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Live Planner (beta)

Purpose: This article introduces the Live Planner, a beta drag-and-drop planning board for existing events. Use it to rearrange scheduled events, fix instructor and resource assignments, and resolve scheduling issues visually, with conflicts recalculated as you work.

Beta notice: the Live Planner is experimental and under active development. A disclaimer appears when you open it, and functionality may change. Changes you save are real changes to your events, so use it with the same care as any editing tool.

Contents

What is the Live Planner?

The Live Planner shows your scheduled events on a timeline and lets you adjust them directly: drag an event to another day, swap an instructor, add or remove resource bookings, and progress event lifecycle, all in one view. Conflicts such as double-booked instructors or resources are detected live as you make changes, and nothing is applied to your instance until you review and save.

It complements the Scheduler: the Scheduler plans and creates events from a course plan, while the Live Planner rearranges and repairs events that already exist.

Access the Live Planner

Open https://<your instance>/prototypes/planner/ in your browser while signed in to Administrate. There is currently no menu entry; the Live Planner is reached by URL.

An "Experimental Feature" notice appears once per browser session as a reminder of the tool's beta status.

The planning board

The board shows one column per day and one row per event, grouped by your chosen view:

  • Courses (default): events grouped by course template.
  • Personnel: one row per person and role, with scheduled hours and absences shown.
  • Resources: one row per resource, grouped by resource type.

The window starts at today and spans two weeks by default; presets from one week to six months are available, along with zoom levels and a start-date picker. Filters (learning category, location, company, and region) narrow what is loaded, and a Focus selector highlights events missing personnel or resources. Self-paced (LMS) events do not appear on the board.

Rescheduling events

Drag an event horizontally to move it to a different day. The whole event moves: every session shifts by the same number of days and keeps its time of day. While dragging, day cells shade green or red to preview whether the drop would create instructor or resource conflicts.

Session times cannot be edited in the Live Planner. To change the time of day of a session, edit the event itself.

Managing personnel and resources

In the Personnel and Resources views, dragging an event vertically to another row swaps the assignment: the event's instructor (in that role) or resource is replaced with the one belonging to the target row. A diagonal drag reschedules and reassigns in one motion.

Selecting an event opens its detail panel:

  • Details: event code, title, dates, and seats, with the lifecycle (draft to active) and location editable.
  • Personnel: per-session staff by role, with add, swap, and remove actions. People who lack a required qualification are marked.
  • Resources: per-session resource bookings, with add, swap, and remove actions.

Resolving issues

The issues bar summarizes four counts: missing personnel, events with no resources, double bookings, and availability clashes. The first three open guided resolution windows that suggest suitable people or resources for each gap, which you can accept individually or apply in bulk. Suggestions consider availability, workload, and workplace.

Accepted resolutions become pending changes like any other edit and are applied when you save.

Reading the indicators

Event blocks are colored by state: gray for draft, green for active and ready, amber when the event has issues, and a red border when an active event is missing required fields. Icons on the block identify the issue types, and hovering lists them.

Detected issues include double-booked instructors, instructor absences and holidays, missing qualifications, double-booked resources, missing personnel against the template's requirements, and events with no resource bookings. Two sessions that run back to back, one ending exactly when the next starts, do not conflict.

Indicators are advisory. The Live Planner never blocks saving because of a conflict; resolving them before you save is up to you.

Saving changes

Edits apply to the board immediately but are held as pending changes. Selecting Save opens a review list of every pending change, grouped by event, before anything is sent. On confirmation the changes are applied to your instance in order.

If some changes fail, the successful ones remain applied, the failed ones stay pending, and you can retry. Revert reloads the board and discards all unsaved changes without confirmation, so save before stepping away.

Beta limitations

  • Events cannot be created or deleted in the Live Planner; create events in the Scheduler or the TMS first.
  • Session times cannot be edited, only whole-event day moves.
  • Seats and the event date range in the detail panel are read-only, and an event's location can be changed but not cleared.
  • Resource quantities and room capacity are not checked; the no-resources indicator clears as soon as one booking exists.
  • Saving is not transactional: a partial failure leaves the successful changes applied.
  • Fill-rate and missing-field indicators are informational only.

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