The Intelligent Scheduler

Help & Documentation

Step-by-step guides for common tasks in Harry Llama Scheduler.

  1. Navigate to the onboarding wizard from your dashboard.
  2. Step 1: School Information — Enter school name, academic year, rotation type, and key dates. Click "Next: Period Types".
  3. Step 1.5: Period Types — Review and configure period types (Class, Prep, Duty, Lunch). Set which types are eligible for coverage.
  4. Step 2: Bell Schedule — Drag and drop your bell schedule file (JSON recommended for instant, free, 100% accurate processing; PDF uses AI parsing). Click "Analyze Schedule".
  5. Step 3: Master Schedule — Upload your master schedule CSV. Click "Process Schedule" — AI will parse teacher assignments and detect co-teaching relationships.
  6. Step 4: Co-Teaching Confirmation — Review AI-detected co-teaching relationships. Use confidence filters (High/Medium/Low) to sort. Select valid relationships and click "Confirm Selections".
  7. Step 5: Teacher Schedule Review — Review each teacher's schedule. Set assignment types and coverage availability per period. Click "Next: Academic Calendar".
  8. Step 6-7: Academic Calendar — Upload your academic calendar, then configure school days, holidays, PD days, and rotation days.
  1. Click Settings in the navigation bar.
  2. Choose a category:
    • Teachers → Click "Manage Teachers" to add, edit, or remove teachers and update coverage availability.
    • Period Types → Click "Manage Period Types" to configure period types and coverage eligibility.
    • Bell Schedule → Click "Manage Bell Schedule" to view the current schedule or upload a new one.
    • Calendar & Rotation → Click "Manage Calendar" to edit rotation days and closing dates.
    • Substitute Rules → Click "Manage Sub Rules" to set max periods per sub, required breaks, and scheduling constraints.
  3. Make your changes and save.
  1. Open Daily Coverage Plan from the navigation bar.
  2. Recommended: Upload your Daily Absence Report CSV file using the file upload area. This is the preferred method for PII security — it minimizes manual handling of teacher information.
  3. Click "Process Absences & Substitutes" to import the absences.
  4. To add teachers not on the report: Use the Manual Absence Entry cards below the upload area.
  5. Select a teacher from the "Select Teacher" dropdown.
  6. Choose the duration: Full Day, Half Day (AM/PM), or Specific Periods (check individual period boxes).
  7. Click "Process Absences & Substitutes" again to include the manual entries.
  1. Open Daily Coverage Plan from the navigation bar.
  2. Scroll to the Manual Substitute Entry section.
  3. Enter the substitute's name in the "Substitute Name" field.
  4. Optionally add their phone number in the "Phone (Optional)" field.
  5. Set their availability using the "Duration" dropdown: Full Day, Half Day AM, Half Day PM, or specific periods.
  6. Click "Process Absences & Substitutes" to register them as available.
  1. Open the coverage grid from Daily Coverage Plan.
  2. Find the assigned substitute in the grid.
  3. Click the lock icon on the assignment to lock it in place.
  4. A locked assignment will not be changed if you re-run the coverage scheduler.
  5. To unlock, click the lock icon again.
  1. Open the coverage grid from Daily Coverage Plan.
  2. Click on any cell in the grid to modify that assignment.
  3. Use the assignment modal to select a different substitute or coverage option.
  4. The grid uses color coding to show coverage status:
    Green — External substitute assigned
    Blue — Co-teacher covering
    Purple — Internal teacher coverage
    Red — Uncovered period
  5. Changes take effect immediately.
  1. Open Daily Coverage Plan from the navigation bar.
  2. Use the "Select Date" picker to choose the target date.
  3. Upload or manually enter absences and available substitutes (see sections above).
  4. Click "Generate Coverage Plan →" to run the automatic scheduler.
  5. Review the results in the coverage grid — check for any uncovered periods (red cells).
  6. Make manual adjustments as needed using the grid (see "Modifying Coverage via the Grid").
  7. To start over, click "Clear Plan for [date]" and regenerate.