Daily Scheduler

What Is the Daily Scheduler?

The Daily Scheduler allows schools to build and manage their daily and weekly schedules within Spark. Schools can schedule classes, activities, events, and other recurring parts of the school day in one centralized location.

Schedules can be:

• Viewed by staff, guardians, and students
• Printed or downloaded
• Organized by Session/Term, Academic Year, or Program
• Managed school-wide or within individual classrooms

Teachers can also view and manage schedules within their classrooms.

Accessing the Scheduler

The Daily Scheduler can be accessed in two places:

• School-wide Scheduler: Go to Scheduling → Daily Scheduler
• Classroom Scheduler: Open a Classroom and navigate to the Schedule tab. For more information about classroom-specific scheduling, see the Classroom Schedule help documentation.

Viewing the Scheduler

Before building or editing a schedule, make sure you are viewing the correct organizational layer.

Use the dropdown at the top of the Scheduler to select the appropriate:

• Session/Term
• Academic Year
• Program

If multiple Sessions/Terms are grouped under the same Program or Academic Year, they can be viewed together in the Scheduler.

The Scheduler displays one week at a time. You can:

• Move between weeks using the arrows at the bottom of the page
• Jump directly to the beginning or end of the selected Session/Term

Creating a Schedule

Once you have selected the correct Session/Term, Academic Year, or Program and navigated to the desired week, you can begin creating schedule items.

1. Create a Schedule Item. Click Create in the top-right corner, or click directly on a time slot within the Scheduler. You can create:
   • Scheduling Blocks — non-class activities such as lunch, recess, chapel, etc.
   • Class Schedules — scheduled class times
   • Events — school events or special activities (these can also be created on the Event Calendar)
2. Enter Basic Information. This includes:
   • A name for the block, class, or event
   • A location (managed in Settings → Locations)
   • Whether attendance is required. If enabled, the item will appear in the Attendance section and attendance calendar.
3. Configure Dates and Times.
   1. Choose whether the item is:
      • A one-time occurrence
      • A recurring schedule
   2. Then:
      • Select dates and times
      • Choose whether recurring items should conform to Session days
      • Add Schedule Exemptions if needed to skip or modify specific dates
4. Add Participants. Select the participants for the block, class, or event. Once participants have been added, you can create Special Cases for individuals who are joining late, leaving early, missing certain dates, or following a modified schedule.
5. Organize the Schedule Item. Specify where the item belongs by adding it to:
   • Sessions/Terms
   • Programs
   • Academic Years
   • Classroom schedules (if applicable)
6. Configure Visibility. Choose who can view the schedule item. You can determine:
   • Which portals can see the item on their calendar
   • Whether visibility is available to all users or only participants
7. Select Calendars. Choose which calendars the item should appear on. At least one calendar must be selected before the item can be created.
   • Academic Calendar: Used for managing Session/Term dates and designating date types such as In-session days and holidays. This calendar is not selected by default.
   • Event Calendar: Used for viewing and managing school events. If creating an Event, this calendar is selected by default.
   • Scheduler: The Daily Scheduler calendar you are currently working within.This option is always selected by default.
8. Create the Schedule Item.

Managing a Schedule

After creating schedule items, you can continue managing your schedule in several ways.

Edit Schedule Items

Click on a block, class, or event to edit its details, participants, visibility, etc.

For recurring items:

• Clicking an individual occurrence opens that specific instance
• To edit the entire recurring schedule, open the schedule itself from within the specific instance, or by right-clicking and selecting View Schedule.

Details that can be changed include:

• Session and Classroom
• Location and Schedule
• Participants, including special cases for certain participants
• Attendance, including attendance exemptions
• Visibility and Calendars

Dates and times can be edited in the item modal, or you can move items to new times or dates by dragging and dropping them directly within the Scheduler.

Expand or Collapse Days

To focus on fewer days at a time on the Scheduler, click the top bar of a date column. This will expand or collapse the column.

View Schedule Lists

Click the List icon in the top-right corner to:

• View all scheduled items
• Search for specific blocks, classes, or events

Add Classroom Schedules

Click the Academic Cap icon to:

• View classrooms connected to the current Session/Term
• Add classroom schedules to the Scheduler view

Resolve Scheduling Conflicts

Click the Alert icon to:

• View scheduling conflicts
• Resolve overlapping schedule issues

Manage Scheduler Settings

Click the Gear icon to manage Scheduler settings and preferences.

Sharing Schedules

Schedules can be shared with staff, guardians, and students.

Print or Download Schedules

Click the Print icon in the top-right corner of the Scheduler to print or download schedules.

Guardian and Student Access

Guardians and students can view schedules when they are added as participants to schedule items.

Guardians can:

• View their students’ schedules
• View their own scheduled activities or events
• Filter schedules by student

Staff Access

Staff members can:

• View the school-wide Scheduler (if permissions allow)
• Access classroom schedules within individual Classrooms

For more information, see the Classroom Schedule help documentation.

Troubleshooting Viewing Issues

If schedules aren’t appearing on Guardian or Student Portals, check the following:

• Correct Session: Make sure the guardian or student has the correct session selected.
• Session Visibility: Ensure the session in which the schedule was created is open to students and guardians. Go to the Term & Programs page, open the session, and check the Open to Students box.
• Participants: Confirm that students were selected as participants for the event.
• Visibility: Confirm that the Guardian and Student Portals were selected in the Visibility section of the event settings.