Product Demonstration Guide (Step by Step)


What will the Visual Classroom Scheduler do for me!


In 30 minutes this demonstration guide aims to show you how you can:

                        Save up to 80% of your manual scheduling time,

                        Get 10-20% more use from your rooms,

                        Reduce under and over allocation of teaching staff,

                        Cost your programs and review total hours and statistics,

                        Eliminate hidden clashes forever and produce

a far better result for Teaching staff, Students and Campus Management.


Interested??  Then lets get started to see how this might be achieved in your area!


From the Windows task bar, select

[Start], [Programs], [Visual Classroom Scheduler]. [VCS3].


VCS will automatically open the demo.vss file and display 76 class activities on the screen.

The demo has all functionality for you to evaluate but can not print timetables, export or import data

from spreadsheets, or merge departments into Campus files.

This demo can save up to 100 activities including meetings or maintenance activities,

so you can add, change or delete activities and save your results.

Each class or activity can span many weeks across the semester as required.


Screen Information


VCS has four ways to view the schedule data, the first we will try is the Room view

Down the left hand side, there are Room names

Across the top of the center panel there are columns for each Day of the week.

Inside the center panel itself, the class activities are shown as colored rectangles.

The lower panel reveals the class details when the mouse is over a rectangle.

The right hand panel shows totals and statistics for each room.


In each column, morning classes are first followed by afternoon and evening classes.

Classes can be dragged with the mouse and dropped into another room or another day.

The room or day details will be automatically updated – try it now, click and drag one.


Click on the red one in unallocated room ?? and drag it to G1.01 Science and release.

You have now automatically allocated the red class to a spare science room.

What about the others – drag the ?? blue, yellow and brown ones to a spare room.


The colors tell us something – “subject” color has been selected from the color menu.

All red activities are the same subject, so are the blues and browns..……

Reds are 2250A Phys 1 – Moving the mouse over the red activity – no click, I can see

all the class details revealed in the lower panel – the zoom panel.

The subject data even has a red border to help spot the data.


Back to the screen, did you drag the red class to a room with other red classes?

G1.02 Science already has red classes – and probably has suitable “red” equipment.

Why not drag the red class down to G1.02 Science and drop there.

Fix up our other allocations – yellow to yellows and brown with the browns eh!


Is this easy? and a bit of fun too? Timetabling by the colors.

We can delete the ?? room – but you might use it later to swap some classes around.


Lets try the Instructor View or teacher view.

From the main menu, select (V)iew, Ins(t)ructor or (T)eacher.

Now - down the left hand side, there are Instructor or Teacher names

All the class details are shown as before – this time against each Instructor.

The right hand panel now shows total teaching hours for each Instructor.

The Excess column shows hours in blue for under allocated Instructors and

hours in yellow for over allocated Instructors.


The first name is ?? just like in the Room view, so… we have un-allocated classes.

Just like before, we can allocate classes according to the subject color.

Drag green, blue and yellow to Instructors who can teach green, blue and yellow.

Tip! – we also want to pick Instructors who are short of teaching hours.

Drag green to Adi Nugroho, he needs 36 hours this semester.

Drag blue to Bev Williams, she needs 54 hours this semester.

Drag yellow to Charles Trader, he needs 54 hours this semester.


Get the idea??

Our example has settings of 19 teaching hours per week for 18 weeks.

You could change the settings to suit your Campus in (E)dit S(e)ttings.


Lets try the Class Group View and fix any issues there – Select (V)iew, (C)lass

You could try swapping activities between classes to give classes a day off….


Now lets try the Subject View  - no need to fix issues here but interesting.

Too many at the same time makes it difficult to find Instructors and Classrooms.

Having some at the same time makes it easy to collapse classes mid term.


Now back to the Room View for a moment (try the square room icon this time).

From the main menu, select ©olors and click on “Periods”. 


Using this "color" setting, morning classes are green, afternoon red, and evening mauve.

Gaps in the display readily indicate available times for more classes.

Can you see opportunities for extra classes?  10 - 20% extra is a snap!


Printed Timetables


VCS has stunning, colourful timetables and listings.

You can see the examples on screen in the demo (but can’t print I’m sorry).

Colorful timetables and listings are also available in HTML format for your web site.

There is a weekly budget spreadsheet print to monitor your teaching budget.

VCS Resource Costed Summaries apportion room costs, teaching costs and

consumables across all activities, so informed educational decisions are readily made.

VCS Campus Maangement Services provide training and expertise to save you heaps.


Zoom Box Information


If you wave the mouse around, you can see room information and costs and

the details of each class in the “zoom boxes” at the bottom of the screen.

Details include the start and finish time - 9:00 am till 12:00, the Room Name,

the Teacher Name, the Subject Name, and the Class group

(Course number and Day 1 or Evening 2). Room capacity,

student teacher ratio and student numbers are also shown.



Position the mouse over the room names at left, and cost details are shown,

along with any available masterfile information, such as capacities, comments and room equipment.

At the top of the screen there is a menu bar with File, Edit, View, Colour, Help, Exit.


Clashes or Double bookings


VCS helps eliminate uneccessary clashes easily!

Clashes or double bookings are shown as a “sunken cell”.

We will now cause a clash in the demo and then see how easy it is to resolve it.

If you click on one of these G1.03 classes on Monday we can change to time

 to be the same as another class that day.

Position the mouse (don’t click) over the first one (green one) and press [1] to change the time to 1pm.

This is the same time as the other class on Monday in G1.03 Chem and a clash occurs.


Notice that the Monday cell for G1.03 has become sunken –

this indicates a clash that needs attention.

A clash. OK lets see how easy it is to fix this clash!


With the mouse we can click and hold the class and then move it up the screen to a different room.

Notice that the time is locked at 1:00 pm and it's easy to change rooms.

Let go of the mouse button over a spare room spot and our clash disappears. Bingo!


Now drag the class back over the top of the other class to cause a clash again.

Note that resolving clashes in this way does not cause clashes for Teachers or Classes.

No domino effect!

This is how VSS reduces time effort and frustration.

VSS promotes efficiency as it is easy to re-allocate rooms, teaching staff or classes productively!


            Allocate Teaching staff to more suitable subjects.

            Give Teachers a day off each week.

            Allow for Teaching staff preferences.

            Increase programs for full time staff (making savings in casual staff).

            Increase programs for casual staff to allow for F/T teacher release.

            Reduce overtime. See the effect on $SCH for each teacher.


Eliminate Hidden Clashes Forever


We don’t have the time here in  the quick demo to show you imports, exports,

spreadsheets, merging, settings, masterfiles and a host of other features.

For the full story, try the VCS Manual at

Mouse Tricks and Short Cuts.


Choose a class and click and hold the button down.

Now, still holding the button down, press one of the arrow keys.

The class now moves up or down or across one section or grid.

Makes changing days easy, same time, same teaching staff, same class group – different day.

Or if you go up or down, same time, same teaching staff, same class group - different room - easy.


Try again, and this time press 1 or 2 or 3, 5, 7, 9, 0, - , =

to change the time to 1 pm 2 pm, 3 pm etc.

Try . (period) or , (comma) to change 5 minutes at a time.


Are you finding VSS quick and easy?

Some Senior Teaching staff re-programme each and every week in less than 1 hour!

You might prepare your first timetable in 3-4 hours!  No clashes, no worries!

How does that compare to how long it takes you to do timetabling now?

Could you make significant time and cost savings based on what you have seen so far and

also achieve a far better result for teaching staff and students?




Press F4 for on screen costs and statistics on Rooms, Teachers, Classes and Subjects

in groups based on the name Group Type.

Details include total hours, average hours, percentage room utilisation, total overtime and $costs etc.


Statistics are shown for three or four groups for each of the major resources.

The first or main group statistics are accumulated from names with Group Type zero.

The next group statistics come from names with Group Type 1.

A third (tutors) group comes from names with Group Type 2 and

non-teachinbg activities are from Group Tyype 3!

A simple approach which provides interesting and valuable information!

Group examples for various scheduled activities include:


                        Group Type 0             Group Type 1             Group Type 3

Rooms             Managed by me            In another building        Staff/meeting rooms

Teaching staff   Permanent                    Casual                          Maintenance people

Subjects           My faculties                  Serviced subjects          Maintenance, Staff Devt

Classes             State funded                 Commercial                  Maintenance activites

The statistics and totals can be printed and are also shown on the timetable prints also.


Note that a comprehensive manual with worked examples and  handy hints and tips

is included in each VSS timetabling pack.


We’re sure you can now see why we have very happy clients in Campuses across the globe.

The VSS system has the potential to pay for itself in the first few weeks of use and help create

a more effective teaching and learning environment with less stress for everyone.

Order your copy of  VSS today, and start saving now!


To place your order or if you have any questions on the display or

on how to enter your special needs including block release classes, costs, short classes etc

please call our Customer Support Line on (02) 9792 7021 or  international 001 612 9792 7021.