How to transition to a new school timetabling software

Why switch timetabling software?  

Change is hard - especially when it comes to systems that underpin your whole school. You know that feeling when you walk into the staffroom and discover someone's reorganised all the cupboards, or when your local supermarket moves everything around for no apparent reason? Cue mild panic, collective eye-rolling and a low-grade identity crisis. 

That’s what bad timetable software implementation feels like when it’s rushed or poorly communicated. The good news? It doesn’t have to be like that. While switching your school timetabling software is a significant undertaking, with the right support and a step-by-step plan, it can be a smooth and even empowering process. 

Whether it’s clunky to use, impossible to scale, or simply not aligned with the way your school operates, upgrading to a new school timetabling software can be a game-changer. Yes, change is uncomfortable - especially when you're dealing with hundreds of staff and students. But clinging to a timetable system that no longer meets your school’s needs isn’t helping anyone. 

That’s why we’ve pulled together this step-by-step guide to help you move to a better system with confidence and as little chaos as possible. 

With the right implementation plan, switching timetable software can be a transformative step for your school - not a logistical nightmare. Read on for our full guide on how to successfully move to a new school timetable software.  

7 Steps to a seamless school timetabling software transition 
 

1. Gain stakeholder buy-in (before the big reveal) 

Don’t spring this on your team during a Friday staff meeting. 

Instead, involve stakeholders early, especially those who feel the day-to-day pain of your current system. Listen to their frustrations, explain the benefits of switching, and show how the new system will solve real problems. When staff are informed and feel heard, they’re much more likely to get on board.  
 

2. Learn from others who’ve done it before 

Whether this is your school’s first or fiftieth software rollout, it always pays to consult trusted peers who’ve been down this path before. Chat with other schools that have recently transitioned. Ask your provider for case studies or contacts. Real-world feedback will help you avoid common traps and set realistic expectations. 
 

3. Communicate the right info at the right time 

No one likes surprises - unless they involve cake in the staffroom. 

Clearly communicate key dates, milestones and any potential downtime with all stakeholders well in advance. And don’t just keep it in the staff room. Inform families and students about anything that affects them directly (like changes to how timetables are accessed). 
 

4. Schedule the transition to suit your school calendar 

No, rolling out a new school timetabling solution in the last three weeks of Term Four is not a good idea. 

Work with your software provider to plan an implementation timeline that suits your school’s unique rhythms. Many schools find that a phased rollout - starting with admin or leadership teams before rolling out to teaching staff - helps smooth the transition. 
 

5. Back up your data and run a full dress rehearsal 

Before you go live, make sure your current timetable data is fully backed up. 

Then, use a test environment to simulate the real thing. It’s the best way to spot bugs, uncover weird edge cases and get familiar with the interface without the pressure of real-world consequences. 
 

6. Prioritise practical training (and keep it going) 

Your timetablers are time-poor already, we get it. But no one benefits from a powerful timetable system that no one knows how to use. 

Schedule hands-on training, create cheat sheets and offer short how-to videos if possible. The more staff interact with the new platform, the more confident they’ll become. 
 

7. Support staff post-go-live and collect feedback 

Don’t disappear after implementation day. 

Check in regularly with your timetablers and stakeholders, offer ongoing training for those who need it and use feedback to tweak and optimise. A good school timetabling software will allow for continuous improvement, so you can keep refining things as your needs evolve. 
 

Conclusion 

Switching timetabling software is a big move, but one that can dramatically improve how your school runs. 

Yes, there might be a few moments of confusion, but with the right plan and the right support, everything quickly clicks into place. 

We’re not going to sugar-coat it: there might be one or two teething issues. But in the long run, transitioning to a new school timetabling software can completely transform the way your school runs, saving time, reducing headaches and setting your staff up for success. 

Tes Timetable provides tailored support to help schools implement with confidence. From migration planning to hands-on training, we’re here to make the process as smooth (and stress-free) as possible. 

With Tes Timetable, you're never going it alone; we’ll help you every step of the way.  

FAQs  
 

What signs indicate a school needs to change its timetabling system? 

• Increasing manual work 

• Constant scheduling conflicts 

• Difficulty accommodating student needs and preferences 

• Lack of integration with other systems 

• Frustration from staff during scheduling periods 

If any of these sound familiar, it’s probably time to start looking for a better timetable system to transform your school. 

What are the most common implementation mistakes? 

• Underestimating the planning required 

• Rushing the rollout 

• Failing to train all relevant staff 

• Poor communication around key changes to students and teachers 

• Not testing before going live 

Avoiding these pitfalls makes for a much smoother transition from one school timetabling software to another. 

How long does it take to implement new timetabling software? 

Implementation timelines vary depending on your school’s size and complexity. Some schools roll out within a few weeks; others take a full term. Working with a provider who understands schools helps speed up the process while avoiding burnout. 

Can we import data from our old system into the new one? 

Yes. A reputable provider will support data migration and may even assist with the process. You’ll likely need to clean and format your existing data - but don’t worry, help is usually available. 

Do we need to roll out the new software to everyone at once? 

Not at all. A phased rollout is often more effective. You might start with admin and leadership teams, then expand to teachers and support staff. This lets you iron out any issues before a full-scale launch.