The Year-Round Timetable | A Strategic Approach that Strengthens Schools with SchoolPro TLC

​A timetable shapes the structure and rhythm of a thriving school.

With a background as teachers and school leaders, our sponsor SchoolPro TLC have a working understanding of timetables and share here some of their expertise.

Every school has its own moving parts - pressures, priorities, staffing profiles, and students’ needs - which means adaptability is essential and rigid rules rarely work. At SchoolPro Timetabling and Curriculum, we follow a clear annual cycle that keeps the timetabling process strategic, structured, and never a last-minute scramble.

We work alongside Schools and Trusts of all sizes to design timetables that are efficient, robust, and aligned with strategic priorities. Our approach is underpinned by the expertise of Mark Hodges, our Director of Timetabling and Curriculum, who brings 25 years in education - including more than a decade in senior leadership - and over ten years in supporting schools nationally to maximise curriculum efficiency and build timetables that genuinely support teaching, learning, and long-term planning.

September to October | Reviewing and Refining
As the new academic year begins, the focus is on evaluating how the timetable is bedding in and includes reviewing:

• Daily pinch points
• The effectiveness of room utilisation
• The student experience
• Pressure points identified by staff

 
At this stage, we also reflect on exam outcomes and staffing changes to determine whether elements of the curriculum model need adjustment. For example, if a subject has underperformed in exams, seen a decline in student uptake, or is affected by staffing challenges, discussions are held to determine whether its timetable allocation should be adjusted for the coming year. These conversations feed into strategic discussions with leadership teams and help shape decisions.
 
November to December | Designing the Model
This phase centres around consultation with SLT and Heads of Department and together, we review:

• School improvement priorities
• Accountability measures
• Staffing expertise and constraints
• The structure of the school day

 
Changes like moving to a two-week timetable, adding periods, or adjusting lesson lengths are decided early to ensure the year’s timetable runs smoothly. We then draft a curriculum plan in the timetabling software to identify potential recruitment needs or staffing adjustments. Once agreed, this becomes the foundation for the year’s timetable.

January to February | Setting the Foundations
With a clear curriculum model established, we move into preparing the systems that underpin effective scheduling and this includes:

• Updating staff, room and subject data
• Launching the options process (typically Year 9 into Year 10 and post-16)
• Moving the process online where possible, giving students access to all necessary information
• Using MIS and timetabling to streamline choices and imports

Digitising the options process wherever possible saves significant time and reduces errors - allowing schools to focus on informed choices rather than administrative tasks.

March to April | Building Class Structures
Draft class structures are shared with Heads of Department for checking and refinements.

Drawing on our team’s strong understanding of staff performance, strengths and how the timetable supports school improvement priorities, we allocate staff to groups in a considered and strategic way. These allocations are reviewed and confirmed by SLT before being shared with teachers, who can provide feedback or request adjustments.

Staff are then allocated to groups based on strengths, performance insight and strategic priorities.
SLT review and confirm these allocations before staff view their proposed timetable placements.
This stage ensures that curriculum intent and staffing strengths align before formal scheduling begins.

May to June | Constructing the Timetable
This is where the full timetable comes together and the process involves:

• Adding staff requests (where appropriate)
• Building multiple versions of the timetable
• Testing each model against constraints and priorities
• Refining and rebuilding until an effective structure is achieved

Compromises are sometimes necessary, but the goal is always to produce a timetable that balances efficiency, equity and educational value.

July | Finalising and Releasing
Once a stable model is achieved, we move into rooming and sharing the draft timetable with staff.

Feedback is reviewed and reasonable adjustments are made, with the aim of issuing final timetables at least two weeks before the end of term to support transition into the new academic year.

This final stage brings together the reflection, consultation, and modelling throughout the process.
Once confirmed, the timetable is transferred into the MIS, ensuring the school is fully prepared for the new academic cycle.

Supporting Schools All Year Round
Timetabling is far more than a summer task - it is a strategic, iterative process that demands reflection, communication and expertise.

At SchoolPro Curriculum, we support schools with:

• Complete timetable construction
• Curriculum modelling and analysis
• Options processes and pathway design
• Mentoring and training for in-school timetablers

If your school would benefit from support with next year’s timetable, the expert SchoolPro Curriculum Team would be delighted to help you.

Contact SchoolPro Curriculum for a free consultation

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find more information ABOUT schoolpro timetabling AND curriculum HERE