Specifying When Schedules Become Visible

Schooltool allows system administrators to finely tune who can see course schedules and when, for each individual building at your school.

The steps that follow assist you with modifying the dates that can be applied to the visibility of course schedules to the following audiences:

  • Parents/Students

  • Teachers

  • Faculty With Access to the Faculty Module


**IMPORTANT: The dates that are referred to in this article are ignored if the master schedule for a given building/school level is not locked. Generally speaking, course schedules are never visible until the schedule for a given building/school level is locked.

Click here for information on determining if a schedule is locked: https://www.edutech.org/resources/student-systems/...



Perform the following steps to modify schedule visibility dates:

  1. Log into Schooltool if you haven't already


  2. Click on Maintenance>Scheduling>Yearly Building School Level Options


  3. Set the Building field to represent the building you wish to set dates for


  4. Set the School Level field to represent the program/schedule at your school that you wish to set dates for


  5. Set the Master Schedule Year field to represent the school year the dates you'll set should apply to


  6. Set the dates for each audience for the building, school level, and school year you selected, using the fields that appear below and the following as a guide:


    **Hint: The dates you set in this area, DO NOT affect visibility to student schedules for those users who have access to the Schedule tab of Students Record via the Counseling module, so users with the appropriate permissions to the Counseling module may view student schedules at all times, regardless of the dates you enter below.


    • My Home Student Schedule Publish Date: use this field to specify the date on which course schedules should be visible to students and parents via the My Home>Schedule module, and on the Grades tabs of student records.


      **NOTE: In order to take advantage of this feature, the security group that the students/parents account belongs to, must have the "Respect Student Schedule Publish Date" checkbox is checked under the Student group in the security tree.






    • Teacher Classes Publish Date: use this field to specify the date on which course schedules should be visible to teachers via the following modules:


      **NOTE: In order to take advantage of this feature, the security group that the teacher belongs to, must have the "Respect Teacher Classes Publish Date" and the "Respect Teacher Classes Publish Date for Homerooms" check boxes checked under the Home group in the security tree.



      • Home > My Home > Classes tab (including faculty duties)

      • Home > My Home > Reports tab (reports will still be available as appropriate, but output will respect the publish date)

      • Home > My Home > Actions tab (class list when searching for students)

      • Home > My Reports > Exports tab (class list when searching for students)

      • Home > My Home > Classes > Grade Book (class list in the "Jump To" menu)


    • Faculty Schedule Publish Date: use this field to specify the date on which course schedules should be visible generally to users who have access to the Schedule tab on Faculty records via the Faculty module.


      **NOTE: In order to take advantage of this feature, the security group that the faculty member belongs to, must have the "Respect Faculty Schedule Publish Date" checkbox checked under the Faculty group in the security tree.





  7. Click the Save icon in the top right of the screen to save your changes


  8. Repeat steps 3 through 7 as many times as needed until dates have been set for all school buildings