Changing and allocating rooms
Via the Room allocation dialogue you can allocate a room to a certain period, you can delete an allocated room or change it, or you can allocate an additional room to a period. There are 3 possibilities how to get to this dialogue:
•Go to < Allocate / Delete this room >in a timetable
•By clicking right in the timetable and selecting < Allocate / Delete this room >
•By clicking in the timetable and pressing and holding the key combination Ctrl+R
In area 1 of the dialogue you see the selected lesson, the scheduled lessons and the currently allocated rooms. Also the home rooms of the lessons are displayed here, in this case a subject room has been scheduled.
In the area below – area 2 – you see details to this lesson. Under 'Current selection of lessons' you can select the coupling line for which the room should be changed for couplings. The black arrow points at the active line.
Area 3 shows the different types of periods you can select from regarding applying a room change:
•a single period – the selected period
•a period block (in the case of a double period or block)
•all periods of the selected lesson
You also can add a room by clicking the option 'Allocate additional room'. If you check this box and select a room, then this room will be added to the first room.
Area 4, 'Available rooms' lists the rooms recorded in the master data. You can limit the selection to certain rooms by using the filter. For more detailed information on how to filter in Untis please refer to the chapter 'Master Data | Editing formats | Filtering'.
Here you also get additional information on the rooms in the different columns. When you right-click on the heading you can hide or show columns. You also can hide or show the filter line this way.
The following columns and information is available:
Rm.: Short name of the room.
Cap.: Room capacity provided it has been recorded in the master data.
Alt. Rm.: This is an alternative room for the respective room allocated to the lesson.
Alt. HRm.: The respective room is an alternative room of the home room of the class.
Occupied: The respective room is free or occupied, the green tick means ‘occupied’.
Room group: The room groups to which the room is assigned.
Corridor: The corridor in which the room is located provided it has been recorded in the master data.
Stat. code(s): The statistical codes provided there have any been recorded in the master data of the room.
Prd.free If the option 'All periods of a lesson' has been selected, this column shows the amount of periods when the respective room is free.
Cap.diff. The difference between the room capacity and the number of students provided that both numbers have been recorded in the master data or in the lessons. A positive figure means that the room is big enough, a negative figure means that the room is too small for the number of students.
Let’s assume that you want to assign different rooms to Design on Tuesday in periods 7 an 8.
1.Open the demo.gpn file and open a timetable of class 1a.
2.Go to Tu-7 and open the room allocation dialogue.
3. In our example the room allocation for all periods of the first coupling line of this lesson shall be changed. For this we only want to show the rooms which are not occupied.
4. Now select a room (e.g. R1a) and click <Allocate room>. In lieu of the workshop, room R1a has now been allocated. The workshop is in parantheses next to R1a as additional information.
5. Click on the second row in the left pane and substitute the room 'TW' with another room (e.g. 'PL'). Instead of using the <Allocate rm.> button, you can allocate the new room with a double click.
In the details window of the timetable you work on you now see that periods 7 and 8 have been allocated new rooms. The originally scheduled rooms appear in parentheses next to the new room.
By clicking <Delete room> you can delete a room you have already scheduled.
If you select the option 'Also show occupied rooms' in the room allocation dialogue, you will also see those rooms which are occupied in the current period. If you wish to assign one of these rooms you have the following options:
•to remove the conflicting lesson,
•to create a clash or
•to swap rooms.
A change of room allocation can also be carried out in overview timetables. For further details, please refer to the chapter 'Planning in the overview timetables'.