The procedure for entering rooms, classes, teachers and subjects is the same for all elements. Its principle will be explained with rooms.
Use an appropriate abbreviation which uniquely characterises the room of your school, e.g. GYM1 for Gym Hall 1 or R10 for room number 10.
We recommend that you include at least one character in each room name and do not use numbers exclusively (e.g. R10 instead of 10). This helps to avoid confusion with possible classes of the same name and increases the legibility of the timetable or cover schedule. Rooms should not be given the same names as classes (e.g. R1a for class 1a's classroom) as this would mean having to rename the rooms each school year.
Enter a full name which describes the room in more detail.
The list of rooms in the file demo.gpn shows the classes and subject rooms entered. You should enter alternative rooms and room weightings for automated scheduling.
The alternative room is used for scheduling lessons if the room originally desired is already booked. In our example Gym1 is the alternative room for Gym2 (and vice versa).
Rings of alternative rooms
You may string functionally equivalent rooms together in such a way that that they form a ring of alternative rooms. This has already been entered in the file demo.gpn. The alternative room for R1a is R1b, the one for R1b is R2a and so on until the ring is closed.
If, during automatic timetable scheduling (optimisation), it turns out that the desired room for a lesson (e.g. R1b) is already occupied, then the next rooms in the ring (R2a ...) will be checked until a free room is found in the ring.
Classes without designated rooms
If you have classes without designated rooms in your school, you can group any number of rooms together under a single name via 'Master data | Special data | Room groups'. If for example a class without a designated room is to be taught primarily on the first and second floors, you can define a corresponding group of rooms. A second class without a designated room should – wherever possible – only change between rooms on the third and fourth floors. You can subsequently enter the room groups as 'home room' or 'subject room' when defining lessons and Untis will than assign a room from the room groups to these lessons during optimisation.
You can drag rooms into the 'Room' field using drag&drop by clicking on the <Element rollup> button in the main toolbar.
Room weighting The room weighting specifies the importance of a room for the lessons which are to be scheduled in it.
A room weighting of 0 indicates that the room (and its alternative rooms) is unimportant for the lesson. A room weighting of 4 signifies that scheduling the lesson only makes sense if the desired room (or one of the alternative rooms) is available. Physical education lessons, for example, only make sense if one of the gym halls is free, and cookery only makes sense if the kitchen is available, whereas maths may be taught in any room of the school which happens to be free.
We recommend that you leave the other input fields free for the moment. You can always refine your entries at some later time when you have familiarised yourself with the basic Untis functions and wish to adjust your timetable to take account of the specific characteristics of your school. Detailed information on these fields can be found in the user manuals and in the online help.
You can block a room from automatic scheduling if it is unavailable at certain times because, for example, it is in use by another school.
Example: Room SH1 is used by another school on Mondays and Thursdays from periods 8 to 10, and on Friday.
- Select SH1 in the list of the rooms by clicking on it.
- Click on the button <Time requests>.
- Click on the <-3> button.
- Select the periods in which you wish to block the room by marking them while holding the left mouse button pressed.
The time request -3 blocks the room completely, i.e. optimisation will not schedule lessons in room SH1 during the times specified.
Untis also provides you with the possibility to create room groups.
Entering the room groups is similar to entering other master data: Every room group has its own unique short name and a descriptive full name. In the ‘Room’ column you enter all rooms which belong to the respective room group.
You now can use the room groups in the lesson window 'Subject room' and 'Home room', as well as ‘Rooms’.
In the aforementioned example, optimisation will allocate one of the rooms belonging to the room group ‘IT’ to the ‘Word processing’ lesson. The divided German lesson will be scheduled in one of the rooms of group 1S.