Calendar Sessions

Overview

Calendar sessions are used for:

• Classroom training
• Virtual workshops
• Webinars and online sessions
• One-to-one coaching
• Team training events

Sessions can be standalone or part of a Learning Path alongside e-learning courses.

How It Works

Calendar sessions create bookable training opportunities with specific dates, times, and locations. The system manages the entire booking lifecycle from creation through attendance tracking.

The Booking Flow

Here's how sessions work from creation to completion:

1. Admin Creates Session - Session is set up with date, time, location, capacity, and visibility rules
2. Session Becomes Available - Eligible users can see the session in their calendar based on visibility rules
3. User Books Session - User clicks "Book" and receives a confirmation email
4. Capacity Management - System tracks remaining spots and prevents overbooking
5. Session Occurs - Users attend the session (in-person or online)
6. Attendance Marked - Admin marks who attended after the session
7. Completion Recorded - Attendance triggers completion records and updates progress

Visibility and Access Control

Sessions use visibility rules to control who can see and book them:

• Department-Based - Only users in specified departments can see the session
• Role-Based - Only users with specific job roles can access it
• Location-Based - Only users at specific locations can book
• Combination Rules - Rules use AND logic (user must match all specified criteria)
• Universal Access - Setting all rules to "All" makes the session visible to everyone

Capacity Management

The system automatically manages session capacity:

• Capacity Limits - You set a maximum number of attendees when creating the session
• Real-Time Tracking - System shows remaining spots as users book
• Booking Prevention - When full, the "Book" button is disabled
• Waitlist Options - Users see "Session Full" message when capacity is reached
• Unlimited Capacity - Leaving max attendees blank allows unlimited bookings

Notification System

Users receive automated emails at key points:

• Booking Confirmation - Sent immediately when a user books a session
• Reminder Emails - Sent before the session (typically 24 hours before)
• Cancellation Notices - Sent if the session is cancelled by admin
• Change Notifications - Sent if session details change (date, time, location)
• Trainer Invitations - Trainers receive notifications when assigned to sessions

Session Status Lifecycle

Sessions progress through different statuses:

1. Scheduled - Session is upcoming and available for booking
2. In Progress - Session is currently happening (status updates automatically based on time)
3. Completed - Session has finished (status updates automatically, or manually after attendance is marked)
4. Cancelled - Session was cancelled (attendees notified, bookings removed)

Integration with Learning Pathways

Sessions can be part of structured learning journeys:

• Sessions can be added to learning pathways alongside e-learning courses
• Users must book and attend sessions to complete pathway requirements
• Session completion contributes to overall pathway progress
• Pathways can require "all" sessions or "any one" session from a group

Accessing Calendar Management

1. Log in as an Admin
2. Click Admin in the navigation menu
3. Select Calendar Management

The page shows:

• List of all sessions
• Filters for trainers and status
• Search functionality

Creating a Session

Session Status Values

Managing Sessions

Viewing Session Details

1. Find the session in the list
2. Click to view details
3. See: Session information, Booked attendees, Attendance status

Editing a Session

1. Find the session
2. Click Edit
3. Make changes
4. Save

Cancelling a Session

1. Find the session
2. Click Cancel Session
3. Enter a cancellation reason
4. Confirm

What happens:

• All booked attendees are notified by email
• The cancellation reason is included
• Session shows as "Cancelled"

Deleting a Session

Only delete sessions with no bookings. Otherwise, cancel first.

Session Bookings

How Users Book

1. User goes to their Calendar page
2. They see available sessions (based on visibility)
3. Click Book on the session they want
4. They receive a confirmation email

Viewing Bookings

As an admin:

1. Click on a session
2. View the list of booked attendees
3. See who has confirmed vs pending

Managing Capacity

• Sessions show remaining spots
• When full, "Book" button is disabled
• Users see "Session Full" message

Session Types

Best Practices

Clear Titles

Use descriptive titles:

• ✅ "Fire Safety Training - London Office"
• ✅ "New Manager Induction - Q1 2025"
• ❌ "Training Session 1"

Appropriate Duration

Common durations:

• 30 min - Brief updates, toolbox talks
• 60 min - Standard workshops
• 2-3 hours - Half-day training
• Full day - Intensive programmes

Set Capacity Thoughtfully

Consider:

• Room size (for in-person)
• Interactive elements (smaller groups work better)
• Trainer preference
• Learning objectives

Use Pre-Read Materials

Share before the session:

• Agenda documents
• Preparatory reading
• Pre-work exercises

Troubleshooting