Substitution planning automatically accesses the timetable of the current day. This is the reason why, for instance, preponements are easily possible across terms.
If the timetable needs to be modified during the school year, it can happen that timetable and substitution schedulers want to work on the same data set at the same time.
If you do not work with Untis MultiUser, you can use terms in order to make it possible for both schedulers to work on the same set of data.
Let's presume that the timetable needs to be modified on 11 February. The timetable scheduler creates a new term, starting with 11 February. If you work with Untis Multiuser, the substitution planner can, for instance, create a substitution on February 6, while the timetable scheduler modifies the timetable in the new term.
If it is necessary that several people work on the timetable and on the substitution planning (in different terms), you need to go to "Settings | Miscellaneous | Terms", and check the box "Restrict cover planning to the current term".
If you do not work with Untis MultiUser, the do the following:
The source data set is the current file, which we now give the name "Halfyear1.gpn".
A new term starting with 11 February is inserted.
The substitution planner continues his/her work with this file.
The timetable scheduler saves this file under the new name, e.g. "Halfyear1_2.gpn", and modifies the timetable in the new term.
On 11 February, therefore, exist two files: "Halfyear1.gpn" with the complete set of substitution data, and"Halfyear1_2.gpn" with the new (modified) timetable.
Now, the data of these two files need to be merged.
The substitution planner uses the "Halfyear1_2.gpn" file and imports the complete set of substitution data of the "Halfyear1.gpn" file via "File | Import/Export | Importcover planning".
Now, there is one file ("Halfyear1_2.gpn") holding both the new timetable and the substitution data created so far.