Event timetable software
Event timetables for the one-off days that break the normal week.
Photo day, sports day, swimming, incursions, health checks and assessment rotations. Bell Path builds the plan in minutes, keeps the decisions you have already locked, and prints the version staff run from on the day.
You set the school up first, so event timetables use the same staff, classes and specialist rules as the weekly timetable.
Year 3/4 rotation
Tuesday · 4 stations · 25 minutes each
0 clashes
| Class | 9:00 | 9:25 | 9:50 | 10:15 |
|---|---|---|---|---|
3A Mrs Chen | Class photo Locked | Friend pairs | Sibling photo | Portraits Own teacher |
3B Mr Patel | Portraits Own teacher | Class photo | Friend pairs | Sibling photo |
4A Ms Okafor | Sibling photo | Portraits Own teacher | Class photo | Friend pairs Locked |
4B Mrs Singh | Friend pairs | Sibling photo | Portraits Own teacher | Class photo |
Sample event · for illustration
Building the plan
Minutes
Specialist clashes
Caught before you print
Decisions made by hand
Locked
Handover
PDF or text summary
Why a separate page
A one-off day should not change the weekly timetable, and it should not live in a spreadsheet.
Photo day, sports day and swimming week all break the published timetable. Too often the plan for them gets thrown together in a spreadsheet at 7:30 on the morning, while the real timetable sits in another tab as if nothing has changed.
Event timetables are a separate page in Bell Path for these one-off days. You choose the classes and the stations, Bell Path builds the rotation around teacher availability and specialist lessons, and you lock the decisions you have already made before rebuilding around a late change. The weekly timetable is never touched.
Where schools use it
Six kinds of day that break the normal week.
Most schools run at least one of these every term. Event timetables are built so the planning is calm, even when the day is not.
Photo day
Classes rotate through the photo stations, sibling and friend photos included, with each class photographed with its own teacher.
Swimming rotations
Each year level gets a block of the morning, with bus times built in and the classes left at school still covered.
Sports day stations
Four to eight stations, mixed groups, a leader at each station, and a quick rebuild if the weather changes the plan.
Health checks
Hearing, vision and dental checks, with classes rotating through the nurse one at a time.
Incursions
Sessions in the hall with the visiting presenter, with each class staying with its own teacher.
Assessment rotations
PAT testing, running records and parent-teacher interviews, spread across rooms and time slots.
Lock, then rebuild
The decisions you make by hand survive a rebuild.
The pairings you have promised, the parent-helper stations, the “Mrs Chen stays with 3A” arrangement: lock them once. When the weather, a late absence or a room change forces a rebuild, Bell Path works around them.
- Locked placements are kept on every rebuild.
- A class set to stay with its own teacher stays with its own teacher.
- The weekly timetable is never touched.
- 01
Pick the classes and stations
Choose which classes are in, what the stations are, and how long each slot runs. The staff and classes come from the weekly timetable.
- 02
Build the rotation
Bell Path builds the rotation around teacher availability, specialist lessons and any classes that stay with their own teacher.
- 03
Lock what you have promised
Lock the placements you have already agreed. Mrs Chen with 3A at the cricket station stays put every time you rebuild.
- 04
Print and share
Print the PDF for the staffroom wall and copy the text summary into the staff briefing. The weekly timetable is untouched.
The problems
What goes wrong without it.
School leaders describe these problems to us before they start with Bell Path. It is built to stop each one.
The photo day, swimming or sports day plan lives in a spreadsheet that only one person can read with confidence.
A promise like "Mrs Chen stays with 3A for the cricket station" is lost the moment the plan is rebuilt for a late change.
The one-off plan and the weekly timetable disagree, so staff carry two printouts and the office answers the same question all morning.
What Bell Path handles
From a draft rotation to the version staff run from on the day.
What it does
- Rotations for photo day, swimming, sports day stations, health checks, incursions and assessments
- Any group of classes, not just whole year levels
- Teacher availability and specialist lessons checked from the start, so nothing clashes
- An option to keep each class with its own teacher instead of rotating
- Locks on the placements you have decided by hand, so a rebuild leaves them alone
- Save as a draft, publish, print a PDF, or copy a plain-text summary for the staff briefing
Why schools choose Bell Path
- One-off events have their own page, so they never change the weekly timetable
- The same staff, classes and specialist rules are already there, so nothing is typed in again
- Locked placements survive a rebuild when something changes at 8:45am
- The PDF looks like the weekly timetable PDF, so staff are reading something they recognise
FAQ
Questions schools ask before they start.
What kinds of events is this for?
Any day that breaks the normal weekly timetable: photo day, swimming, sports day stations, athletics, health checks, incursions, assessment rotations and parent-teacher interview rotations. If it has stations, classes and time slots, event timetables can build it.
Will event timetables change my normal weekly timetable?
No. Event timetables have their own page and their own PDF. The weekly timetable is not touched. They share the same staff and classes, but the event plan is published separately.
Can a class stay with its own teacher all day?
Yes. For some events, such as an incursion where the classroom teacher supervises throughout, you want each class to stay with its own teacher rather than rotating through station leaders. Turn on the own-teacher option and the plan keeps that pairing fixed.
What happens to the placements I made by hand when I rebuild the plan?
Anything you have locked stays where it is. Bell Path rebuilds only the unlocked slots around them, so your decisions are not lost the moment one station moves.
How do I share the plan with staff?
Print the PDF for the staffroom wall, or copy the plain-text summary into the staff briefing. Both come from the same plan, so they cannot disagree.
Ready when you are
Publish a timetable you can trust.
Bell Path builds the timetable from the details you give it, checks it before staff see it, and keeps working through the term for cover and duty rosters.
You set the school up first, so event timetables use the same staff, classes and specialist rules as the weekly timetable.