AI-Powered School Timetable Software

What the platform does

Apakademia is a cloud-based scheduling platform for education institutions. It covers three schedules that are usually kept in separate files and therefore silently conflict with each other:

• Weekly lesson timetable — the core schedule for every class and teacher.
• Supervision (duty) rota — corridor, yard and entrance duties, balanced across staff.
• Exam timetable — sessions, rooms and invigilator assignment.

Because all three run on the same data, a teacher can never be assigned a duty or an invigilation slot during a lesson.

How the engine works

Timetabling is a well-known hard problem: the number of possible arrangements grows explosively with school size, so trying them one by one is impossible. Apakademia does not try arrangements — it eliminates them.

Every rule you enter becomes a constraint. When a lesson is placed, that decision immediately propagates to every related lesson: the same teacher's other lessons lose that slot, so do the same class's lessons and anything using the same room. When a lesson runs out of possible slots, the entire branch is discarded without ever being explored.

This is why a solution arrives in minutes rather than never, and why the result is guaranteed to satisfy every hard constraint.

Hard constraints and preferences

The engine separates two kinds of rules, and this separation determines the quality of the result.

Hard constraints cannot be violated: teacher availability, teacher/class/room clashes, double-period integrity. A solution that breaks any of these is not a solution.

Preferences are scored and optimised: spreading lessons evenly across the week, minimising teachers' idle gaps, avoiding the same subject piling into one day, placing demanding subjects in the morning.

A system that only enforces hard constraints produces timetables that are technically correct and practically unusable — no clashes, but teachers waiting three hours between lessons.

Multi-campus scheduling

The hardest problem in multi-campus institutions is shared teachers. When each campus is planned separately, both timetables look internally consistent while the same teacher is expected in two buildings at once. This clash appears in no table, because each table is correct on its own.

Apakademia plans across the whole institution. A shared teacher's availability can be defined per campus — available Monday at the main campus, Thursday at the second — and cross-campus clashes are treated as hard constraints during solving. A separate verification pass runs afterwards.

After the timetable is generated

The generated timetable is a starting point, not a verdict. You can drag lessons to new slots, swap two lessons, or pin the ones you want to keep and regenerate the rest. Every manual change re-runs the clash check and warns you before creating a conflict.

When a teacher leaves mid-term, you pin what should not move and regenerate. Pinned lessons become hard constraints in the new solve, so the engine rebalances around them instead of rebuilding everything.

Sharing and exports

Timetables are available in three views — whole-school, per class and per teacher — and can be exported as PDF or Excel, printed from a dedicated print layout, or shared as a link. Shared links require no login and always show the current version, so revisions never need to be redistributed.

Data separation

Each institution's data lives in its own separate database; institutions can never see each other's data. Access is role-based: head office sees all campuses, campus directors see only their own, teachers see only their own timetable.

Getting started

No installation is required — the platform runs in the browser and updates automatically. Teachers, classes and lessons can be imported in bulk from spreadsheets, and an existing timetable prepared in another program can be imported as XML, so you do not start from an empty system.