Creating and sending links
Make a link, make a batch of them at once, email them to your staff, and withdraw one that has gone astray.
Access links are managed from the timetable's data screen, under Access links. Only the owner sees it.
Making one
Create a link and the editor opens on a single sentence — anyone with this link can … for … — with the level and scope as the two things to fill in. Set them, give the link a label, and save.
The link itself sits next to the sentence with a Copy button. To the right is a preview of what its holder will actually see, so you can check the level and scope without opening the link yourself.
Each link has an Enabled checkbox. Turning it off keeps the link on your list but stops it working — useful for something seasonal you will want back.
Making a batch
If you want one link per teacher, do not make them by hand. Generate creates a whole set at once: pick the teachers, groups, subjects, rooms or buildings, pick one level for all of them, and each gets its own link scoped to just that one entity.
They are labelled automatically from a template you can adjust, with a preview before anything is created, so you get a readable list rather than a wall of identical URLs.
Emailing links to your teachers
The staff directory can send the timetable link to your teachers by email, under Configuration → Institution. It becomes available once every teacher on the list has an email address, since a partial send is rarely what anyone wants.
Two ways to send
The dialog asks how you want to send the links.
From your own email. FET Viewer exports a file for mail merge. The file has one row for each teacher: the name, the email address and that teacher's own link. You send the emails from Gmail, Outlook or another mail program, so there is no limit per hour. The dialog gives you a message to paste into the mail merge.
The file holds the private link of each teacher in it. Keep the file private, and delete it after you send the emails. Before the export, you tick I keep this file private.
A teacher who unsubscribed from our emails is in the file, with a note. The unsubscribe stops only the emails that FET Viewer sends.
From FET Viewer. We send one email to each teacher. The rest of this section describes this way.
The dialog shows you what happens before you send anything. It lists every teacher and their email address. It shows whether that teacher already has a link, or whether the send creates one. It marks every person who unsubscribed from your mail. It tells you when an earlier send stopped part-way.
You confirm after you read this, not before.
Sending runs in slices with a progress bar. If you close the tab mid-send, the job is offered back to you as Continue sending rather than starting a second one — nobody gets the email twice.
A large send may pause partway and say so. There is a ceiling on how much mail leaves the site in an hour, shared by everything that sends, and reaching it stops the send rather than pushing past it. The dialog tells you it is waiting and what it is waiting for; the send picks itself up on its own and finishes without you doing anything. It is being paced, not stuck.
Each teacher gets their own private link
The send makes one link for each teacher, scoped to that teacher alone. A teacher who opens their link sees their own timetable. They do not see the rest of the school.
You can withdraw one teacher's link on its own. The other teachers keep theirs.
A link works for anyone who holds it. Treat it like a password. A teacher who forwards their link gives away their own view.
The dialog never shows you the link itself, because a link is a credential. The list tells you only whether a teacher has one.
The send needs a shareable link on the timetable before it can issue any private links. If the timetable has none, the dialog says so and sends nothing.
Withdrawing a link
Two ways, for two situations:
Rotate secret issues a new link and stops the old one working immediately. Use this if a link has leaked or been forwarded somewhere you did not intend: the people who should have it get the new address, and whoever has the old one gets nothing.
Delete link removes it entirely.
Turning Enabled off is the reversible middle ground when the link is fine but should not be live right now.