How to transition to a new school timetabling software

Why switch timetable software?

Change is hard – especially when it comes to systems that underpin your whole school. 

When timetable software implementation is done badly – that is, it’s rushed or poorly communicated – it causes stress, annoyance and panic. The good news is: it doesn't have to be like that.

While switching your school timetable 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 your current software is clunky to use, impossible to scale, or simply not aligned with the way your school operates, upgrading to a new school timetable software can be a game changer. 

Change can feel difficult – but clinging to a timetable system that no longer meets your school’s needs makes effective school management even harder. 

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

With the right implementation plan, switching timetable software can be a transformative step for your school. Here’s 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 – clearly communicate key dates, milestones and any potential downtime with all stakeholders well in advance. 

Don’t just keep it in the staff room: inform families and students about anything that affects them directly, such as changes to how timetables are accessed. 

4. Schedule the transition to suit your school calendar 

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 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)

We understand your timetablers are time-poor already – but no one benefits from a powerful timetable system that they don't know how to use. 

Schedule hands-on training, create cheat sheets and offer short how-to videos if possible. The more that 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 

• Use feedback to tweak and optimise 

A good school timetable software will allow for continuous improvement, so you can keep refining things as your needs evolve. 

Better timetabling with Tes

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

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

Transitioning to a new school timetable software can transform the way your school runs, saving time, reducing headaches and setting your staff and students 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 as possible. You're never going it alone: we’ll help you every step of the way.

Our free guide explores how Tes Timetable gives you more room to innovate and saves precious time, so you can focus on your teachers and supporting student outcomes.

Read the guide

FAQs

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

• Increasing manual admin work 

• Scheduling conflicts 

• Difficulty accommodating student needs and preferences 

• Lack of integration with other systems  

• Frustration from staff during scheduling periods  

If 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 timetable software to another.  

How long does it take to implement new timetable 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.