLUTION FOR WINDOWS VISTA OPERATING SYSTEM... 4 CHANGING THE SCREEN RESOLUTION FOR WINDOWS XP OPERATING SYSTEM... 4 INSTALLING, REGISTERING AND ACTIVATING THE TIMETABLER... 5 INSTALLING... 5 REGISTERING... 6 ACTIVATING... 7 CONVERTING DATA FROM VERSION 7 TO VERSION 8.1 FORMAT... 8 IDENTIFYING V7 AND V8.1 DATA... 8 CONVERT DATA FROM V7 TO V HOW TO OPEN YOUR V8 DATA... 9 HOW TO MAKE A NEW V8 FILE... 9 UPDATES TO THE TIMETABLER V HOW TO CHECK FOR UPDATES CONFIGURING GENERAL ACCESS STEPS TO CONFIGURE GENERAL ACCESS HELP AND SUPPORT... 15

2 PREPARING YOUR VERSION 7 DATA FOR VERSION 8.1 Version 7 data is easily converted to Version 8.1 format, see page 9 for details. Option codes must be unique within each Student Options file. If they are not unique, when converting your data Version 8.1 will automatically add a suffix to identical codes. Students must have codes. If you do not have Student codes, Version 8.1 will automatically create the codes and highlight them in yellow which you can edit later on. WHAT YOU MAY LIKE ABOUT THE TIMETABLER VERSION 8.1 Welcome to The Timetabler Version the Next Generation in Timetabling Does everything that V7 does plus more Navigation tree allowing you to access every page within a module Simplifies tasks and processes Tab between modules without having to close files Timetabling Solutions Pty Ltd Page 2 of 15

3 SYSTEM REQUIREMENTS For successful installation and use of The Timetabler V8.1, your system must meet the following requirements: Microsoft Windows XP, VISTA or Windows megabytes (MB) of RAM as a bare minimum, more is recommended Minimum screen resolution of 1024 x 768. We recommend wide screens with 1280 x 800 A keyboard, mouse or compatible pointing device Microsoft Office , Excel and Word are recommended for use with many reports CHANGING THE SCREEN RESOLUTION The Timetabler V8.1 requires a minimum screen resolution of 1024x768 for viewing with a standard monitor. For optimum viewing, we recommend widescreen monitors with a screen resolution of 1280x800. If you do not have this option, select the closest to it. eg x 768. CHANGING THE SCREEN RESOLUTION FOR WINDOWS 7 OPERATING SYSTEM Right mouse click on the Desktop and click Screen resolution. Click on the dropdown arrow beside the Resolution option and select the desired resolution. Click Apply. A dialogue box will appear giving you the option to keep the changes or revert to the previous settings. Click Keep changes. Click OK If 1280x800 is not an available option in the drop down list, select the closest setting. In this case it is 1280 x 768. Timetabling Solutions Pty Ltd Page 3 of 15

4 CHANGING THE SCREEN RESOLUTION FOR WINDOWS VISTA OPERATING SYSTEM Right click on the Desktop and select Personalise. Select Display Settings. Under the heading Resolution, use the slider to select the desired screen resolution. Click Apply. Click Yes to keep the new screen resolution. Click OK. CHANGING THE SCREEN RESOLUTION FOR WINDOWS XP OPERATING SYSTEM Right click on the Desktop and select Properties. The Display Properties page will open, click on the Settings tab. Under the heading Screen resolution, use the slider to select the desired screen resolution. Click Apply and then Yes to keep the new screen resolution. Timetabling Solutions Pty Ltd Page 4 of 15

5 INSTALLING, REGISTERING AND ACTIVATING THE TIMETABLER There are three main steps to complete each installation of The Timetabler V8.1. These are Install, Register and Activate. Sufficient permissions are required to install the software. Please ensure you are logged on to your machine as an Administrator. If you are unsure, there is no harm in attempting the installation. We recommend using Internet Explorer 8 to complete these steps. INSTALLING Open the The Timetabler V8.1 is now available for Download. Follow Step 1, click on the link: Click here to Download The Timetabler V8.1 Save the file then double click to Run and follow the prompts. The Wizard will guide you through the installation process. Once complete click Finish. The Timetabler V8.1 will then be installed. To open the program once installed, go to Start, All Programs, Timetabling Solutions, and select The Timetabler V8.1. To create a desktop shortcut, right click on The Timetabler V8.1 and if using Vista or Windows 7, select Send to, desktop (create desktop shortcut). If using Windows XP select Create desktop shortcut. Timetabling Solutions Pty Ltd Page 5 of 15

6 REGISTERING Registering the software will add your school name, user code and Software Maintenance Agreement active date to the installation. If you have installed The Timetabler V8.1 on a machine that already has The Timetabler V7 installed, the register and activate steps should have been completed automatically. Completing them again will not harm your installation. Steps to Register The Timetabler V8.1: Go to and select the Support tab. Click on Software Registration. Click Update, click Run, Click Yes to add your details to your registry and Click OK. Note: If you don't have the options to Run Save Cancel you may be using an internet browser other than Internet Explorer. Right click the screen and select Save Page As...Save to your desktop and double click the file to Run. Timetabling Solutions Pty Ltd Page 6 of 15

7 ACTIVATING Each installation of The Timetabler V8.1 is required to be activated to enable full functionality. Activation codes are obtained from the Support section of our website or by phoning our office. If you have installed The Timetabler V8.1 on a machine that already has The Timetabler V7 installed, the register and activate steps should have been completed automatically. Completing them again will not harm your installation. To check whether your software is activated, go to the Welcome Page of The Timetabler V8.1 and look under the Software Settings heading. Software Activated indicates whether the software is activated or not. When displayed in red, the software has not been activated. When greyed out, the software has already been activated. The Timetabler V8.1 will provide you with a matching code when Activate Software is clicked. The matching code is required to generate the activation code. Steps to Activate The Timetabler V8.1: Open your installation of The Timetabler V8.1. The Welcome Page is displayed. Under Software Settings, Software Activated displayed in red indicates that you have not activated your software. If it is greyed out, your software has already been activated. If it is red, click on it. Click Yes and then a window will appear asking for the activation code. A matching code is provided here. Click on our website link. Click on Software Activation and Download. You will require your user log in details. These are provided in the download . On the web page, enter your details in the boxes provided, copy and paste the matching code to retrieve the activation code which is then to be entered into The Timetabler V8.1 to activate the software. Tip: Please pay attention to characters that are similar such as 5 and S, I and 1, 0 and O. We recommend the matching and activation codes are copied and pasted where possible to avoid confusion between characters. Note: Certain re-activations may carry additional charges for clients who do not have a current Software Maintenance Agreement. If Software Activated is greyed out, this indicates that your Software has been activated and is ready to use. If it is underlined red, you have not activated and are required to activate. Timetabling Solutions Pty Ltd Page 7 of 15

8 CONVERTING DATA FROM VERSION 7 TO VERSION 8.1 FORMAT The Timetabler V8.1 is a separate installation to The Timetabler V7 so you are able to download and install The Timetabler V8.1 without affecting the V7 software or V7 data. V7 data must be converted to V8.1 data for use with The Timetabler V8.1. When you convert your data, a copy of the data file will be created so you will end up with the existing V7 data file as well as a new V8.1 data file. Option codes must be unique within each Student Options file. If they are not unique, when converting your data Version 8 will automatically add a suffix to identical codes. Students must have codes. If you do not have Student codes, Version 8 will automatically create the codes and highlight them in yellow which you can edit later on IDENTIFYING V7 AND V8.1 DATA The Timetabler V7 and V8.1 data can be identified by the different icon beside the file and the different file extension. The V8.1 data has an x added to the file extension. See example pictured below with Student Options data. Version 7 Data Version 8.1 Data CONVERT DATA FROM V7 TO V8.1 Before you convert any data, ensure you do not have any of the data files open. From the File menu on the Welcome Page of The Timetabler V8.1 select Convert data to V8 Format. Click browse and select the V7 data files that you would like to convert to V8 format. Multiple files can be selected at the one time. Once you have selected all the required files, click next. Select the folder to hold converted files. Use the default folder or select another by clicking Browse. Once file is selected, click Convert. A window will appear showing you the progress of the file conversion. You will be advised when the conversion is complete. You can now open your V8 data in The Timetabler V8.1. Timetabling Solutions Pty Ltd Page 8 of 15

9 HOW TO OPEN YOUR V8 DATA There are a variety of methods to open your V8 data. Click on Open Last Used File. Right mouse click on Open Last Used File to display a list of recently used files to select from. Click on the module heading to go into the module without opening a file and then from the File menu, select Open file or Reopen file or from the File Items menu, select Open File or right mouse click on Open File to choose from recently opened files. Under the File menu, there are options to Open or Reopen a File. These options only appear after a module has been entered in a current session. In Windows Explorer, double click on a File to open it directly in The Timetabler. HOW TO MAKE A NEW V8 FILE Select the desired module from the tabs across the top of the page and then from the File menu, select New file or from the File Items menu, select Open File. From the File menu on the Welcome Page, select New File. This option only appears in the File menu after a module has been entered in a current session. Timetabling Solutions Pty Ltd Page 9 of 15

10 UPDATES TO THE TIMETABLER V8.1 It is recommended that you check for updates regularly. Updates will continually add improvements and enhancements to the software including reported software issues that have been resolved. The latest update includes changes from all previous updates so no matter which update you applied last, the latest update will ensure you are up to date. HOW TO CHECK FOR UPDATES To check for product updates, go to the start menu, All Programs, Timetabling Solutions, The Timetabler Version 8 and click on Update The Timetabler V8. A window will appear which will automatically download and install the latest update to your installation of The Timetabler V8.1. Timetabling Solutions Pty Ltd Page 10 of 15

11 Each update has a unique number, as shown in the window above. Once complete the window closes automatically. Timetabling Solutions Pty Ltd Page 11 of 15

12 Open The Timetabler V8.1. The Version date is displayed under the Software Settings menu on the Welcome Page. Version Date To view the version number and information about your installation, click on the Help menu and select About The Timetabler. Timetabling Solutions Pty Ltd Page 12 of 15

13 CONFIGURING GENERAL ACCESS General Access is a program saved to the school network to provide access for others such as teachers or students to view and print their lesson lists and individual timetables. General Access is installed via the Configure Settings within The Timetabler V8. One person in your school should be responsible for configuring General Access and applying updates. Data from both the Timetable Development module and the Daily Organiser module are exported to General Access. Staff wanting to use the General Access program require the shortcut to be placed on their desktop. STEPS TO CONFIGURE GENERAL ACCESS Step 1: Go to the Welcome Page of The Timetabler V8.1 From the Software Settings section, click Configure Settings. Select the seventh tab, General Access. Read the information provided and then click Configure General Access. When prompted, enter your name, which is used to identify who last configured General Access. Step 2: Specify Program Location Specify the shared network folder where General Access is to be run. The program needs to run from a folder that multiple people can access. Step 3: Set Data Location Specify the shared network folder where the data files for General Access will be stored. The data files are the Timetable Development and Daily Organiser files. This location is required to be a folder that multiple people can access. We recommend you use the same location set in Step 2. Click Apply Current Settings from all Tabs to copy the General Access program onto the network. Step 3: Click Create Desktop Shortcut. This will place a shortcut onto your desktop to open General Access. Copy this shortcut onto any machines that require General Access. Step 4: Configure Other General Access Settings Configure the Display, Printer and Photo settings. Click Apply Current Settings from all Tabs and then close out of the Configure General Access Window. Timetabling Solutions Pty Ltd Page 13 of 15

14 Step 5: Export the data to be displayed in General Access. Whenever you make changes to your Timetable or Daily Organiser data that you want published in General Access, you need to export the files to the General Access folder (data location set in Step 3). Exporting to General Access can be done from the Home page of these modules. Open the Timetable Development module, ensure you open the data that you want displayed in General Access. From the File menu, select Export Data/General Access or from the File Items menu, click General Access. Check that the path is the same as you have specified in Configure General Access and Click OK. Repeat this process to export data from the Daily Organiser module. From the File Items menu in Timetable Development and Daily Organiser, click General Access to export the data. Step 6: Open General Access via the shortcut. General Access will now be displaying your Timetable and Daily Organiser information. Timetabling Solutions Pty Ltd Page 14 of 15

15 HELP AND SUPPORT At Timetabling Solutions, our focus is on providing the highest level of support possible to our clients. If you require any support please do not hesitate to contact our office. Phone: support@timetabling.com.au Installation and Technical support is covered under your Software Maintenance Agreement and will not be charged. Support on how to use The Timetabler is chargeable at the rate of AU$45 + GST per fifteen minutes or part thereof. Training manuals, training resources and training course dates are available on our website. Website: Timetabling Solutions Pty Ltd Page 15 of 15