Purpose: This article explains the Calendar, an alpha drag-and-drop planning board for events that already exist. Use it to rearrange scheduled events, fix personnel and resource assignments, and clear scheduling issues visually, with conflicts recalculated as you work.
Alpha notice: the Calendar 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 Calendar?
- Open the Calendar
- The board at a glance
- The three views
- Reading the board
- Choosing what you see
- Rescheduling an event
- Reassigning personnel and resources
- The event detail panel
- Clearing issues in bulk
- Saving and reverting
- Alpha limitations
What is the Calendar?
The Calendar 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 an event's lifecycle, all in one view. Conflicts such as double-booked instructors or resources are detected as you make changes, and nothing reaches your instance until you review and save.
It complements the Scheduler: the Scheduler plans and creates events from a course plan, while the Calendar rearranges and repairs events that already exist.
Open the Calendar
Select Training > Calendar in the main menu. The menu item is marked with a purple ALPHA badge, and is available from 30 August 2026.
The Calendar is permission-controlled, so the menu item appears only for roles that have been granted it:
- Calendar - View opens the Calendar. Without it the menu item is hidden.
- Calendar - Edit allows changes to be made and saved. With view but not edit you get the full Calendar in read-only form: every view, filter and issue count works, but nothing can be dragged, edited or saved.
Neither permission is granted to any role to begin with, so an administrator needs to add them to the relevant roles before your team can open it. If you cannot see the menu item, that is the first thing to check.
An "Experimental Feature" notice appears once per browser session as a reminder of the tool's alpha status.
The board at a glance
The controls sit in three bands above the grid:
-
Top band — the window you are looking at (for example
1 Sep → 7 Sep 2026), the zoom stepper, the Save button, the ? legend, and the settings gear. The window label is read-only; you change the window in the Filters panel. - Middle band — the Courses / Personnel / Resources view tabs, the Filters button, and (in Courses view) Sort.
- Bottom band — the Focus selector and the Issues counts.
Below them, the left column lists the rows and the right side is the timeline, one column per day. The two scroll together. Drag the divider between them to resize the left column, or use the small tab to hide it and give the grid the full width.
Zoom has seven steps and is applied immediately without reloading, so you can go from a narrow overview to wide, fully labeled blocks. The gear controls which text appears: Code and Title in the left column, and Code, Title, Location, Time and Personnel on the event blocks themselves. Each extra line makes the rows taller.
The three views
The three tabs group the same events three ways. The view decides what a row means, what a block covers, and what dragging does.
Courses (default) groups events by course template, one row per event, with a single block spanning the whole event. Rows keep their loaded order even after you move an event, so nothing jumps around under your cursor; Sort re-orders them by start date when you want it.
Personnel has a group per staff role and a row per person in that role, so somebody covering two roles appears under each. The left column shows their total scheduled hours in the window. Each block is one session that person holds in that role, so the gaps between blocks are real gaps — the days they are free.
Everyone who holds a role gets a row, including people with nothing booked. That is deliberate: a person with no row is a person you cannot drag work onto.
Resources has a group per resource type and a row per resource, with one block per session that books it.
Events with no personnel do not appear in Personnel view, and events with no resource bookings do not appear in Resources view — they are still on the board in Courses view. The reverse is not true: an unbooked resource, and a role-holder with nothing scheduled, both still get a row.
Reading the board
Select the ? in the top band for the legend, which lists the full color and icon language:
Blocks are colored by lifecycle and readiness, not by course:
- Draft — gray with a dashed border, whatever else is true of it.
- Active, ready — green.
- Active, has issues — amber.
- Active, missing required fields — green with a red border, meaning the event has no conflicts but a required field is empty.
Icons on the block name the issue types, and hovering lists them in full along with the dates, times, status and assigned personnel:
Some further cues are worth knowing:
-
‹and›markers mean the event starts before, or continues past, the window you are looking at. Widen the window to see the rest of it. - Two blocks sharing one column, each half width, are two sessions on the same day — either two sessions of one event, or the double-booking of a person or resource.
- In Personnel and Resources view, hovering a block dims the others and rings every block of the same event, across every row that holds it, so you can see at a glance who and what an event occupies. Courses view needs no such cue, because each event is a single block there.
- Gray day cells are weekends and your company's non-working days; in Personnel view a person's holidays are gray and their other absences are shown with a hatched pattern.
Indicators are advisory. The Calendar never blocks saving because of a conflict; whether to resolve one first is your call.
Choosing what you see
Three separate mechanisms, each doing a different job.
Filters (the button in the middle band) decides which events are loaded, and holds the window: start date, an optional end date, and the range presets 1W, 2W, 1M, 3M and 6M. Under those sit course categories, locations, companies and regions.
Nothing is fetched while you are choosing. Everything here is a draft until you select Apply, which is the only thing that reloads the board — so setting a date no longer reloads on every keystroke. The badge on the Filters button counts the active category, location, company and region filters; the window is not counted, because it is always set and already spelled out in the header. If you have unsaved changes, applying warns you first, because reloading discards them.
An end date replaces the range preset rather than extending it, so a date earlier than the preset would reach shortens the window. The panel's Clear resets the filters but deliberately leaves the start date alone.
List filters narrow which of the loaded rows are drawn. They live in their own drawer under the header, labeled Personnel filters or Resource filters depending on the view, and are hidden in Courses view — course rows are grouped by template, so there is no list to narrow.
- Personnel view — Role, Workplace, Account, Qualification and People. Empty means everyone, and they combine, so a person must match all of them. Qualification is conjunctive too: a person must hold every qualification you pick, judged valid across the window rather than merely valid today. Account, Qualification and People are type-to-search rather than long dropdowns.
- Resources view — Type and Resource location. Resource location starts from the locations chosen in Filters, because an event's location and its resources' locations usually coincide.
Active filters show as chips you can remove individually, or clear at once with Clear all. List filters are not remembered between sessions; the Filters panel's choices are.
Focus dims rather than hides. Choose Missing personnel or No resources and every block without that problem fades, with the rows staying exactly where they are.
Rescheduling an event
Drag an event sideways in Courses view to move it to different days. The whole event moves: every session shifts by the same number of days and keeps its time of day. As you drag, the day cells preview the landing spot — green where the dates are clear, red where the move would double-book a person or a resource, or land a session in an absence.
Two things to know:
- Rescheduling is Courses view only. In Personnel and Resources view, dragging moves work between rows instead, and never changes dates.
-
An event pinned to the left edge with a
‹cannot be dragged earlier, because it already started before the window. Set an earlier start date in Filters and it becomes draggable again.
Session times cannot be edited in the Calendar. To change the time of day of a session, edit the event itself.
Reassigning personnel and resources
In Personnel and Resources view, drag a block up or down onto another row. A blue band marks the lane you are moving within, and the target row tints blue.
What lands is scoped to the single session you dragged, not the whole event — the other sessions stay with whoever holds them. Within the same role group the assignment is swapped and the role preserved; drop onto a row in a different role group and the person is removed from that session and added in the new role instead. Dropping onto somebody already on that session is refused with a message: being on another day of the same event is normal cover, not a clash.
In Resources view, a drop moves every booking of that resource on the dragged session, so a session that booked the same resource twice does not end up split across the old row and the new one.
To reassign a whole event at once, use the detail panel or the issues windows rather than dragging.
The event detail panel
Select any block to open its detail panel. The tabs carry a count of the issues in their category, and the heading links through to the event in the main app.
Details shows the code, course, dates, times, type and seats, along with the location and its address, the venue, and — where the event has one — a read-only Virtual Classroom block giving the provider, meeting link and host. The Calendar never edits the virtual classroom; if removing personnel would change the meeting host, it warns you to check the link after saving. Editable here are the status, which moves between draft and active in either direction, and the location, which can be changed but not cleared.
Personnel lists each session's staff grouped by role, with add, swap and remove.
Adding or swapping opens a picker that shows who is eligible, with their availability, and lets you widen the search from Qualified only to exceptions or everyone, change the role, and turn off the workplace-match preference.
Anyone lacking a qualification the event requires is flagged, and the event's meeting host is marked. The Apply to all required sessions checkbox, on by default, decides whether a swap covers every session the role is required on or only the one in front of you.
Every edit follows the same loop — pick somebody, see them land on the session, and see the Save button come alive with work waiting to be applied:
Resources works the same way per session, and can also browse resources of any type, not only the ones the event requires.
Two things surprise people:
- There is no save-and-close. Every action here is applied to the board and held as a pending change straight away; closing the panel does not undo it. Use Revert for that.
- Cancelled sessions are not shown at all — not in the tabs, not in the dates, and not in the conflicts.
Clearing issues in bulk
The Issues band counts five categories: Missing Personnel, Unqualified, No Resources, Double Bookings and Availability. Three of them open a guided window; Unqualified and Availability are counters only, so those you resolve by hand from the detail panel.
Each window lists the problems, suggests a fix for each, and lets you accept it, override it with your own pick, or undo it. Resolve All accepts every suggestion that exists.
Slots are grouped by event, each showing the role, how many of that role are still needed, and any qualification the course template requires. Where nobody suitable is free, the slot says so rather than offering a name, and Browse opens the picker so you can widen the search yourself.
Suggestions are more than a name-match. For personnel, a candidate must hold the required role, hold every qualification the event requires — valid for the whole event, not just today — be free of absences over those sessions, and not already be booked against an overlapping session. Among those who qualify, the Calendar prefers a workplace matching the event's location and then the lightest workload, so repeated use spreads work rather than piling it on one person. For resources it prefers those with no overlapping booking and enough capacity for the class, and Balance utilization breaks ties towards the least-booked.
The Double Bookings window has an Instructors tab and a Resources tab, and shows both sides of each clash together, offering Replace or Remove on either one. As you stage fixes it keeps track of what you have freed up, so somebody you have just removed from one event is offered as available for the other.
Nothing here is applied until you select Save Assignments, and closing the window discards what you staged. Accepted fixes then become ordinary pending changes, applied when you save the board.
Saving and reverting
Edits appear on the board immediately but are held as pending changes. The button in the top band changes from Saved to an active Save; selecting it opens a review list of every pending change, grouped by event, with the count on the confirming button.
Confirming applies them to your instance one at a time, in the order you made them, and then reloads the board so what you see comes from the server.
Saving is not all-or-nothing. If some changes fail, the ones that already succeeded stay applied, the failed ones stay pending with the error, and you can retry them. Revert reloads the board and discards every unsaved change without asking for confirmation, so save before you step away.
Alpha limitations
- Events cannot be created or deleted in the Calendar; create events in the Scheduler or the TMS first.
- Session times cannot be edited, only whole-event day moves, and only in Courses view.
- An event that started before the window cannot be dragged earlier until you widen the window.
- Seats and the event date range in the detail panel are read-only, and an event's location can be changed but not cleared.
- The virtual classroom is read-only, including its meeting host.
- Unqualified and Availability issues have no guided fix; resolve them from the detail panel.
- Resource quantities and room capacity are not enforced; the no-resources indicator clears as soon as one booking exists.
- Saving is not transactional: a partial failure leaves the successful changes applied.
- Self-paced (LMS) events and cancelled events never appear, and cancelled sessions are ignored throughout.
- Fill-rate and missing-field indicators are informational only.