Import your timetable data from Excel spreadsheets
Download our ready-to-use Excel templates to quickly import your timetable data.
A clean template with all required sheets and column headers ready to fill in.
Download Template.xlsxA complete example with sample instructors, rooms, units, and groups data.
Download SampleImport.xlsxIncludes natural language preferences that can be converted using AI.
Download SampleImportWithPreferences.xlsxYour Excel file should contain specific sheets for each data type. Sheets are processed in order to ensure dependencies are resolved correctly.
Important: Sheets are processed in the order above (Instructors → Rooms → Units → Groups) to ensure dependencies like Groups referencing Units are resolved correctly.
Each sheet has specific columns. Required columns are marked accordingly.
Define your teachers and lecturers.
| Column | Required | Description | Example |
|---|---|---|---|
Title | Yes | Honorific or full title | Mr., Dr. |
Name | No | Full name of the instructor | John Doe |
Short | Yes | Unique short code/ID | JD |
Color | No | Display color (hex code) | #3b82f6 |
Preferences | No | Natural language preferences | Unavailable on Mondays |
Define available locations and facilities.
| Column | Required | Description | Example |
|---|---|---|---|
Title | Yes | Full room name | Computer Lab 1 |
Short | Yes | Unique short code | LAB1 |
Capacity | No | Seat count (default: 30) | 45 |
Color | No | Display color | #10b981 |
Preferences | No | Room constraints | Only available morning |
Define subjects or course modules.
| Column | Required | Description | Example |
|---|---|---|---|
Title | Yes | Unit name | Mathematics |
Short | Yes | Unique short code | MAT |
Lessons | No | Lessons per week (default: 1) | 3 |
Color | No | Display color | #f59e0b |
Instructors | No | Comma-separated instructor short codes | JD, JS |
Preferences | No | Unit constraints | Requires Lab |
Define student classes and cohorts.
| Column | Required | Description | Example |
|---|---|---|---|
Title | Yes | Group name | Year 1 Class A |
Short | Yes | Unique short code | Y1A |
Total | No | Number of students (default: 25) | 50 |
Color | No | Display color | #8b5cf6 |
Combinations | No | Unit-Instructor pairs | MAT-JD, ENG-JS |
Preferences | No | Group constraints | No classes after 4pm |
If a required column (e.g., Title, Short) is missing, the sheet is marked as Invalid and cannot be imported.
Instructor codes in Units must match existing Instructors. Group Combinations must reference valid Unit-Instructor pairs.
Combinations must follow UNIT-INSTRUCTOR format (e.g., MAT-JD).
Tip: Warnings do not block import, but missing dependencies may result in incomplete data links. Review warnings before finalizing your import.
If the Preferences column contains natural language text (e.g., "Cannot teach on Fridays"), you can use our AI Conversion feature to automatically convert them into structured preference rules.
PreferenceRule objects.Natural Language Input:
"Cannot teach on Fridays, prefers morning classes"
Converted Rules:
Token Limit: If the AI service reaches a daily token limit, conversion will stop. Remaining items will be imported as-is.
Download a template, fill in your data, and import it into Geliana Timetables.