What you enter — and what you can skip.

And what is filled in for you

Every event arrives with sensible defaults, so a new event is usable the moment it has a name. Change them per event whenever the default is wrong.

A project's start and end dates are the one pair of fields people expect to be decorative and are not. They bound the repeat on the calendar feeds attendees subscribe to, so a subscription stops on the right week instead of running forever. Past the end date, you cannot auto-schedule again — everything else still works, you can still view, edit, publish and send links, but a finished term cannot be silently reshuffled. Push the date out and you can.

Thirty days after a project ends, its old draft timetables are thinned back to the most recent few. Published schedules are never touched.

You set when someone is free per weekday: from this time to that time. Someone with no times set at all is treated as free at any time, which is the sensible default for the majority of attendees who genuinely do not care.

A time can also be starred as preferred. Plain availability is a rule that is never broken. A star is a wish — ScheduleSorter tries to grant it, and gives it up rather than leave someone without a place. Two different strengths of the same idea, which is what makes the distinction worth having.

Each event decides for itself how much it cares. That is a per-event setting, not a project-wide one, so a project can mix events that need a room with events that do not.

Instructors

None

The default. No instructor is scheduled for this event.

Any eligible

The event needs an instructor, and one is picked for you from those allowed to take it and free at that time. Say which skills or qualifications it needs and only someone who has them is picked.

This one

A named instructor, and the event is scheduled around their availability.

Rooms

None

The default. No room is allocated.

Any room

Any room that is free and big enough for the session — and, if the event asks for a projector or a piano, one that has it.

Any eligible room

Restricted to a list — the studios with a piano, the labs with the right kit.

This one

A named room.

Whichever mode you pick, the same two guarantees hold: nothing is ever double-booked, and a room is never given an event larger than its capacity. Rooms have no availability calendar of their own — a room is assumed open whenever the project runs, and it is the events and instructors that have the time limits.

Attendee groups

Labels on people — Beginners, Year 9, Saturday crowd. Used for filtering, signing up a whole group at once, and sending an email to just that group. They do not affect the timetable.

Event groups

Collections of events that belong together. Beyond tidiness, say who can teach a group or which rooms suit it and that applies to every event in it at once, which saves setting the same list eight times.

“Attend one of these” groups

The powerful one: a set of interchangeable events where each attendee should end up in exactly one. Sign someone up to the group and the sitting that fits their week is chosen for them. The app calls these equivalence groups.

Group assignments

Sign a whole attendee group up to a whole event group in one action. Each person gets a real sign-up, and the lot can be undone together if you got it wrong.

• →Type it. A grid for bulk-adding attendees, and forms for everything else.
• →Import your attendee list from a spreadsheet — Excel or CSV, with name and email columns.
• →Share the sign-up link and let people add themselves. No account needed on their side, and it is the fastest way to start. Add your own questions to it — dietary needs, experience, access needs — instead of sending a separate form.
• →Roll a term over. Copy an existing project to seed the next term rather than rebuilding it.

• →Download a spreadsheet (CSV) of everyone in a project, with what they are enrolled in and their answers to your sign-up questions.
• →Download the class lists for a timetable as a spreadsheet: who is in each session, with the instructor and room.
• →Export everything as JSON — organisation, projects, people, events, enrolments, schedules, users. Your data, on request, in one file.
• →Print or save any schedule as a PDF, with your own logo on the header.
• →Subscribable calendar feeds for every attendee and instructor.

Three roles. Viewers read everything and change nothing — and viewers are unlimited on every plan, so giving the whole team visibility never costs anything. Admins do the day-to-day work: people, events, scheduling, publishing and branding. Owners additionally handle billing, invite and remove members, and can delete the organisation.

Every consequential action is written to an activity log — projects created and deleted, people invited and their roles changed, schedules published, notifications sent. Plan limits apply to admin seats only.