Algomate Documentation

Version 1.0 — March 2026

Algomate is an intelligent academic ERP and timetable scheduling platform built for engineering and higher-education institutions. It automates the complex task of generating conflict-free timetables while giving administrators, faculty creators, and faculty members real-time visibility and control over their academic schedules.

Core Capabilities

• AI-powered conflict-free timetable generation using a genetic algorithm scheduler
• Multi-tenant architecture: a single installation supports multiple colleges
• Role-based access control with four distinct user roles
• Department, batch, subject, and faculty management
• Manual schedule override and slot editing
• Faculty workload balancing and qualification enforcement
• Lab and theory session management with 1-hour and 2-hour slot support
• Real-time notifications, announcements, and academic calendar events
• PDF timetable export and sharing
• NEP 2020-compliant credit system support

User Roles

Algomate uses four hierarchical roles. Each role has a dedicated dashboard and a specific set of permissions.

Super Admin

The Super Admin manages the entire Algomate platform across all institutions. This role is reserved for the platform operator (e.g., the Algomate team).

Features & Use Cases

• View all registered colleges and their status
• Generate secure registration tokens to invite new colleges to self-register
• Monitor demo requests submitted from the landing page
• Platform-level analytics and system health overview

Step-by-Step: Onboarding a New College

1. Log in at /login using the Super Admin UID and password.
2. Navigate to Registration Tokens in the sidebar.
3. Click Generate Token, enter the institution name and admin email, then click Generate.
4. The system generates a secure token URL (e.g., /college/register?token=abc123) and automatically emails it to the provided address.
5. You can also copy the URL and share it manually or via the mailto button in the token list.
6. Once the college admin completes registration using the token link, the college appears in the Colleges list.

College Admin

The College Admin is responsible for setting up the entire academic structure of a college — departments, batches, subjects, classrooms, faculty, and time slots. They are the primary operator for the platform within their institution.

Features & Use Cases

• College Profile: Set college name, code, logo, address, principal info, working days, and semester dates.
• Departments: Create and manage academic departments.
• Batches / Divisions: Define student batches per department and year (e.g., CSE-B-2024).
• Subjects: Add subjects with credit hours, lab/theory type, and assign them to batches.
• Classrooms & Labs: Register rooms with capacity and type; used for automatic room allocation during scheduling.
• Time Slots: Configure daily time slots with start/end times and durations (1-hour or 2-hour).
• Faculty: Register faculty members, set their qualifications, max weekly hours, and assign them to departments.
• Faculty Creators: Create Faculty Creator accounts for specific departments.
• Elective Buckets: Define elective groups where one subject is chosen from a set.
• Events & Announcements: Post college-wide notifications visible to all users.
• Timetable Overview: View all published timetables across all departments.

Step-by-Step: Setting Up a College

1. Complete registration via the token link sent by the Super Admin at /college/register?token=….
2. Log in. You land on the College Admin Dashboard.
3. Go to Departments → Add your departments (e.g., CSE, ENTC, Civil).
4. Go to Batches → Create batches per department and year with student count.
5. Go to Subjects → Add subjects, link them to the correct batch, set credit hours and type (theory/lab).
6. Go to Classrooms → Add rooms and labs (room number, type, capacity).
7. Go to Time Slots → Define the daily schedule slots for your college.
8. Go to Faculty → Register faculty members with qualifications.
9. Go to Faculty Creators → Create accounts for department heads/coordinators who will generate timetables.
10. The college is now ready for timetable generation by Faculty Creators.

Step-by-Step: Managing Notifications

1. Go to Notifications in the sidebar.
2. Click New Notification, enter title and message.
3. Select the target audience (all users, specific department, specific role).
4. Submit. Users see the notification on their dashboard.

Faculty Creator

The Faculty Creator (typically a department head or academic coordinator) is responsible for generating and managing timetables for their assigned department. They have the most scheduling-related functionality on the platform.

Features & Use Cases

• Auto-Generate Timetable: Trigger the AI scheduler to build a conflict-free timetable in seconds.
• View & Edit Schedule: Open the timetable editor to manually adjust slots, rooms, and faculty assignments.
• Manual Scheduling: Drag-and-drop or select-based interface to place subjects into specific time slots.
• Publish / Unpublish: Control visibility of a timetable to faculty and others.
• Assign Faculty to Batches: Map subjects of a batch to specific faculty members before generation.
• Check Fitness Score: Review schedule quality score (0–100%) indicating how well all constraints are satisfied.
• Conflict Detection: The system highlights any faculty double-booking or room conflicts.
• Multiple Timetables: Create and maintain separate timetable versions (e.g., by semester).

Step-by-Step: Generating a Timetable

1. Log in as a Faculty Creator. You land on the Faculty Creator Dashboard.
2. Ensure the College Admin has set up all departments, batches, subjects, time slots, classrooms, and faculty.
3. Go to Faculty Assignments → Assign faculty members to each subject for each batch.
4. Go to Timetables → Click New Timetable.
5. Select the target semester, department, and batch range.
6. Click Generate. The AI scheduler runs and produces a conflict-free schedule within seconds.
7. Review the generated timetable. The Fitness Score shows constraint satisfaction (higher is better).
8. If needed, switch to the edit view to manually adjust individual slots.
9. Once satisfied, click Publish to make the timetable visible to faculty and the college admin.

Step-by-Step: Manual Slot Editing

1. Open an existing timetable and click Edit.
2. The editor shows a weekly grid (Monday–Saturday × time slots).
3. Click on any slot to reassign the subject, faculty member, or classroom.
4. The system validates in real-time for conflicts (same faculty or room at the same time).
5. Save changes. The timetable fitness score updates automatically.
6. Re-publish once edits are complete.

Faculty

Faculty members have a read-only view of their personal timetable. Their credentials are created by the College Admin and sent automatically via email.

Features & Use Cases

• Personal Timetable: View your weekly teaching schedule across all assigned batches.
• Subjects Overview: See all subjects you are assigned to teach, with batch and credit details.
• Notifications: Receive college-wide and department-specific announcements.
• Profile & Settings: Update your personal information and password.

Step-by-Step: Getting Started as Faculty

1. Receive your login credentials via email (College UID and temporary password).
2. Go to /login and sign in with your College UID and password.
3. On first login, you may be prompted to change your password.
4. From the dashboard, click My Timetable to view your weekly schedule.
5. Click Notifications in the sidebar to read announcements from your college.
6. To update your profile, go to Settings.

Timetable Generation Engine

Algomate's scheduler uses an AI genetic algorithm to produce optimal timetables. It considers dozens of hard and soft constraints automatically.

Hard Constraints (Always Enforced)

• No faculty member scheduled in two places simultaneously
• No classroom or lab double-booked
• No batch assigned two subjects at the same time
• Each subject meets the required number of sessions per week (based on credit hours)
• Lab sessions occupy 2-hour consecutive slots only
• Maximum one lab session per batch per day

Soft Constraints (Optimized For)

• Faculty workload evenly distributed across the week
• Lab sessions preferred in the first or last session of the day
• Avoid consecutive heavy lecture loads for faculty
• Faculty preferences for specific days or time slots (if configured)

Fitness Score Explained

After generation, a Fitness Score (0–100%) is displayed. A score of 100% means all hard and soft constraints are perfectly satisfied. Scores above 80% are generally acceptable for publishing. If the score is low, try editing problematic slots manually or re-running generation with updated constraints.

Manual Scheduling

Faculty Creators can manually build or modify timetables slot-by-slot using the schedule editor.

How to Use Manual Scheduling

1. From the Timetables list, open a timetable and switch to the Edit view.
2. The grid displays batches on one axis and time slots on the other.
3. Click any empty slot cell to see available subjects and faculty for that batch.
4. Select the subject and the faculty member to assign. The room is auto-suggested based on type (lab/theory) and availability.
5. You can override the room suggestion if needed.
6. Conflict warnings appear immediately if the faculty or room is already occupied at that time.
7. Click Save after each assignment. Changes persist without re-generating.

Notifications & Events

Algomate supports two types of in-platform communication: Notifications (push messages) and Calendar Events (scheduled occurrences).

Notifications

• Created by College Admin or Faculty Creator
• Target: all users, or filtered by department/role
• Appear in the Notifications panel in the user's dashboard
• Support title, body text, and priority level

Calendar Events

• College Admin creates events (exams, holidays, seminars)
• Visible to all users in the college calendar view
• Events can include date, time, location, and description
• Integrates with timetable view to mark affected days

Frequently Asked Questions