Scheduling Overview
The Scheduler lets you plan classroom observations ahead of time. Instead of creating observations on the spot, you can schedule them in advance so both the observer and teacher know when to expect a visit. This is especially useful for instructional coaches managing a full observation cycle across multiple classrooms, or for principals coordinating school-wide observation schedules.
Accessing the Scheduler
Click Scheduler in the top navigation bar. The Scheduler page is available to anyone with the Scheduler, Observer, Observation Manager, Organization Manager, or Owner role. Teachers (Observee role) can also view their own upcoming scheduled observations from the Home page.
Who Can Do What
Not all roles have the same level of access to the Scheduler:
Capability | Coaches (Observer) | Schedulers (Scheduler) | APs (Observation Manager) | Principals (Organization Manager) | Owners |
View Scheduler page | Yes | Yes | Yes | Yes | Yes |
View own schedules | Yes | Yes | Yes | Yes | Yes |
View all schedules | -- | Yes | Yes | Yes | Yes |
Schedule self | Yes | Yes | Yes | Yes | Yes |
Schedule others | -- | Yes | -- | Yes | Yes |
Edit schedules | -- | Yes | -- | Yes | Yes |
Delete schedules | -- | Yes | -- | Yes | Yes |
Coaches can see and create schedules for their own observations, but only Schedulers, Principals, and Owners can create and manage schedules for other staff members.
The Calendar View
The Scheduler displays a calendar with four view options, accessible from the toolbar at the top of the calendar:
Month (default) -- Shows the full month at a glance. Each scheduled observation appears as a compact event tile showing the observee's name.
Week -- Shows a seven-day view with time slots, useful for seeing how observations are distributed throughout the week.
Day -- Shows a single day with time slots, helpful when you have several observations planned for the same day.
Agenda -- Shows a chronological list of all scheduled observations with full details including the observee, observer, form, and date/time. You can edit these fields directly in the Agenda view without opening a popup.
Weekend days (Saturday and Sunday) appear with a gray background on the calendar, while days outside the current month appear slightly faded.
Filtering the Calendar
A filter panel on the right side of the calendar helps you find specific schedules:
Search -- Type in the search box to filter schedules by name across all fields.
Observee -- Expand the Observee accordion to filter by a specific teacher. You can select multiple observees.
Observer -- Expand the Observer accordion to filter by a specific observer. You can select multiple observers.
Form -- Expand the Form accordion to filter by a specific observation form. You can select multiple forms.
Each filter shows a Clear link with the count of selected items when active. Filters work together, so you can combine them to narrow the view -- for example, showing only observations for a specific teacher using a specific form.
How Scheduling Fits the Observation Workflow
Schedule -- A scheduler or coach creates a scheduled observation for a future date, selecting the teacher, observer, form, and time.
Notify -- Aprenta sends email reminders to the observer and/or teacher before the scheduled date (if reminders are configured).
Conduct -- When the date arrives, the observer creates and conducts the observation.
Review -- The completed observation appears in Results and on the teacher's dashboard.
Scheduling is optional. Observers can always create observations directly from the Start Observation button in the navigation bar without scheduling them first.
School Context
The Scheduler operates within the currently selected school. If you have access to multiple schools, use the school selector at the top of the page to switch between them. Schedules, observers, and observees are all scoped to the selected school.