Purpose: This article explains how to use the Availability Calendar to view instructor, personnel, and resource scheduling across Events, absences, and bookings.
The Availability Calendar helps organizations manage staffing visibility, scheduling conflicts, resource utilization, and operational planning across training delivery.
Table of contents
Overview
The Availability Calendar provides a day, week, or month view of how instructors, personnel, and resources are being utilized.
You can choose to display instructors only, resources only, or both. Filters allow you to narrow the view to the data you need.
The Availability Calendar works alongside Personnel Roles, Staff Absences, Workplaces, and Event scheduling workflows to improve operational visibility and conflict management.
Use the Availability Calendar to:
- view instructor and personnel availability
- identify scheduling conflicts
- review resource utilization
- filter operational coverage by Workplace or Location
- monitor absences and bookings across training delivery operations
Legend
The calendar is color-coded. Hover over View Legend on the right-hand side to see what each color represents.
Event and Resource Information
Hover over an Event, absence, or resource booking to view key details, including:
- Course title
- Event ID
- Location, not available for custom Locations on private Events
- Displays the Location name and address, if defined
- Available seats, if Max Places is set on the Event
- Event time
- Event time zone
- Reason for staff absences and resource bookings
Click an Event to open it.
Tip: hold Ctrl (Windows/Linux) or Cmd (macOS) while clicking to open it in a new tab.
Switching Views
Switch between day, week, and month views using the buttons on the right-hand side.
To jump to a specific date, use the calendar on the left-hand side. Click the pencil icon and choose your date.
Example of week view:
Filters
Use filters to refine the data displayed. You can select multiple filters, then click Apply Filters.
Available filters include:
- Instructor
- Instructor Account
- Instructor Workplace
- Resource
- Resource Type
- Resource Location
Depending on your configuration, filters may also support Personnel-related scheduling and operational workflows.
Permissions
Two permissions matter when giving a user access to the Availability Calendar:
- Instructors Report - View grants access to the Availability Calendar itself. Because the calendar shows personal appointments alongside Administrate Events, grant it only to users who should see that information.
- Contact - View controls which Contact records the user can see across Administrate. Without it, a user can only see their own record; granting it can expose other Contacts, subject to your company segregation settings.
Review both together, and test the result with a representative non-admin user rather than a Super User, since Super Users bypass these restrictions.