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Calendar Sessions

Create and manage instructor-led training 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.

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

1

Click 'Add Session'

Click the Add Session button to open the session creation form.

2

Fill in Session Details

Basic Information

FieldRequiredDescription
TitleYesClear session name (e.g., "Fire Safety Training")
Short DescriptionNoBrief summary shown on session cards
DateYesWhen the session takes place
Start TimeYesSession start time
DurationYesHow long the session lasts (in minutes)

Session Type

In-Person

Physical location required. Enter the Location (e.g., "Training Room 1, London Office")

Online

Virtual session with URL. Enter the Online URL (Teams/Zoom link) or enable automatic Teams meeting creation

Trainer Assignment

  • Select a trainer from the dropdown
  • The trainer must first be added in Trainer Management
  • The trainer will receive notification emails

Capacity

  • Max Attendees - Maximum number of participants
  • Leave blank for unlimited capacity
  • Sessions show as "Full" when limit is reached
3

Configure Visibility Rules (Optional)

Control who can see and book the session:

  • Job Roles - Which roles can see the session
  • Departments - Which departments can see it
  • Locations - Which locations can see it

Select "All" for each to make visible to everyone.

4

Add Pre-Read Materials (Optional)

Add documents for attendees to review before the session:

  1. Click Add Material
  2. Enter a display name
  3. Enter the URL to the document
  4. Materials are shown on session details
5

Set Expiry (Optional)

If session attendance needs renewal:

  • Enable expiry
  • Set expiry period (e.g., 12 months)
  • Attendance expires and needs to be repeated
6

Save the Session

Click Save Session to create it. The session is now:

  • Visible in Calendar Management
  • Available for users to book (if visibility allows)
  • Showing on the trainer's schedule

Session Status Values

StatusMeaning
ScheduledSession is upcoming
In ProgressSession is currently happening
CompletedSession has finished
CancelledSession was cancelled

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

Tip

Changes after people have booked may require notification.

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

Physical/In-Person Sessions

  • Require a physical location
  • Location shows on booking confirmation
  • Consider adding directions in notes

Online/Virtual Sessions

  • Require a meeting URL
  • Can auto-create Microsoft Teams meetings
  • URL is shared with attendees

Tip

See Recurring Sessions with Teams for Teams integration.

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

Session not appearing for users

  • Check visibility rules
  • Verify user's department/role/location matches
  • Ensure session status is "Scheduled"

Can't assign a trainer

  • Check they're added in Trainer Management
  • Verify they're not already booked at that time

Users can't book

  • Check session isn't full
  • Check visibility rules
  • Verify session isn't in the past

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