Quantum University

Roorkee, Uttarakhand

A Project Report on
“Timetable Management System”

Bachelor of Engineering
in

Computer Science and Engineering

Semester III
Academic Year 2024-2025
Submitted by
Priyansu Kumar 23030007
Rahul Kumar 23030271
Dipti Saini 23030565
Raushan Khan 23030184
Ritwiz 23030306

Under the Guidance of

Aditi Mam
Department of Computer Science and Engineering

CERTIFICATE

This is to certify that the project work entitled "Timetable Management

System" has been completed successfully by Priyansu Kumar, Rahul Kumar,
Dipti Saini, Raushan Khan, and Ritwiz in partial fulfillment of the requirements
for the award of the degree of Bachelor of Engineering in Semester III in
Computer Science and Engineering of Quantum University, Roorkee, during
the year 2024-2025. This project report has been approved as it satisfies the
academic requirements of the project work prescribed for the said degree.

Signature of the Guide

(Mr. Aditi Kharga)
ACKNOWLEDGEMENT

We take this opportunity to express our heartfelt gratitude to everyone who contributed to
the successful completion of our Timetable Management System project.
First and foremost, we would like to thank our project guide, Mrs. Aditi Kharga, for her
constant guidance, valuable insights, and constructive feedback throughout the project. Her
expertise and encouragement played a pivotal role in shaping the project's development and
ensuring its successful implementation.
We are also deeply grateful to Quantum University for providing us with the necessary
resources, infrastructure, and support that facilitated the smooth execution of our project.
Their constant encouragement and state-of-the-art facilities gave us the environment to
focus and innovate.
Additionally, we acknowledge the teamwork, dedication, and efforts of all team members
involved in this project. The collaboration and mutual support throughout the various
stages, from design to implementation, have been truly commendable and a valuable
learning experience.
Lastly, we extend our appreciation to our friends and family for their unwavering
encouragement and understanding during the project's demanding phases. Their belief in
our abilities kept us motivated during challenging times.
This project has been an invaluable learning experience, and we hope it contributes
positively to the field of timetable management, creating more efficient and accessible
systems for future academic and administrative use.

Team Member’s:
Priyansu Kumar
Rahul Kumar
Dipti Saini
Raushan Khan
Ritwiz
ABSTRACT

The Timetable Management System is a comprehensive and innovative solution designed to

streamline scheduling processes in educational institutions. This system automates the
complex task of managing timetables by leveraging Python programming, Tkinter for
graphical user interface development, and SQLite3 for robust database management. It
effectively eliminates manual errors and ensures efficient resource allocation for classrooms,
faculty assignments, and student schedules.

The system includes key modules such as automated schedule generation, real-time conflict
resolution, and visual representation of timetables. Its user-friendly interface ensures that
administrators and staff can effortlessly manage and modify schedules. The conflict
detection algorithms integrated into the system prevent overlapping schedules, optimizing
resource usage.

Moreover, the database backbone ensures seamless storage, retrieval, and management of
large datasets, supporting scalability for future enhancements. The system not only saves
significant administrative time but also improves the overall reliability and accessibility of
schedules, benefiting students, faculty, and management alike.

This project establishes a foundation for future advancements, including the potential
integration of mobile platforms, cloud-based systems, and AI-driven analytics. Through its
scalable architecture and practical application, the Timetable Management System
contributes to the digital transformation of academic administration and resource
management.
TABLE OF CONTENTS

 Certificate
 Acknowledgement
 Abstract
 Introduction
 Purpose
 Objectives
 Relevance of the Project
 Methodology
 Algorithm Selection and Implementation
 Tools and Technologies Used
 System Design
 Implementation Details
 Challenges Faced
 Testing and Validation
 Bnenfits
 Future Directions
 Conclusion
 References
INTRODUCTION

In educational institutions, managing academic schedules is a complex and dynamic process.

It involves coordinating multiple resources such as classrooms, faculty availability, and
student groups, while ensuring that the schedules align with institutional policies and
constraints. The traditional method of timetable preparation, which typically relies on manual
processes, often leads to a range of challenges. These include scheduling conflicts, inefficient
resource allocation, and significant time investment by administrative staff. As institutions
grow in size and complexity, these challenges become even more pronounced, making it
increasingly difficult to meet the demands of modern academic environments.
Errors in manually prepared timetables can disrupt academic operations, affecting both the
teaching staff and students. For instance, double bookings of classrooms or overlapping
faculty schedules can lead to confusion and inefficiency. Additionally, the manual process
lacks the flexibility to adapt to last-minute changes, such as faculty unavailability or changes
in classroom allocation. This rigidity not only increases administrative workload but also
diminishes the overall effectiveness of the institution's operational framework.
The advent of technology has opened new avenues for addressing these issues through
automation and digitalization. The Timetable Management System leverages these
advancements to provide a comprehensive solution to the challenges of academic scheduling.
Developed using Python as the core programming language, the system utilizes SQLite3 for
robust database management and Tkinter to create a user-friendly graphical interface. This
combination ensures that the system is both powerful and accessible, catering to the diverse
needs of academic administrators.
The system automates key aspects of timetable creation, including conflict detection,
resource allocation, and real-time updates. By identifying and resolving scheduling conflicts
during the initial planning phase, it ensures that the final timetable is error-free and optimized
for resource utilization. Furthermore, its modular design allows administrators to easily
manage changes, whether they involve reassigning classrooms, modifying faculty schedules,
or accommodating new courses.
Beyond addressing immediate scheduling needs, the system is designed with scalability and
adaptability in mind. Its database-centric architecture can handle large datasets, making it
suitable for institutions of varying sizes. Additionally, the user interface is intuitive, requiring
minimal training for effective use. This ensures that the system can be seamlessly integrated
into existing workflows, reducing the learning curve for administrative staff.
The Timetable Management System represents a significant step toward the digital
transformation of academic administration. By automating tedious and error-prone processes,
it allows institutions to focus on their primary mission of delivering quality education.
Moreover, it lays the groundwork for future enhancements, such as mobile application
integration, cloud-based deployment, and the incorporation of artificial intelligence for
predictive scheduling. In doing so, the system not only meets the current demands of
academic institutions but also anticipates the evolving needs of the educational sector.
 Purpose
The primary goals of the Timetable Management System include:

• Automating timetable creation to reduce administrative workload.

• Enhancing scheduling accuracy by detecting and resolving conflicts.
• Providing a secure and efficient system for storing and retrieving scheduling
data.
• Offering a graphical user interface for intuitive operation and interaction.
• Supporting customization to adapt to various institutional needs.

This project serves as a practical and innovative solution to one of the most persistent
challenges in academic administration, setting a benchmark for the effective use of
technology in educational management.

OBJECTIVES

The Timetable Management System aims to address the challenges associated with manual
academic scheduling by providing an efficient, automated solution. The primary objectives of the
project are as follows:

1. Automate Timetable Creation

o Develop an automated scheduling system to reduce the time and effort required for
creating academic timetables.

o Minimize manual intervention while ensuring accurate and efficient schedule

generation.

2. Conflict Detection and Resolution

o Implement algorithms to detect and resolve scheduling conflicts, such as overlapping

classes or unavailable faculty, in real time.

o Ensure that all resources, including classrooms and faculty, are optimally utilized
without errors.

3. Centralized Management

o Provide a unified platform for managing schedules, room allocations, and faculty
assignments.

o Enable administrators to maintain and update schedules efficiently within a single

system.
4. User-Friendly Interface

o Design an intuitive graphical user interface (GUI) using Tkinter for easy interaction by
administrators and faculty.

o Ensure the system is accessible to users with minimal technical expertise.

5. Flexibility and Adaptability

o Enable dynamic updates to accommodate last-minute changes, such as class

rescheduling or resource reallocation.

o Ensure the system can adapt to varying institutional requirements and future
expansion needs.

6. Improved Efficiency and Accuracy

o Eliminate human errors inherent in manual timetable creation.

o Optimize resource allocation to maximize institutional efficiency.

7. Enhanced Accessibility and Visualization

Relevance of the Project:
Timetable management is a fundamental and recurring task in educational
institutions, directly influencing the smooth operation of academic activities.
Traditional methods of timetable creation often rely on manual processes that
involve spreadsheets, paper-based records, or basic software tools. While
these approaches may suffice for smaller institutions with limited resources,
they become increasingly inefficient and error-prone as the complexity of
scheduling grows.
In a typical academic institution, administrators must juggle numerous
variables, including class timings, faculty availability, room assignments, and
student groupings. Manually managing these variables can lead to several
challenges:
1. Scheduling Conflicts:
Overlapping schedules, such as two classes being assigned the same
room or a faculty member being scheduled for multiple classes
simultaneously, are common issues in manual timetabling. These
conflicts disrupt the academic process, causing confusion and delays that
affect both students and faculty.
2. Human Errors:
Manual timetable preparation is inherently prone to errors, such as
incorrect room allocations, mismatched timings, or missing entries.
These mistakes not only waste administrative time in corrections but also
erode confidence in the institution’s management.
3. Time and Resource Constraints:
Creating and revising timetables manually requires significant time and
effort from administrative staff. In large institutions, this process can be
highly resource-intensive, diverting attention from other critical tasks.
4. Inflexibility in Handling Changes:
Academic schedules are often subject to last-minute changes due to
unforeseen circumstances, such as faculty unavailability, room
maintenance, or special events. Traditional methods struggle to
 accommodate these changes efficiently, leading to disruptions in the
workflow.
Given these challenges, the relevance of an automated Timetable
Management System becomes evident. This project addresses the limitations
of manual processes by leveraging technology to streamline and optimize
scheduling operations. Its significance lies in the following areas:
1. Elimination of Manual Errors:
By automating the scheduling process, the system ensures accuracy and
reliability. Conflict detection algorithms identify and resolve issues such
as overlapping schedules, ensuring that the timetable is error-free from
the outset.
2. Efficiency and Time Savings:
Automation drastically reduces the time required for timetable
preparation and updates. Administrative staff can generate schedules
within minutes, freeing up valuable time for other responsibilities.
3. Optimal Resource Utilization:
The system ensures that classrooms, faculty, and other resources are
allocated efficiently. It prevents underutilization of resources and
minimizes wastage, resulting in a more streamlined and cost-effective
operation.
4. Adaptability to Dynamic Needs:
The system is designed to handle dynamic changes with ease. Whether
it's rescheduling a class, reallocating a room, or accommodating a new
course, the system allows for real-time updates that are immediately
reflected across all related schedules.
5. Scalability for Future Growth:
As institutions expand, their scheduling needs become more complex.
The Timetable Management System is built with scalability in mind,
capable of managing large datasets and adapting to the evolving
requirements of growing institutions.
6. User-Friendly Experience:
With an intuitive graphical interface, the system simplifies interaction for
administrators, faculty, and other users. This accessibility ensures that
 the system can be seamlessly integrated into the institution’s existing
workflow, reducing the learning curve and promoting adoption.
7. Alignment with Digital Transformation Goals:
The increasing adoption of digital tools in education underscores the
importance of automating administrative processes. The Timetable
Management System aligns with the broader trend of digital
transformation, enabling institutions to modernize their operations and
enhance their competitiveness.
8. Impact on Academic Quality:
A well-organized timetable ensures that academic activities proceed
without interruptions, fostering a conducive learning environment. It
also enhances faculty productivity by eliminating the stress of dealing
with scheduling conflicts, allowing them to focus on teaching and
research.
Scope of the Project
The Timetable Management System is designed to simplify and enhance the process
of academic schedule creation and management in educational institutions. The
project’s scope is centered on addressing key challenges in timetable preparation
while providing a robust, efficient, and user-friendly solution for administrators,
faculty, and students.
Automated Scheduling
The system automates the creation of class schedules, allocating classrooms, faculty,
and time slots effectively.
It eliminates manual errors and reduces the time required for timetable preparation.
Conflict Detection and Resolution
Algorithms identify and resolve scheduling conflicts, such as overlapping classes or
unavailable faculty, ensuring smooth operation.
Centralized Data Management
The system maintains a centralized database of faculty schedules, classroom
availability, and student requirements, enabling efficient data handling and retrieval.
User-Friendly Interface
The GUI, developed using Tkinter, provides an intuitive platform for users to manage
and view schedules, reducing the learning curve for administrators.
Adaptability and Scalability
Designed to accommodate institutions of various sizes, the system can handle
increasing data loads and adapt to unique scheduling requirements.
Real-Time Updates
Changes to schedules, such as reallocations or adjustments, are updated in real-time
to maintain accuracy across the system.
Future Enhancements
The project is designed to support future developments like mobile app integration,
cloud deployment, and AI-based analytics for predictive scheduling.
The Timetable Management System aims to be a reliable and scalable solution,
addressing current scheduling challenges while paving the way for advanced
academic management practices.
Advantages
The Timetable Management System offers several key advantages that streamline the
scheduling process and improve overall efficiency in educational institutions:

1. Automation and Accuracy

o Automates timetable creation, reducing manual effort and saving time.

o Detects and resolves conflicts, such as overlapping classes, ensuring error-free

schedules.

2. Efficient Resource Utilization

o Optimizes the allocation of classrooms, faculty, and time slots, preventing resource
wastage and overbooking.

3. User-Friendly Interface

o Provides an intuitive GUI for administrators and faculty, making it easy to create,
view, and update schedules.

4. Real-Time Updates

o Allows instant updates to schedules, ensuring changes are reflected across all
timetables promptly.

5. Centralized Data Management

o Centralizes schedule data, improving accessibility and coordination across

departments.

6. Scalability and Flexibility

o Adapts to the needs of institutions of varying sizes and supports future growth.

7. Cost and Time Efficiency

o Reduces administrative workload and operational costs by automating routine tasks.

The system enhances scheduling accuracy and efficiency while simplifying operations, making it a
valuable tool for modern academic institutions.
Methodology
The development of the Timetable Management System followed a structured approach to ensure
the successful design, implementation, and deployment of the application. The process began with
comprehensive data collection, followed by detailed analysis, system design, and efficient algorithm
implementation to address the challenges in timetable management.

The initial phase involved gathering data from various academic departments, including room
availability, faculty schedules, course requirements, and existing scheduling processes. This data was
collected through discussions with administrators and faculty members to understand their specific
needs. Once the data was collected, it was analyzed and organized to ensure accuracy, relevance,
and consistency. Irrelevant or outdated data was filtered out to focus on the essential information
that would inform the system’s design.

Following data collection, the requirement analysis phase took place in close collaboration with key
stakeholders such as academic administrators, faculty, and technical teams. This helped identify the
essential features of the system, including automated timetable generation, conflict resolution, and
real-time updates. During this phase, the challenges of the existing manual scheduling system, such
as conflicts, inefficiencies, and errors, were identified, and solutions were planned accordingly. In
addition to the functional requirements, non-functional requirements like scalability, user-
friendliness, and security were outlined to ensure the system would meet institutional needs
effectively.

The system was designed with a modular approach to ensure flexibility and scalability. The
architecture was divided into core components: database management, algorithm implementation,
and user interface design. The database schema was developed using SQLite3, ensuring normalized
tables to handle data related to courses, faculty, rooms, and timetables efficiently. The user interface
was designed using Tkinter, offering an intuitive platform for both administrators and faculty. UML
diagrams were created to visualize the system’s components and their interactions, helping to map
out the workflow and ensuring clarity in the design process.

Efficient algorithms were developed to optimize key functions such as conflict detection, resource
allocation, and real-time updates. The Conflict Detection Algorithm ensured that overlapping
schedules and resource conflicts were automatically flagged by analyzing time intervals and room
assignments. The Resource Allocation Algorithm dynamically assigned classrooms and faculty based
on availability, preventing scheduling conflicts and optimizing resource use. The Real-Time Update
Algorithm ensured that any changes made to the timetable, such as updates to class timings or
faculty assignments, were immediately reflected across all related schedules. These algorithms were
specifically designed to handle large datasets and support scalability to accommodate the growth of
the institution.

During the implementation phase, the core functionality of the system was built using Python.
Python was chosen for its flexibility and simplicity in integrating with the database and implementing
the various algorithms. The user interface was developed using Tkinter, which provided a graphical
interface that was both user-friendly and functional. SQLite3 was used to manage data storage,
including schedules, room assignments, faculty details, and student data, ensuring seamless data
retrieval and updates.
Data Collection and Preprocessing

The effectiveness of the Timetable Management System heavily depends on the accuracy and quality
of the data that is processed. In this project, the data collection and preprocessing phases were
essential in laying the groundwork for a reliable and efficient system. These phases ensured that the
data used within the system was structured, consistent, and actionable. Below is a detailed overview
of the methodologies followed during data collection and preprocessing.

Data Collection

1.1 Data Sources

The foundation of the Timetable Management System was based on diverse and accurate data
sources. For this project, the primary data was collected from academic departments within the
institution. This included faculty schedules, classroom availability, course requirements, and student
enrolment details. Additional data was sourced from existing institutional records, such as previous
timetables and course catalogues, which helped establish patterns and optimize scheduling
strategies. To enhance the dataset, publicly available data on general academic schedules and room
management systems were also incorporated. Combining these various sources allowed the creation
of a comprehensive and realistic dataset, representing the real-world requirements for managing
timetables at educational institutions.

1.2 Ethical Considerations

As the system involved handling sensitive data, ethical considerations were paramount during the
data collection process. All procedures followed institutional data privacy protocols to ensure that
sensitive information, such as student enrollment details and faculty assignments, was handled
securely. Personal identifiers were anonymized, and access to any confidential information was
strictly controlled. Data was aggregated and de-identified wherever possible to maintain privacy
standards, and only authorized personnel were allowed access to raw data. Additionally, data usage
was compliant with the institution's privacy policies and applicable regulations, ensuring that the
system would protect users' confidentiality and security at all stages.

Preprocessing

Raw data collected from various sources is often inconsistent, incomplete, or in various formats. As
part of the preprocessing phase, the collected data was carefully cleaned and transformed to ensure
consistency and usability. The preprocessing steps included removing duplicate records, addressing
any missing or incomplete data points, and standardizing formats across different datasets. Special
attention was paid to resolving conflicts, such as overlapping class schedules or incorrect room
assignments, to ensure that the data was both accurate and compatible with the system's
algorithms.
Algorithm Selection and Implementation
1. Algorithm Selection

The selection of algorithms for the Timetable Management System was primarily driven by the need
for efficiency, accuracy, and scalability. The system required algorithms that could handle large
amounts of data efficiently, resolve conflicts in schedules, and optimize the allocation of resources
such as classrooms, faculty, and time slots. Considering the system’s core requirements—automated
timetable generation, conflict resolution, and real-time updates—algorithms focused on scheduling
optimization, conflict detection, and data validation were selected to ensure smooth and effective
functioning of the system.

The chosen algorithms are designed to manage complex tasks such as assigning rooms, preventing
scheduling conflicts, handling dynamic updates, and ensuring data integrity. These algorithms ensure
real-time performance for administrators and faculty, maintaining the accuracy and reliability of the
timetable system.

2. Implementation

2.1 Conflict Detection Algorithm

One of the core components of the Timetable Management System is the ability to detect and
resolve scheduling conflicts. A conflict detection algorithm was implemented to identify overlapping
schedules and resource conflicts. This algorithm checks the availability of classrooms and faculty
members by comparing time slots for each event (such as classes, labs, and exams). If a conflict is
detected, the system suggests alternative slots or resources, ensuring that no two events overlap in
the same room or involve the same faculty member.

The algorithm is designed using a time-slot allocation approach, where each event is assigned to a
specific time slot and room. It uses an interval-based approach, ensuring that no two events overlap
in the same room. The algorithm also prioritizes the optimization of room usage, assigning rooms
based on availability and capacity to reduce underutilization.

2.2 Resource Allocation Algorithm

Efficient resource allocation is essential to ensure that classrooms and faculty are assigned
effectively. The resource allocation algorithm dynamically assigns available rooms and faculty based
on predefined constraints, such as course requirements and faculty availability. The algorithm
prioritizes the use of available resources by considering factors like room size, equipment
requirements, and proximity to other courses.
In this system, the algorithm implements priority-based allocation, where certain courses (e.g., lab
sessions or exams) are given higher priority in terms of resource assignment. The algorithm also
allows for flexibility, enabling administrators to override automatic allocations based on specific
institutional needs, such as special events or room maintenance.

2.3 Timetable Generation Algorithm

For automated timetable generation, a timetable generation algorithm was developed to create
conflict-free schedules based on the available data. This algorithm utilizes a constraint satisfaction
approach, taking into account constraints such as faculty availability, room availability, course
timings, and student requirements.

The algorithm performs an iterative process, testing different schedule configurations until it finds a
set of assignments that satisfy all constraints. This approach ensures that the generated timetable is
optimized for all users and stakeholders, providing a fair and efficient solution for both students and
faculty.

2.4 Real-Time Update Algorithm

To ensure that the system adapts quickly to changes in schedules, such as faculty availability, room
changes, or last-minute cancellations, a real-time update algorithm was implemented. This algorithm
handles dynamic updates, ensuring that changes made to the timetable are propagated instantly
across all relevant systems, including room assignments and faculty schedules.

The algorithm is designed to update affected records and notify administrators and faculty of any
changes in real time. For example, if a class is rescheduled or canceled, the system updates all
related records (e.g., room availability, student attendance) and sends notifications to all involved
parties.

2.5 Data Validation Algorithm

To maintain the integrity of the system, data validation algorithms were implemented at multiple
stages. The input validation algorithm ensures that only accurate data is entered into the system by
checking for common errors such as incorrect time slots, duplicate entries, or invalid faculty
assignments. This helps prevent inconsistencies in the timetable and ensures data integrity.

Additionally, the system uses encryption algorithms to protect sensitive data, such as faculty
schedules and student details. Data encryption ensures that any personal information stored or
transmitted through the system is secured, preventing unauthorized access and ensuring compliance
with privacy standards.
2.6 User Interface and Interaction Algorithm

To ensure ease of use for administrators and faculty members, the system also employs user
interaction algorithms. These algorithms optimize the presentation of timetables, allowing users to
filter schedules by room, faculty, or course. The algorithm ensures that the user interface is
responsive, with real-time updates on the available schedule, room bookings, and faculty
assignments.

The interaction algorithm is designed to be intuitive, providing administrators and faculty with easy-
to-navigate features for updating and managing timetables. It integrates seamlessly with the
backend, allowing users to make changes without delays or errors.

2.7 Hybrid Optimization Approach

To maximize system efficiency, a hybrid optimization approach was adopted, combining the strengths
of different algorithms. This approach integrates the conflict detection algorithm, resource allocation
algorithm, and real-time update algorithm to create an optimized scheduling experience. By using a
combination of constraint satisfaction, priority-based resource allocation, and real-time update
techniques, the system is capable of managing complex scheduling requirements and providing a
seamless experience for users.

This hybrid approach ensures that the Timetable Management System can handle a wide range of
scenarios, from dynamic scheduling adjustments to large-scale timetable generation, making it both
scalable and flexible.

3.1 Hardware Requirements

• A PC with Windows/Linux OS

• Processor with 1.7-2.4gHz speed

• Minimum of 8gb RAM

• 2gb Graphic card

3.3 Software Requirements

a) Python
b) SQLite3
c) Tkinter
Languages and Tools Used

The development of the Timetable Management System involved the use of modern programming
languages and tools to create an efficient, scalable, and user-friendly application. Below is a detailed
overview of the technologies employed:

Languages Used

Python:

Python was the primary programming language for implementing the system's core logic and
backend functionality. Its simplicity, extensive libraries, and robust ecosystem made it an ideal choice
for developing an application requiring complex algorithms and seamless integration.

Tools Used

Tkinter:

Tkinter was utilized to design the graphical user interface (GUI) of the application. Its lightweight
framework allowed for the creation of an intuitive and visually appealing interface, enabling users to
navigate and interact with the system effortlessly.

SQLite3:

SQLite3 served as the database management system for the application. This lightweight yet
powerful database solution provided efficient data storage and retrieval capabilities, making it well-
suited for managing schedules, resolving conflicts, and supporting scalability.

SMTPLIB

SMTPLIB (Simple Mail Transfer Protocol Library) is a Python module used for sending emails using
the SMTP (Simple Mail Transfer Protocol) protocol. It is part of Python’s standard library, making it
easy to send emails directly from Python applications without requiring additional installations.

Version Control (Git):

Git was employed for version control to track changes during development, manage code efficiently,
and facilitate collaborative work among team members. It ensured that all updates and iterations of
the application were securely documented and accessible.

This strategic combination of Python, Tkinter, SQLite3, and Git allowed the development team to
deliver a robust, efficient, and user-centric solution, ensuring the Timetable Management System
met all functional requirements while maintaining a focus on performance and scalability.
Code:
import sqlite3
import tkinter as tk
from tkinter import ttk, messagebox
import random
import smtplib
from email.mime.text import MIMEText
from email.mime.multipart import MIMEMultipart

# Admin email
EMAIL_ADDRESS = "[email protected]"
EMAIL_PASSWORD = "ynze yaes slva jvqk"

# Emails list of students

student_emails = {
"1": ["[email protected]", "[email protected]"],
"2": ["[email protected]", "[email protected]"],
"3": ["[email protected]", "[email protected]"],
"4": ["[email protected]", "[email protected]"],
"10": ["[email protected]", "[email protected]"]
}

# Initialize database
def init_db():
conn = sqlite3.connect("timetable.db")
cursor = conn.cursor()
cursor.execute("""
CREATE TABLE IF NOT EXISTS timetable (
id TEXT PRIMARY KEY,
class_name INTEGER,
subject TEXT,
teacher TEXT,
day TEXT,
time_slot TEXT
)
""")
conn.commit()
conn.close()

# Unique id
def generate_random_id():
return str(random.randint(100000, 999999))

# Add entries
def add_entry(class_name, subject, teacher, day, time_slot):
entry_id = generate_random_id()
conn = sqlite3.connect("timetable.db")
cursor = conn.cursor()
cursor.execute("""
INSERT INTO timetable (id, class_name, subject, teacher, day, time_slot)
VALUES (?, ?, ?, ?, ?, ?)
""", (entry_id, class_name, subject, teacher, day, time_slot))
conn.commit()
conn.close()

# Update an entries
def update_entry(entry_id, class_name, subject, teacher, day, time_slot):
conn = sqlite3.connect("timetable.db")
 cursor = conn.cursor()
cursor.execute("""
UPDATE timetable
SET class_name = ?, subject = ?, teacher = ?, day = ?, time_slot = ?
WHERE id = ?
""", (class_name, subject, teacher, day, time_slot, entry_id))
conn.commit()
conn.close()

# View timetable by class

def view_timetable_by_class(class_name):
conn = sqlite3.connect("timetable.db")
cursor = conn.cursor()
cursor.execute("SELECT * FROM timetable WHERE class_name = ?", (class_name,))
rows = cursor.fetchall()
conn.close()
return rows

# View all classes

def get_all_classes():
conn = sqlite3.connect("timetable.db")
cursor = conn.cursor()
cursor.execute("SELECT DISTINCT class_name FROM timetable")
classes = [str(row[0]) for row in cursor.fetchall()]
conn.close()
return classes

# Send email notification

def send_email_notification(class_name, subject, teacher, day, time_slot):
if class_name not in student_emails:
print(f"No students registered for Class {class_name}.")
return

subject_line = f"Timetable Update for Class {class_name}"

body = (
f"Dear Students,\n\n"
f"The timetable has been updated. Here are the details:\n\n"
f"Subject: {subject}\n"
f"Teacher: {teacher}\n"
f"Day: {day}\n"
f"Time Slot: {time_slot}\n\n"
f"Please take note of this change.\n\n"
f"Best regards,\nCollage Administration"
)

for email in student_emails[class_name]:

try:
msg = MIMEMultipart()
msg["From"] = EMAIL_ADDRESS
msg["To"] = student_emails
msg["Subject"] = subject_line
msg.attach(MIMEText(body, "plain"))

with smtplib.SMTP_SSL("[email protected]", 587) as server:

server.starttls()
server.login(EMAIL_ADDRESS, EMAIL_PASSWORD)
server.send_message(msg)
server.set_debuglevel(2)
 print(f"Email sent to {student_emails}")
except Exception as e:
print(f"Failed to send email to {student_emails}: {e}")

# Main GUI Application

def main():
def add_entry_gui():
class_name = class_entry.get()
subject = subject_combobox.get()
teacher = teacher_combobox.get()
day = day_combobox.get()
time_slot = time_slot_combobox.get()

if not class_name.isdigit() or not (1 <= int(class_name) <= 10):

messagebox.showerror("Error", "Class must be a number between 1 and 10.")
return

if not subject or not teacher or not day or not time_slot:

messagebox.showerror("Error", "All fields are required.")
return

add_entry(class_name, subject, teacher, day, time_slot)

messagebox.showinfo("Success", f"Entry added successfully for Class {class_name}!")
clear_inputs()
update_class_dropdown()
view_timetable_gui()

def update_entry_gui():
selected_item = timetable_tree.selection()
if not selected_item:
messagebox.showerror("Error", "Please select an entry to update.")
return

values = timetable_tree.item(selected_item, "values")

entry_id = values[0]

class_name = class_entry.get()
subject = subject_combobox.get()
teacher = teacher_combobox.get()
day = day_combobox.get()
time_slot = time_slot_combobox.get()

if not class_name.isdigit() or not (1 <= int(class_name) <= 12):

messagebox.showerror("Error", "Class must be a number between 1 and 10.")
return

if not subject or not teacher or not day or not time_slot:

messagebox.showerror("Error", "All fields are required.")
return

update_entry(entry_id, class_name, subject, teacher, day, time_slot)

messagebox.showinfo("Success", "Entry updated successfully!")
send_email_notification(class_name, subject, teacher, day, time_slot)
view_timetable_gui()
def view_timetable_gui():
selected_class = class_combobox.get()
if not selected_class:
messagebox.showerror("Error", "Please select a class.")
 return
rows = view_timetable_by_class(selected_class)
for row in timetable_tree.get_children():
timetable_tree.delete(row)
for row in rows:
timetable_tree.insert("", "end", values=row)
def populate_inputs_from_selection():
selected_item = timetable_tree.selection()
if not selected_item:
return
values = timetable_tree.item(selected_item, "values")
class_entry.delete(0, tk.END)
class_entry.insert(0, values[1])
subject_combobox.set(values[2])
teacher_combobox.set(values[3])
day_combobox.set(values[4])
time_slot_combobox.set(values[5])

def update_class_dropdown():
classes = get_all_classes()
class_combobox["values"] = classes

def clear_inputs():
class_entry.delete(0, tk.END)
subject_combobox.set("")
teacher_combobox.set("")
day_combobox.set("")
time_slot_combobox.set("")

# GUI setup
root = tk.Tk()
root.title("Class-Specific Timetable Management System")
root.geometry("1000x700")
root.configure(bg="#F4F6F7")

title_label = tk.Label(root, text="Class-Specific Timetable Management System", font=("Arial", 20, "bold"), bg="#2C3E50",
fg="white")
title_label.pack(side="top", fill="x", pady=10)

input_frame = tk.Frame(root, bg="#D6EAF8", padx=10, pady=10)

input_frame.pack(side="top", fill="x", pady=10)

tk.Label(input_frame, text="Class:").grid(row=0, column=0, padx=5, pady=5)

class_entry = ttk.Entry(input_frame, width=15)
class_entry.grid(row=0, column=1, padx=5, pady=5)

tk.Label(input_frame, text="Subject:").grid(row=0, column=2, padx=5, pady=5)

subject_combobox = ttk.Combobox(input_frame, values=["Math", "Biology", "Chemistry", "History", "English", "Physics",
"Grammar", "Art and Craft", "Games"], width=15)
subject_combobox.grid(row=0, column=3, padx=5, pady=5)

tk.Label(input_frame, text="Teacher:").grid(row=0, column=4, padx=5, pady=5)

teacher_combobox = ttk.Combobox(input_frame, values=["Ms. Dipti", "Mr. Rahul", "Dr. Ritwiz", "Mr. Roshan", "Mr. Som",
"Mrs. Sunita"], width=15)
teacher_combobox.grid(row=0, column=5, padx=5, pady=5)

tk.Label(input_frame, text="Day:").grid(row=1, column=0, padx=5, pady=5)

 day_combobox = ttk.Combobox(input_frame, values=["Monday", "Tuesday", "Wednesday", "Thursday", "Friday",
"Saturday"], width=15)
day_combobox.grid(row=1, column=1, padx=5, pady=5)

tk.Label(input_frame, text="Time Slot:").grid(row=1, column=2, padx=5, pady=5)

time_slot_combobox = ttk.Combobox(input_frame, values=["9:00-09:45", "09:45-10:50", "10:50-11:45", "12:45-13:30",
"13:30-14:20", "14:20-15:40"], width=15)
time_slot_combobox.grid(row=1, column=3, padx=5, pady=5)

tk.Button(input_frame, text="Add Entry", command=add_entry_gui, bg="#5DADE2", fg="white").grid(row=2, column=0,

padx=5, pady=5)
tk.Button(input_frame, text="Update Entry", command=update_entry_gui, bg="#27AE60", fg="white").grid(row=2,
column=1, padx=5, pady=5)
tk.Button(input_frame, text="Clear Fields", command=clear_inputs, bg="#F39C12", fg="white").grid(row=2, column=2,
padx=5, pady=5)

class_frame = tk.Frame(root, bg="#F4F6F7")

class_frame.pack(side="top", fill="x", pady=10)

tk.Label(class_frame, text="Select Class:").pack(side="left", padx=10)

class_combobox = ttk.Combobox(class_frame, width=20)
class_combobox.pack(side="left", padx=10)
class_combobox.bind("<<ComboboxSelected>>", lambda e: view_timetable_gui())

timetable_frame = tk.Frame(root)
timetable_frame.pack(side="top", fill="both", expand=True, padx=10, pady=10)

timetable_tree = ttk.Treeview(timetable_frame, columns=("ID", "Class", "Subject", "Teacher", "Day", "Time Slot"),

show="headings")
timetable_tree.pack(side="left", fill="both", expand=True)

for col in timetable_tree["columns"]:

timetable_tree.heading(col, text=col)
timetable_tree.column(col, width=120)

timetable_tree.bind("<<TreeviewSelect>>", lambda e: populate_inputs_from_selection())

scrollbar = ttk.Scrollbar(timetable_frame, orient="vertical", command=timetable_tree.yview)

timetable_tree.configure(yscrollcommand=scrollbar.set)
scrollbar.pack(side="right", fill="y")

update_class_dropdown()
root.mainloop()

if _name_ == "_main_"
init_db()
main()
Challenges Faced
During the development of the Timetable Management System, the team encountered several
challenges that required innovative solutions and careful planning. These challenges were addressed
across different stages of the project to ensure the final system met its intended goals. Below are the
key challenges faced and the approaches used to overcome them:

1. Database Management

Handling and organizing large volumes of data, including schedules for classes, teachers, and rooms,
was a significant challenge.

Ensuring data consistency, integrity, and efficient retrieval involved the application of normalization
techniques to minimize redundancy and maintain data integrity.

Indexing and optimization strategies were implemented to enhance query performance, ensuring
fast access to timetable information.
2. Real-Time Conflict Resolution

Implementing real-time conflict detection and resolution for scheduling posed complexities,
particularly in ensuring that no overlapping sessions occurred for resources such as rooms or faculty.

Efficient algorithms were developed to check and resolve scheduling conflicts dynamically, requiring
synchronization between the database and the logic layer to prevent inconsistencies.

3. User Interface Design

Designing a user-friendly interface that catered to both administrators and end-users was
challenging, especially in balancing simplicity and functionality.

Tkinter was used to create an intuitive and interactive GUI, but significant effort was required in
testing and refining the interface to ensure responsiveness and accessibility across devices.

4. Error Handling and Debugging

Identifying and resolving bugs during the development phase was time-intensive, particularly with
issues related to database connectivity and incorrect scheduling logic.

A systematic approach to debugging was adopted, involving rigorous unit testing, integration testing,
and edge-case analysis to minimize errors and ensure system reliability.

5. Feature Integration

Integrating multiple features such as schedule creation, conflict detection, timetable visualization,
and real-time updates into a single system proved to be a complex task.

Careful planning and modular design were employed to ensure seamless interaction between
different components, avoiding dependencies that could result in performance bottlenecks.

6. Scalability and Performance Optimization

Ensuring that the system could handle increased data loads and simultaneous user access without
degradation in performance was a key concern.

Stress testing and optimization techniques were applied to algorithms and database queries to
enhance scalability and maintain smooth operation under heavy loads.

7. Data Validation and Security

Validating user inputs and securing sensitive information, such as administrator credentials and
scheduling data, was a critical challenge.

Validation checks were implemented at every input stage, and encryption mechanisms were
incorporated to protect data from unauthorized access.

By addressing these challenges systematically, the Timetable Management System was developed
into a robust, efficient, and user-friendly application capable of meeting the needs of modern
academic administration.

Benefits of a Timetable Management System

A timetable management system offers a wide range of advantages that streamline the scheduling
process and enhance organizational efficiency. Below are the key benefits:

1. Efficient Resource Allocation

The system ensures optimal use of resources such as classrooms, equipment, and faculty by
preventing scheduling conflicts.

It allows administrators to allocate resources based on demand and availability.

2. Time-Saving Automation

Automates the process of timetable creation, reducing manual effort and the time required for
planning.

Modifications and adjustments can be made quickly, ensuring minimal disruption.

3. Conflict-Free Scheduling

Prevents overlapping classes, double bookings, or resource clashes by validating inputs in real-time.

Helps maintain an organized structure even in complex environments with multiple variables.

4. Flexibility and Adaptability

Adapts to sudden changes such as class cancellations, faculty absences, or rescheduled sessions.

Provides flexibility to adjust the timetable as per academic or organizational needs.

5. Enhanced Productivity

Allows faculty and students to focus on their core activities without worrying about scheduling
issues.

Minimizes downtime by ensuring all slots are utilized effectively.

6. Improved Accessibility

Makes timetables easily accessible to students, staff, and administrators via online platforms or
mobile apps.

Notifications and updates ensure all stakeholders are informed about changes instantly.

7. Data Analytics and Insights

Provides reports and analytics on resource utilization, attendance, and scheduling patterns.

Enables better decision-making for future planning and optimization.

8. Error Reduction

Reduces human errors in scheduling, such as double-booking or incorrect allocations.

Ensures data consistency and reliability across the organization.

9. User-Friendly Interface

Offers a simple, intuitive interface for users to view, update, and manage timetables.
Reduces training and onboarding time for administrators.

10. Cost-Effective Solution

Reduces administrative overheads by automating the scheduling process.

Saves costs associated with manual errors, inefficiencies, and resource wastage.

Conclusion
The Timetable Management System successfully addresses the challenges and inefficiencies of
traditional manual scheduling methods in educational institutions. By utilizing Python for backend
development, SQLite3 for database management, and Tkinter for an intuitive graphical user
interface, the system provides a robust, scalable, and user-friendly solution tailored to modern
academic requirements.

This project streamlines critical administrative processes such as schedule creation, resource
allocation, and conflict resolution, ensuring efficiency and reliability. The system's real-time updates
and automated functionalities minimize manual effort, reduce errors, and optimize resource
utilization. Additionally, its user-centric design enhances accessibility and usability, benefiting
administrators, faculty, and students alike.

The challenges encountered during development offered valuable lessons in effective problem-
solving, collaborative teamwork, and the importance of rigorous testing and optimization. These
experiences have contributed to the creation of a reliable and practical solution for timetable
management.

In conclusion, the Timetable Management System demonstrates how innovative technology can
transform academic administration, laying a strong foundation for future enhancements such as
mobile integration, cloud deployment, and AI-driven analytics. This project is a significant step
toward improving operational efficiency and user satisfaction in educational institutions.

Future Directions
The Timetable Management System has established a strong foundation for automating and
optimizing academic scheduling processes. However, there is significant potential for further
development to align with evolving technological trends and institutional needs. Below are
some key areas for future enhancement:

1. Integration with Mobile Applications

Developing mobile applications for the system could greatly enhance accessibility and
 convenience. Faculty and students could view schedules, receive real-time updates,
and manage their preferences directly from their smartphones. Push notifications for
schedule changes or upcoming events would further improve user engagement.
2. Artificial Intelligence for Intelligent Scheduling
Incorporating AI algorithms could enable intelligent schedule generation that
accounts for faculty preferences, student enrollment trends, and resource optimization.
Machine learning models could also predict conflicts and recommend resolutions,
making the scheduling process more efficient and adaptive.
3. Cloud-Based Deployment
Migrating the system to a cloud-based infrastructure could provide enhanced
scalability, allowing institutions to manage larger datasets and user bases seamlessly.
Cloud deployment would also improve data security, ensure continuous availability,
and support real-time collaboration between stakeholders.
4. Integration with Learning Management Systems (LMS)
To create a cohesive academic ecosystem, the system could be integrated with
popular LMS platforms like Moodle or Google Classroom. This integration would
enable automated updates of class schedules, assignments, and notifications within a
single interface, enhancing efficiency for both educators and students.
5. Advanced Analytics and Reporting
Adding analytics features could help administrators make data-driven decisions.
Insights into room utilization, faculty workload, and class attendance patterns could
be visualized through dashboards, enabling more informed planning and resource
allocation.
6. Multi-Language Support
Expanding the system to support multiple languages would make it accessible to
institutions in diverse regions, promoting inclusivity and wider adoption.
7. Customizable User Roles and Permissions
Introducing more granular control over user roles and permissions could enhance the
system's adaptability to different institutional structures. For instance, specific access
levels could be assigned to department heads, faculty, and students, ensuring secure
and efficient usage.
8. Integration with Biometric Systems
Biometric attendance tracking could be linked to the timetable system, enabling
seamless monitoring of student and faculty attendance and automatically updating
records in real time.

By pursuing these future directions, the Timetable Management System could evolve into a
more powerful and versatile tool, addressing diverse academic needs while enhancing
operational efficiency and user experience.

REFERENCES

These are Sources that we have taken the help of to build this recommendation system efficiently :-

https://chat.openai.com/
https://www.kaggle.com/

S. S. Lakshmi, and T. A. Lakshmi, International Journal of Computer science and Information

Technology (IJCSIT) 5, 5771-5772, (2014).

G.Adomavicius, and A. Tuzhilin, IEEE Transactions on Knowledge and Data Engineering17,734-749

(2004)

S. Khusro, Z. Ali, and I. Ullah, Information Science and Applications Singapore, 1179- 1188, (2016)

J.B. Schafer, D. Frankowski, J. Herlocker, and S. Sen, The adaptive web Springer, 291- 324, (2007)

https://towardsdatascience.com/

https://www.youtube.com/