AI-powered timetable planning for universities
To the Finished Timetable in Hours Instead of Weeks
SmartPlan coordinates rooms, people, and events using a single data foundation. Every appointment is checked in real time against instructor availability, room occupancy, cohort timetables, and equipment requirements before it is finalized. Wherever a manual decision is needed, SmartPlan suggests suitable alternatives.
The status quo
Lesson Planning That Takes a Long Time and Often Ends in Conflicts
At many universities, timetable planning still happens somewhere between Excel, email, and gut feeling. Three everyday scenarios that every university administration knows and that disappear with Fuxam.
Scheduling is still done today in color‑coded Excel spreadsheets. Whoever is planning locks the file, everyone else has to wait, and in the end something is still wrong somewhere.
Lecturers’ availabilities are requested by email, transferred into lists, and manually checked against room bookings. What works out on paper ends up conflicting in practice.
Two lectures in the same lecture hall, one lecturer scheduled for overlapping sessions, a cohort with no break. Conflicts only become apparent when someone finds themselves standing in front of a locked door.
The data basis
Rooms, Instructors and Cohorts in a Database
More than just a room code
Each room has its own file, with capacity, technical equipment, location, accessibility, and occupancy schedule. SmartPlan doesn’t just assign any available room, but the right one: a workshop room for the design exercise, an accessible lecture hall for the big lecture, a seminar room with projector for the discussion session.
Availabilities known to SmartPlan
Lecturers manage their availability directly on the platform, regular hours, blocked times, research days, substitutions. SmartPlan schedules against this availability in real time instead of asking for it later by email. Anyone who isn’t available simply won’t be scheduled automatically.
Schedules that interlock
Each cohort has its own curriculum track and its own schedule. SmartPlan ensures that no cohort has mandatory sessions scheduled in parallel, that breaks are observed, and that students have enough time between two sessions to move from one room to another.
Real-time conflict checking
No Conflicts From the Very Beginning
Every change to the timetable is checked in real time against all constraints before it takes effect. If someone moves a lecture, SmartPlan immediately sees whether the new room is available, the lecturer is present, and the cohort is free. Anything that doesn’t fit simply isn’t created. Where adjustments are needed, SmartPlan suggests available alternatives.
AI-assisted planning
Create Appointment in Natural Language
SmartPlan understands natural language. Instead of clicking through menus, the person responsible for scheduling describes the appointment in a single sentence, "Schedule the lecture Mathematics 1 for the cohort Business Administration W24 on Mondays from 8 to 10 a.m. in the summer semester," and SmartPlan creates the appointment, checks for conflicts, and suggests available rooms.
Additional features
Fuxam Was Developed Specifically for the Administration of Universities
System landscapes in educational institutions have often become nothing more than a patchwork of makeshift, isolated solutions. With Fuxam, this chaos comes to an end. Every feature of our platform has been developed specifically for the education sector and is designed so that everything meshes seamlessly.
Recurring event types can be saved as templates, weekly seminar, block course, office hours. Once defined, they can be applied to other courses.
Lectures are created once and then automatically repeated throughout the entire semester, weekly, biweekly, or with a custom schedule. Individual sessions can be adjusted later.
Reschedule, cancel, or assign substitutes for multiple appointments at once. What traditional planning tools only allow you to do one by one, SmartPlan handles in a single step.
If a lecturer is absent, SmartPlan suggests substitutes with the appropriate qualifications and availability. The students are automatically informed about the change.
Multiple locations are managed in a single plan, with cross-site room allocation and consideration of travel times. SmartPlan does not schedule within just one campus, but across all of them.
Timetables appear automatically in FuxamMobile, for lecturers, students, and administration. Changes are visible in real time, and push notifications inform users about rescheduled events.
Appointments can be subscribed to as an iCal stream or exported once to Outlook, Google Calendar, and Apple Calendar. Whatever is in the timetable also appears in the personal calendar.
Existing timetables from legacy systems are imported via CSV, bulk creation of appointments, rooms, and availabilities in a single step.
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