Scheduling Studio 8
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 User's Guide

Users guide8.png

Thank you for choosing to use Lantiv Scheduling Studio 8! Please follow the user's guide below to get acquainted with the program and fully understand its capabilities. If you have any questions, please email us at: and we will be glad to assist you!

Introduction8.png Introduction

This chapter introduces the key features of the software and provides video tutorials to help you understand why Scheduling Studio is the most professional scheduling software for academic institutions of all types. If this is your first encounter with the software, this is where you should start.

Getting started8.png Getting Started

When you launch the program, the first thing you need to do is open a file. You can open a local file (such as one of the included sample files), or open a file on your server (you are provided with the server's credentials when you purchase a subscription for the software). This section describes how to open a file, connect to a server and open a file on the server.

Workspace8.png Workspace

The scheduling work-space of the program consists of several components: the top navigation pane, the main schedule window, the bottom-right properties pane and the bottom rooms' pane. This section describes the functions of each component. It's important to understand these functions because these panes and windows are your key means of interaction with the program during the scheduling phase.

Institution8.png Institution

The Institution pane is where you select the type of your institution (e.g. school, college, university, etc.) and fill in its details. It's also where you can configure the vocabulary that is used throughout the program to refer to the different types of resources (e.g. Teachers or Instructors; Activities or Classes; etc.). The last page in this pane is the properties page which allows to add custom properties (fields which contain textual data) for resources.

Resources8.png Resources

The Resources pane is the database of the program. It's where you enter the terms (semesters), days, time-scales/periods, themes (subjects/courses), groups, participants (students), supervisors (instructors/teachers), rooms and equipment. You can fill in the resources manually one-by-one, or import them (described in the last chapter of the user's guide). This section describes the role of each type of resource, how to enter resources, how to edit their properties and the meaning of each property.

Activities8.png Activities

Activities are the building blocks of the schedule. An activity combines several resources which are scheduled together. For example: a subject, an instructor, a group of students and a room - all can form a single activity. When that activity is scheduled, all its participating resources are booked for that activity. So the process of scheduling is essentially the process of determining when each activity takes place. This section describes how activities and sets (a Set unites multiple simultaneous activities) are entered in the Activities pane and explains the different properties of activities.

Scheduling8.png Scheduling

Activities are scheduled either using drag and drop or by defining an exact time range (which consists of the days of week, start/end dates and start/end times). This section describes the exact steps to schedule activities using both of these techniques. It also explains how to move existing cells (a Cell is a single scheduled occurrence of an activity), copy them, delete them and how to edit their properties.

Conflicts8.png Conflicts

A Conflict is a situation in which two activities are scheduled which somehow interfere with one another. The most common conflict is a double booked resource: a double booked room for example. The program monitors everything you do and always warns you if a conflict arises due to your recent change. This section describes the different types of conflicts, the "Conflicts Window" (which is the warning shown when a conflict is detected) and the "Conflicts Pane" (which is a window that lists all the existing conflicts in the schedule).

Combinations icon8.png Combinations

Mostly in schools (but also in other types of institutions whose timescale consists of periods), the Combinations engine is a powerful semi-automatic tool which can help find multi-step possibilities to move a cell, schedule an activity, fill a cell or move an activity into a different room - without creating any conflicts. This section describes the Combinations pane and how it can help you overcome "dead-end" situations in which there is no easy or straightforward way to accomplish any of the above tasks.

Changes8.png Changes

In most academic institutions, the schedule is planned in advance before the beginning of the semester. This is what the Planning mode (the button at the bottom right corner of the screen) stands for. However, when the semester begins, each day may require accommodating for unanticipated changes such as sick leaves or other unplanned events. By switching to the Changes mode you can record such daily changes easily. This section explains exactly how this is done.

Reports8.png Reports

A Report is a textual table of rows and columns. There are various types of reports which the program can generate based on the data that you have entered and the activities that you have scheduled. This section sums up all the types of the reports, explains how to apply filters to them, sort them and configure their contents and appearance.

Printing8.png Printing and Exporting

The schedule and the reports can be printed or exported. The graphical schedule can be exported to a PDF file, an HTML web-site or a slideshow presentation. The textual reports can also be exported to a text file (such as a CSV file) which can then be opened in Excel for example. This section explains how this is done and describes the available print/export configurations.

Importing8.png Importing Data

The software has a very powerful import capability. You can import text files, XML files, Access databases and even data from any web-site. The program accepts virtually any format of imported data because when you import a file, you tell the program which kind of data (e.g. names of students; or activity's days of weeks, etc.) resides in each column or field of the imported file. This section demonstrates how to import resources, activities and even an entire schedule.

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