Everything the platform does

Clash Detection & Resolution

Clashes found for you, with fixes already checked

Double-bookings are caught automatically and gathered in one inbox, so nobody finds out in a corridor on the day.

• Clashes between rooms, instructors and student groups are found automatically when a class is added or moved.
• Each one lands in the Conflict Inbox. Lecturers can also report a problem from the app and it arrives in the same place.
• For every clash the platform proposes alternative times or rooms, and each option is checked against the same rules before you see it.
• Nothing changes until you approve an option. Approving it updates the timetable and tells the people affected.

Room Capacity Management

One inventory of rooms, capacity and equipment

Buildings, rooms and what's in them are kept in one place, and the solver works from it.

• Each room has a building, a type and a capacity, and equipment is recorded against the room with quantities.
• When the solver builds a timetable it only uses rooms with enough capacity, the right type of room and the equipment a class needs.
• Equipment marked faulty or out of service isn't counted, so a class isn't placed in a room that can't support it.
• Administrators manage buildings, rooms and equipment from Campus Resources.

Updates & Notifications

People hear about a change as it happens

When a class moves or a room changes, the students and lecturers it affects are told straight away.

• Affected students and lecturers get a notification in the app and on their phone.
• Alerts go out when you approve a conflict fix or an absence plan, so the message always matches what was decided.
• Each person chooses in the app which alerts they receive on their phone.

Calendar Sync

The timetable on the calendar people already use

Students and lecturers can add their own timetable to the calendar app on their phone or laptop.

• Each person gets a private calendar link they can subscribe to from any calendar app that supports subscriptions, such as Google Calendar, Apple Calendar or Outlook.
• Cover and cancelled classes appear on the subscribed calendar too, not just the regular timetable.
• Calendar apps refresh subscribed calendars on their own schedule, so a change can take a while to show there. The app itself updates straight away.
• A person can replace their link at any time, which switches the old one off.

Timetable Management

Generate a draft, review it, then approve it

The solver does the heavy lifting; you stay in charge of what goes live.

• Generate a draft timetable for a term. It never double-books a room or an instructor and stays within each instructor's hours and availability.
• A separate checker re-verifies every result before it is saved as a draft.
• Review the draft on the master timetable, drag a class to a new day or time, and activate classes when you're happy with them.
• A move that causes a clash is flagged in the Conflict Inbox, with fixes proposed.

Operational Analytics

See how your timetable is really working

Reporting for administrators, drawn from the same data the timetable runs on.

• Facility and lecture hall utilisation: how much of each room is in use.
• A conflict resolution scorecard: how many clashes there have been and how they were resolved.
• Faculty workload distribution: how teaching is spread across lecturers.

Room Explorer & Booking

Find a free room and book it in one go

Open any room to see its week, spot the gaps and put a class in one.

• Browse your rooms with their equipment, and open one to see its live timetable and free time blocks.
• Book a class straight onto an open slot.
• The booking checks both the room and the lecturer first, and refuses it if either is already taken, so you get an answer straight away rather than a clash to clear later.

Instructor Availability

Timetables that respect when people can teach

Set each lecturer's limits once, and every timetable and cover suggestion keeps to them.

• Set a maximum number of teaching hours per week for each lecturer.
• Mark a lecturer as open, or restrict them to the hours they can work, and optionally cap the number of days they come in.
• The solver keeps to these when it builds a timetable and when it looks for cover, and the independent checker confirms it.
• The Workload Explorer shows each lecturer's live timetable, their weekly load against their limit and their open time blocks.

Absence & Cover

A lecturer is off. Cover is found and everyone is told.

Report an absence and the platform works out who can cover each class, then helps you tell the right people.

• Report an absence for a date range. The reason is private and only administrators can see it.
• For each affected class the solver suggests lecturers who are free and within their limits, and tells you why when none can cover.
• A message to the people affected is drafted for you. You can edit it before anything is sent.
• When you approve the plan, the calendar is updated with the cover and any cancelled classes, and the people affected are notified.

Course Details

Everything about a course on one page

Open a course to see how it's taught and who is on it.

• Sections and schedule: who teaches each one, in which room, and when.
• The students enrolled, with a search to find someone quickly.
• The programs the course belongs to.

Exam Timetable Generation

Exam timetables, checked the same way

An optional add-on that builds the exam period with the same solver and the same checking.

• Places every exam so no student sits two at once or more than their daily limit.
• Splits large cohorts across several rooms.
• Assigns invigilators who aren't the course's own instructors, with a second invigilator for large rooms.
• Results are checked and saved as drafts for you to confirm.

Data Import

Start from the exports you already keep

You don't re-type your catalogue. Upload what you have and review the result before it's used.

• Upload CSV or JSON exports of your departments, courses, instructors, students, enrolments, buildings, rooms, equipment, term dates and existing schedules.
• AI-assisted column matching maps your headings to Aquillon.ai's fields, and you can correct any match.
• Rows with problems are listed with the reason, so you can fix them and carry on.

Ask Aquillon.ai

Ask a question, get an answer from your own timetable

An assistant for administrators that reads your live data and answers in plain English.

• Ask who teaches what, which rooms are free, which instructors could cover a class, or which conflicts are open.
• It can propose alternatives for a class and plan cover for an absence, with the messages drafted for you to edit.
• Type your question, or dictate it with your microphone where your browser supports voice. Replies can be read aloud.
• It can't change the timetable by itself. A change is only made when you approve it.