University Timetable & Venue Management System
Complete Doctype Structure with Fields
1. Academic Year
Purpose: Manage academic years and semesters
Field
Field Label Options Mandatory Unique Default Description
✓ ✓
Type
✓
Academic Year Data e.g., "2024-2025"
✓
Year Start Date Date Academic year start
Year End Date Date Academic year end
Is Current Academic Mark current active
Check 0
Year year
✓
Active\
Status Select Active Academic year status
nInactive
Naming Rule: Field: academic_year Title Field: academic_year
2. Semester
Purpose: Manage semesters within academic years
Field
Field Label Options Mandatory Unique Default Description
✓
Type
Academic Year ✓
Semester Name Data e.g., "Fall 2024"
Academic Year Link Link to academic year
✓
1\n2\n3\
Semester Number Select Semester sequence
✓
nSummer
✓
Start Date Date Semester start date
End Date Date Semester end date
Is Current
Check 0 Current active semester
Semester
Number of teaching
Total Weeks Int 16
weeks
Naming Rule: Field: semester_name Title Field: semester_name
3. Department
Purpose: Manage university departments
Field
Field Label Options Mandatory Unique Default Description
✓ ✓
Type
✓ ✓
Department Name Data Full department name
Department Code Data Short code (e.g., "CS")
Head of
Link User Department head
Department
Text
Description Department details
Editor
Department
Established Date Date
establishment
✓
Active\
Status Select Active Department status
nInactive
Naming Rule: Field: department_code Title Field: department_name
4. Program
Purpose: Manage degree programs (Bachelor's, Master's, etc.)
Field
Field Label Options Mandatory Unique Default Description
Type
✓ ✓
Program e.g., "Bachelor of
Data
Name Computer Science"
✓ ✓
Program
Data e.g., "BCS"
✓
Code
Department Link Department Owning department
✓
Undergraduate\
Program
Select nPostgraduate\nDiploma\ Program level
Type
✓
nCertificate
✓
Duration Int Duration in years
Total Credits Int Required credits
Text
Description Program overview
Editor
Naming Rule: Field: program_code Title Field: program_name
5. Course
Purpose: Manage courses/subjects
Field
Field Label Options Mandatory Unique Default Description
✓
Type
Course Name Data Full course name
✓ ✓
Unique course
Course Code Data
✓
identifier
Department Link Department Course department
✓
Course credit
Credits Int
hours
✓
Theory\nPractical\
Course Type Select Theory Type of course
nLab\nSeminar
✓
Duration Per
Int 60 Minutes per class
Session
Required prior
Prerequisites Table Course Prerequisites
courses
Text
Description Course description
Editor
Course syllabus
Syllabus Attach
file
Child Table: Course Prerequisites
Course (Link to Course, Mandatory)
Minimum Grade (Select: A+, A, B+, B, C+, C, D, F)
Naming Rule: Field: course_code Title Field: course_name
6. Faculty
Purpose: Manage teaching staff
Field
Field Label Options Mandatory Unique Default Description
Type
✓
Faculty full
Full Name Data
name
✓ ✓
Unique
Employee ID Data employee
✓ ✓
identifier
Email Data Official email
Phone Data Contact number
✓
Primary
Department Link Department
✓
department
Designation Select Professor\nAssociate Academic rank
Field
Field Label Options Mandatory Unique Default Description
Type
Professor\nAssistant
Professor\nLecturer\
nInstructor
Small Areas of
Specialization
Text expertise
Maximum Hours Weekly teaching
Int 20
Per Week limit
✓
Active\nInactive\nOn Employment
Status Select Active
Leave status
Courses Faculty Course Courses they can
Table
Qualified Qualification teach
Child Table: Faculty Course Qualification
Course (Link to Course, Mandatory)
Proficiency Level (Select: Expert, Advanced, Intermediate)
Naming Rule: Field: employee_id Title Field: full_name
7. Student Batch
Purpose: Manage student groups/batches
Field
Field Label Options Mandatory Unique Default Description
Type
✓ ✓
e.g., "BCS-2024-
Batch Name Data
A"
✓
Associated
Program Link Program
✓
program
Academic Year Link Academic Year Admission year
Current
Link Semester Current semester
Semester
✓
Number of
Batch Size Int
students
✓
Active\nInactive\
Status Select Active Batch status
nGraduated
Advisor Link Faculty Academic advisor
Naming Rule: Field: batch_name Title Field: batch_name
8. Venue
Purpose: Manage physical spaces for classes
Field Field
Options Mandatory Unique Default Description
Label Type
✓ ✓
Venue Room/hall
Data
Name name
✓ ✓
Venue Unique
Data
Code identifier
✓
Building
Building Data
name/number
Floor Data Floor location
✓
Maximum
Capacity Int
occupancy
✓
Classroom\nLab\nAuditorium\
Venue Type Select nSeminar Hall\nLibrary\ Classroom Type of venue
nConference Room
Available
Facilities Table Venue Facilities
equipment
✓
Available\nUnder
Status Select Maintenance\nPermanently Available Current status
Closed
Booking Booking
Select High\nMedium\nLow Medium
Priority preference
Child Table: Venue Facilities
Facility (Select: Projector, Whiteboard, Computer, Audio System, Air Conditioning, Wi-Fi, etc.)
Working Status (Select: Working, Not Working, Under Repair)
Naming Rule: Field: venue_code Title Field: venue_name
9. Time Slot
Purpose: Define time periods for scheduling
Field
Field Label Options Mandatory Unique Default Description
✓ ✓
Type
✓
Slot Name Data e.g., "Period 1"
✓
Start Time Time Class start time
End Time Time Class end time
Duration Int Auto-calculated
Field
Field Label Options Mandatory Unique Default Description
Type
minutes
✓
Weekday\nWeekend\
Day Type Select Weekday Applicable days
nBoth
Break After Check 0 Has break after slot
Break
Int 10 Break minutes
✓
Duration
Status Select Active\nInactive Active Slot availability
Naming Rule: Field: slot_name Title Field: slot_name
10. Class Schedule
Purpose: Individual class scheduling entries
Field Field
Options Mandatory Unique Default Description
Label Type
✓
Schedule Auto-generated
Data
Title title
✓
Course being
Course Link Course
taught
✓
Assigned
Faculty Link Faculty
instructor
✓
Student
Link Student Batch Target batch
✓
Batch
Venue Link Venue Assigned room
✓
Monday\nTuesday\
Day of
Select nWednesday\nThursday\ Class day
Week
✓
nFriday\nSaturday\nSunday
Time Slot Link Time Slot Time period
✓
Academic
Semester Link Semester
semester
✓
Effective Schedule start
Date
From date
✓
Effective
Date Schedule end date
To
Regular\nMakeup\nExtra\
Class Type Select Regular Type of class
Active\nCancelled\nCompleted ✓
nExam
Status Select Active Schedule status
Small Additional
Notes
Text information
Naming Rule: Expression: {course}-{student_batch}-{day_of_week}-{time_slot} Title Field:
schedule_title
11. Timetable
Purpose: Master timetable container
Field
Field Label Options Mandatory Unique Default Description
Type
✓ ✓
Timetable
Data Descriptive name
✓
Name
Semester Link Semester Target semester
Specific batch
Student Batch Link Student Batch
(optional)
✓
Department Link Department Department filter
✓
Created Date Date Today Creation date
✓
Effective From Date Timetable start
Effective To Date Timetable end
✓
Draft\nPublished\
Status Select Draft Timetable status
nActive\nArchived
Approved By Link User Approval authority
Approval
Approval Date Date
timestamp
Schedule
Table Timetable Schedule All class schedules
Entries
Child Table: Timetable Schedule
Class Schedule (Link to Class Schedule, Mandatory)
Priority (Select: High, Medium, Low)
Conflicts Resolved (Check, Default: 0)
Naming Rule: Field: timetable_name Title Field: timetable_name
12. Venue Booking
Purpose: Manage venue reservations
Field
Field Label Options Mandatory Unique Default Description
Type
✓
Event/booking
Booking Title Data
name
✓
Requested
Venue Link Venue
✓
venue
✓
Booking Date Date Event date
✓
Start Time Time Event start
✓
End Time Time Event end
Booked By Link User Requestor
Requesting
Department Link Department
department
Class\nExam\nMeeting\
✓
nEvent\nSeminar\
Purpose Select Booking reason
nWorkshop\nConference\
nOther
Expected Number of
Int
Attendees people
Special Small Equipment
Requirements Text needs
✓
Pending\nApproved\
Status Select nRejected\nCompleted\ Pending Booking status
nCancelled
Approved By Link User Approver
Approval Date Datetime Approval time
Rejection Small
If rejected
Reason Text
Recurring
Check 0 Is recurring
Booking
Recurrence Small
If recurring
Pattern Text
Naming Rule: Expression: {venue}-{booking_date}-{start_time} Title Field: booking_title
13. Schedule Conflict
Purpose: Track and manage scheduling conflicts
Field
Field Label Options Mandatory Unique Default Description
Type
✓
Conflict Auto-generated
Data
✓
Title title
Conflict Select Faculty Double Booking\ Type of conflict
Field
Field Label Options Mandatory Unique Default Description
Type
nVenue Double Booking\
Type nStudent Batch Conflict\
nTime Overlap
✓
Detection
Datetime Now When detected
✓
Date
Severity Select High\nMedium\nLow High Conflict severity
✓
First conflicting
Schedule 1 Link Class Schedule
schedule
✓
Second conflicting
Schedule 2 Link Class Schedule
schedule
Conflict Description of
Text
Details conflict
✓
Open\nIn Progress\
Status Select Open Resolution status
nResolved\nIgnored
Assigned To Link User Resolver
Resolution How it was
Text
Notes resolved
Resolved Resolution
Datetime
Date timestamp
Naming Rule: Expression: CONF-{conflict_type}-{####} Title Field: conflict_title
14. Academic Calendar
Purpose: Manage important academic dates
Field
Field Label Options Mandatory Unique Default Description
Type
✓
Calendar event
Event Name Data
name
✓
Academic Related
Link Academic Year
Year academic year
✓
Holiday\nExam Period\
Event Type Select nRegistration\nOrientation\ Type of event
✓
nGraduation\nDeadline\nOther
Start Date Date Event start
End Date Date Event end
Description Text Event details
Affects Impacts
Check 1
Scheduling timetable
Department Link Department Specific
Field
Field Label Options Mandatory Unique Default Description
Type
Active\nCancelled\nPostponed ✓
department
Status Select Active Event status
Naming Rule: Field: event_name Title Field: event_name
Key Features of University Timetable Master:
1. Official Authority
Multi-level approval workflow (Registrar, VC, Deans)
Version control and amendments tracking
Official issue and publication dates
2. Comprehensive Coverage
Aggregates all department timetables
Includes all programs, faculties, and venues
Complete conflict resolution documentation
3. Distribution Management
Multiple publication formats (PDF, Web, Mobile, Print)
Targeted distribution to different audiences
Access control and download tracking
4. Analytics & Reporting
Venue utilization statistics
Faculty workload analysis
Peak hours identification
Resource optimization insights
5. Change Management
Amendment tracking after publication
Impact analysis of changes
Stakeholder notification system
