The product, area by area
BeeMySchool covers the whole cycle of managing teaching rooms: from booking a space to analysing the occupancy of your estate. The features are presented in the order a deployment usually follows; what is still to come is gathered at the end, in the roadmap.
On this page
Space booking
Find an available room and book it in a few clicks. BeeMySchool brings courses, bookings and unavailabilities together in a single view, so that everyone works from the same information. Your institution’s rules apply automatically, and booking conflicts are impossible.
Room B-201
One day of room B-201: one slot booked, one refused by the database.
Included in space booking
- Real-time availability
- Recurring bookings
- Optional booking approval
- Rights and quota management
- E-mail, in-app and push notifications
- Native protection against booking conflicts
Find an available room quickly
Check room availability in real time and book the one that fits your need. The availability shown takes into account:
- courses already scheduled
- existing bookings
- declared unavailabilities
When a room shows as free, it really is, and the information updates instantly for every other user.
Rules suited to each profile
Each institution defines its own booking rules. For example:
- a student can book a study room
- a teacher can reach more spaces
- some rooms may require prior approval
BeeMySchool automatically applies the rights, quotas and restrictions attached to each profile, and every refusal names the rule that produced it.
Conflicts are impossible
Two people can never book the same room at the same time. That rule is not merely enforced by the interface: it is guaranteed directly by the database. Even if two users confirm a booking simultaneously, only one can go through.
Requests, approvals and reminders
Some rooms may require approval before confirmation. In that case:
- the request is passed to the approver
- they accept or refuse the booking
- the requester is informed automatically
Notifications are delivered in-app, by e-mail or as push notifications. A reminder is also scheduled before each booking, at the lead time of your choice.
Reference data & administration
The foundation of your institution. BeeMySchool centralises rooms, programmes, teachers, academic periods and users in a single reference base, which every feature of the platform relies on.
Included in reference data & administration
- Campus, building and room management
- Interactive floor plans
- Complete teaching reference data
- User and permission management
- Audit trail
- Assisted CSV import
- Multi-campus
- Data isolation per institution
Manage your campuses and rooms
Create and organise your estate in a single reference base. BeeMySchool lets you manage:
- campuses
- buildings
- floors
- rooms
- room types
- equipment
Interactive floor plans make it easy to locate a room and check its availability.
Included
- Multi-campus management
- Interactive floor plans
- Equipment management
- Real-time room availability
Structure your academic year
Define the calendar that the whole organisation will refer to. You configure:
- academic years
- periods
- holidays
- frozen periods
- time slots
This structure is used for timetabling, bookings and occupancy indicators.
Included
- Academic period management
- Holidays and frozen periods
- Customisable slot grid
- Basis for occupancy indicators
Centralise your teaching reference data
BeeMySchool gathers all the information teaching teams use every day. Among other things, you manage:
- programmes
- cohorts
- subgroups
- subjects
- teachers
- courses to assign
Teachers’ preferences and unavailabilities are also taken into account when scores are computed.
Included
- Programmes and cohorts
- Groups and subgroups
- Teachers and subjects
- Teacher preferences and unavailabilities
- Centralised teaching data
Control access and responsibilities
Each user reaches only the information that concerns them. Roles and permissions are defined precisely by:
- function
- campus
- scope of responsibility
For example, a campus manager administers only their own site, without access to the others. Every sensitive action is recorded in an audit trail administrators can consult.
Included
- Role and permission management
- Isolation per institution
- Campus-level restrictions
- Audit trail of sensitive actions
Import your data simply
The import assistant guides your teams through each step to make data migration safe. The process includes:
- uploading the CSV file
- automatic format detection
- column mapping
- a dry run before import
- validation and loading of the data
When an error occurs, BeeMySchool points to the exact row and field concerned and suggests a correction.
Included
- Assisted CSV import
- Preview before import
- Automatic error detection
- Resume after correction
- Remembered column mappings
Timetabling
See your courses, assign the right rooms and prepare your publications safely. BeeMySchool centralises your institution’s courses in a single view and helps you find the most suitable assignments before publication. Students only see what your teams have validated.
The weekly grid, coloured by score.
Included in timetabling
- Weekly course view
- Room assignment
- Automatic constraint checking
- Draft and publication management
- Change history
- Individual or bulk assignment
- Incompatibilities checked before publication
A clear view of your activity
Find all your courses in a weekly grid that is easy to read and filter. You display the timetable the way you need it:
- by group
- by teacher
- by room
- by building
The same view lets you analyse, change and compare assignments; it is fully keyboard-navigable.
Included
- Interactive weekly view
- Filters by group, teacher, room or building
- Fast navigation between timetables
- Consolidated view of activity
Assign the best rooms to each course
For each session, BeeMySchool analyses the rooms compatible with your constraints and helps you identify the best options. Only genuinely eligible rooms are offered; incompatible constraints are flagged and explained immediately.
Included
- Compatible rooms proposed
- Automatic incompatibility detection
- Constraints checked before assignment
- Proposed assignments explained
Work in draft before publishing
Teams prepare and adjust assignments for as long as they need. Until a publication is made:
- students see no change
- teachers keep consulting the published version
- administrative teams stay in control of the preparation
Included
- Draft mode
- Controlled publication
- Publication by scope
- No change visible before validation
Change your assignments simply
Assignments can be made:
- one at a time
- by drag and drop
- automatically, to the best-scoring room
- across several courses at once
Every change is checked immediately to make sure it respects the institution’s rules.
Included
- Individual assignment
- Drag and drop
- Automatic assignment
- Bulk assignment
- Automatic checks
Stay in control of every change
Every action taken in BeeMySchool is recorded. You consult the history of changes and go back when necessary. That traceability makes it easier to follow how things evolved, and secures sensitive periods such as term starts or reorganisations.
Included
- Operation history
- Change journal
- Undo
- Publication tracking
Constraints, scoring and explainability
BeeMySchool does not merely assign a room. For each course, the platform analyses your institution’s constraints, compares the options and explains why one room was chosen over another. Every proposal comes with a score from 0 to 100 and the detail of the criteria that weighed on the decision.
A slot’s score, constraint by constraint.
Included in constraints and scoring
- 8 mandatory constraints
- 8 soft constraints, each with an adjustable weight
- Score from 0 to 100
- Slot heatmap
- Rooms ranked by relevance
- Detailed explanation of every decision
A score to compare the options
For the same course, several rooms may do. BeeMySchool gives each a score to identify those that best meet your criteria: the higher the score, the better the proposal respects the constraints your institution defined. The score is never shown alone: it always comes with its explanation.
Two kinds of constraints
Not all constraints play the same role. Some are mandatory: a single one violated rules the room out immediately, and it is not scored. The others are soft: they do not prevent a room from being used, but they influence its score and separate several valid solutions. Each institution adjusts their weights to its own priorities; a weight of zero neutralises a constraint without removing it from the calculation.
Mandatory constraints: the room is ruled out
| Room already occupied ("Room already occupied" is structural: it is the only one you cannot switch off.) |
| Teacher unavailable |
| Group already in class |
| Teacher already in class |
| Insufficient capacity |
| Required equipment missing |
| Room unavailable |
| Unsuitable room type |
These constraints guarantee that an assignment always remains feasible.
Soft constraints: they influence the score
| Constraint | Default weight |
|---|---|
| Room oversized | 5 |
| Teacher preferences | 5 |
| Gaps in the group’s timetable | 6 |
| Travel time between buildings | 4 |
| Early or late slot | 3 |
| Gaps in the teacher’s timetable | 4 |
| Capacity too tight | 2 |
| Session spread | 3 |
Why does this room score 84, and not 100?
The score reflects the overall quality of the assignment: each unsatisfied soft constraint removes points, in proportion to its weight. For example:
All mandatory constraints are met
Points removed
- Teacher preferences −7
- Gaps in the group’s timetable −6
- Travel time between buildings −2
- Room oversized −1
The user sees immediately where the trade-offs lie.
See the best options at a glance
BeeMySchool shows scores directly in the timetabling grid. A heatmap highlights the most favourable slots and brings out the areas of tension; it stays legible in greyscale and with colour vision deficiency. For a given slot, rooms are ranked by score: you see the best alternatives immediately, and why.
Every decision explained in plain words
For each score, BeeMySchool shows the constraints assessed and their impact, spelled out: "Room oversized: 280 seats for 32 students." "Long travel time: change of building between two courses." That transparency makes trade-offs easier and lets you explain decisions to teachers, teaching teams or management.
Built to be understood, not just computed
Most tools only show the result. BeeMySchool also shows the reasoning that led to it: you keep control of your choices while benefiting from automation.
Optimisation
BeeMySchool helps you assign the best rooms to several courses at once, while respecting your institution’s constraints. Instead of handling each course separately, the optimisation engine looks for the most balanced combination across all the courses concerned.
Optimising
94%
An optimisation running, and its satisfaction rate.
Included in optimisation
- Several courses optimised at once
- Satisfaction rate shown before applying
- Manual changes possible before validation
- One optimisation at a time per institution, for predictable performance
- Explanations produced by the same scoring engine as the rest of the platform
Find a better balance
Assigning a room to one course can affect every other. BeeMySchool analyses the interactions between courses, rooms and constraints to propose an overall distribution that outperforms case-by-case assignment. For example:
- a group gets a better-suited room
- a teacher travels less
- a specialised room is kept for the courses that genuinely need it
Follow the optimisation live
During the computation, BeeMySchool shows the best solution found at that moment and its overall satisfaction level. You watch the quality of the proposal rise, and you decide for yourself when the result is good enough.
Always stay in control
BeeMySchool proposes, you decide. At any time, you can:
- interrupt the computation and take the best combination found
- ask for another proposal
- change an assignment by hand
- apply only the changes that suit you
No change is saved without your validation, and conflicts are checked again at write time.
Proposals explained row by row
Each proposed assignment comes with:
- its score
- the constraints met
- any penalties
- the reasons that led to the choice of room
You understand immediately why a room was proposed and which trade-offs were made.
Built for complex environments
Optimisations take into account:
- room capacities
- required equipment
- unavailabilities
- preferences
- travel between buildings
- the teaching constraints your institution defines
The engine constantly seeks to maximise compliance with these constraints, while keeping an overall view of all the courses concerned.
Analytics & estate management
Measure the real use of your teaching rooms and identify the capacity still available. BeeMySchool turns timetabling and booking data into concrete indicators to steer your estate, support your growth and decide on facts.
Occupancy
Occupancy, from campus to room.
Included in analytics & estate management
- Detailed occupancy rates
- Available capacity analysis
- Under-used rooms detected
- Assignment satisfaction rate
- Analysis period of your choice
- Data export
- Decision-support indicators
See how your spaces are occupied
Understand how your rooms are really used. BeeMySchool measures occupancy at every level:
- campus
- building
- room
You quickly identify heavily used spaces, periods of tension and the resources still available.
Included
- Occupancy rate per campus
- Occupancy rate per building
- Occupancy rate per room
- Usage periods visualised
Identify available capacity
Before considering new premises, measure what your current infrastructure can still absorb. BeeMySchool highlights:
- under-used slots
- quiet periods
- lightly occupied rooms
- optimisation opportunities
The aim: make better use of what exists before investing in new floor space.
Included
- Day × slot matrix
- Under-used slots detected
- Lightly occupied rooms identified
- Available capacity analysis
Decide on reliable data
Every indicator relies on the same data as bookings and room assignments. The occupancy rate is computed from:
- hours actually open, outside holidays
- published courses
- confirmed bookings
Drafts are never counted. You know precisely what each indicator measures.
Included
- Documented calculation method
- Consolidated data
- Drafts excluded
- Understandable, verifiable indicators
Spot what could be improved
BeeMySchool does not merely measure occupancy. The platform also highlights:
- the courses with the weakest assignments
- heavily penalised assignments
- areas of tension
- opportunities for improvement
You know where to focus your efforts to improve the overall quality of your organisation, step by step.
Included
- "Courses to review" list
- Timetable satisfaction rate
- Main penalties identified
- Direct access to the assignments concerned
Compare your spaces and your periods
Follow how the use of your spaces evolves over time. Choose the period analysed, to the day, and set side by side:
- your campuses against each other
- your buildings against each other
- one academic period and the next
That view makes decisions about growth, investment or the reorganisation of spaces easier.
Included
- Analysis period of your choice
- Analysis per campus
- Analysis per building
- Observed average headcount, not just theoretical capacity
Export your data
The indicators remain available in BeeMySchool, but can also be used in your own tools. Export the data you need for your internal studies and analyses.
Included
- CSV export
- Occupancy data
- Capacity and average headcount per room
- Reference data exported in the import format
Built for steering institutions
BeeMySchool helps management, campus managers and administrative teams answer simple but essential questions:
- Which rooms are used the most?
- Where is the available capacity?
- Can we take in more students?
- Which spaces are under-used?
- Should we optimise what exists before investing?
The answers are produced automatically from the institution’s real activity.
Consultation & integration
BeeMySchool is not only for administrative teams. Students, teachers, programme leads and management each reach the information that concerns them, with an interface suited to their role. The platform also connects to your information system through its import and export tools and its API.
Included in consultation & integration
- Student portal
- Teacher portal
- Published timetable consultation
- Notifications
- Real-time updates
- CSV import & export
- Documented REST API
- Role-suited interfaces
An experience suited to each user
Every user finds the information they need as soon as they sign in; the interface adapts to their role in the institution.
- Students: their published timetable and the rooms that go with it, never drafts or assignments in preparation
- Teachers: their courses, their rooms, their bookings and their notifications
- Management and administrative teams: occupancy dashboards, steering indicators and administration tools
Included
- Role-suited interfaces
- Published timetables
- Assignment consultation
- Access to steering indicators
- No visibility of drafts
Spread information in real time
When an assignment or a booking changes, the information is updated immediately across the platform: users always have the latest version.
Included
- Real-time updates
- Availability kept current
- Published information synchronised
- Centralised consultation
Inform users automatically
BeeMySchool notifies users when something important concerns them: a decision on a booking request, a reminder before a booking, the publication of a timetable. Notifications are delivered:
- in the application
- by e-mail
- as push notifications
Included
- In-app notifications
- E-mail notifications
- Push notifications
- Configurable reminders
Exchange your data easily
BeeMySchool makes exchanges with your existing tools easy. Imports feed the platform from your current data; exports hand the information back, in the same format, for your own analyses or processing.
Included
- CSV import
- CSV export
- Dry run before import
- Errors checked before anything is written
- Remembered column mappings
Connect BeeMySchool to your information system
For institutions that want to go further, BeeMySchool exposes a REST API documented in OpenAPI. Your technical teams can then automate data exchanges with their business applications.
Included
- REST API
- OpenAPI documentation
- Integration with your existing tools
Built for the whole educational community
Everyone has the right information at the right time:
- students consult their timetable
- teachers follow their assignments
- administrative teams organise the rooms
- management steers spaces and intake capacity
Everyone works from a single source of information.
Roadmap
What follows is not delivered. It is written in the future tense and kept apart, so that no line of this page can suggest otherwise.
- Academic federation
- An installable mobile application
- Synchronisation with your calendars
- Automatic data migration from your current tools
- An examinations mode and at-the-door displays
For your IT department
The questions an IT department asks, and what the architecture answers.
Multi-institution isolation
Each institution is isolated by the database itself, row by row, not by a condition written in application code. A badly written query cannot cross the boundary.
A documented REST API
The API is described in OpenAPI: an integration can be read and tested without asking us for a document.
Real time
Availability and timetable changes propagate live to open screens, over WebSocket, on channels partitioned by institution.
Deployment and sovereignty
Everything is containerised and hosted at Scaleway, with storage in the European Union. Containerisation keeps the option of a deployment on your own infrastructure open.
How many more students could you admit with your current facilities?
Let’s talk for 30 minutes to understand how you work today and identify the levers for optimising your room estate.
Or book a slot straight away
If you would rather fix the date now, our calendar is open.
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