Issues & Solutions

Please ensure you are using Microsoft Edge when launching Scheduling – Courses & Events for course scheduling.

Timetabler is opened in the minimized state. To fix this:

1. Hover over the Timetabler icon on the taskbar at the bottom of the screen until a grey box appears above the icon

2. Right click on the grey box and select Maximize

Timetabler should now open on your screen.

You can re-set your view to the default setting by going to Tools (at the top toolbar), Reset, Layout.

• Have you checked the room availability on the UBC Online Timetable?
• Does the planned size in the Activity Editor exceed the seat capacity of the room you want to book?
• Have you limited your search to a specific building or room?
• Have you checked your location requirements in the Resources tab of Scientia Timetabler? Remove all suitabilities including the zone, “Z:”. 
• Are your term dates and/or start and end time correct? If the room is booked on one of your scheduled days, you will not be able to move your activity in there.

To allow the double-booking of staff members, please do the following on Timetabler:

1.  Go to the Tools (top of page) drop down menu and select Constraints

2.  In the Constraints window, under the Avoid Double Booking Constraint category, select “Never” for Staff Member and click Ok at the bottom to apply the change

3. Write back this change. You can now double book staff members. A problem will still be triggered and the problem will need to be waived.

Please contact Scheduling Services via email at schedulingservices@students.ubc.ca with the course information for further investigation.

If an instructor is not viewable in Timetabler, they may not have an active appointment in Workday. As the instructor syncs from Workday, please follow up with your respective HR department.

There are several reasons why students may not be able to register for a course.

• The course may not have section capacity to accomodate the student in Workday.
• The student may not meet the restrictions.
  • Reserve Capacity restrictions: Restrictions at the section level are located in Workday on the Course Section Defintion. You may create restrictions that are only applied to the section. For more information about Reserve Capacity please see the Workday Student Course Scheduling Canvas Course.

  • Senate restrictions: Senate restrictions can be viewed in Workday. Senate restrictions are applied to all of the sections of the course. To remove Senate restrictions, contact Senate & Curriculum Services. 

  • Faculty restrictions: Also viewed in Workday, these restrictions are applied to all sections of a course. Students must meet these restrictions before they are able to register for the course.

• Registration may also be prevented based on the student account (e.g., financial holds, advising required, not eligible).

• Is the section hidden in Workday? If so, you'll need to unhide the section in Workday.
• Is the section status Preliminary in Workday? If so, you'll need to publish the section in Workday for student registration.

• Did you write back (save) your changes in Timetabler?
• Does the activity have a section ID?
• Did you change the original section ID? Once a section ID has been written back, it cannot be changed. If a new Section ID is needed, generate a new activity from the activity template with the new Section ID, and delete the old activity.
• Did you wait 30 minutes to allow time for data to sync from Scientia to Workday?

If you answered yes to the above questions, please contact our office for assistance via email at schedulingservices@students.ubc.ca.

• Is the "Arranged" tag attached to the section in Timetabler? If so remove the tag to have the meeting information sync to Workday.

If you answered no to the above question, please contact our office for assistance via email at schedulingservices@students.ubc.ca.

• The instructor may not have an Active Academic Appointment for the required Academic Period, please follow up with your respective HR department.
• The instructor may need the Designate Instructor Eligibility Task completed in Workday, please see the Workday Student Course Scheduling Canvas Course for more information.