Schedules | Creating a Trainer-led Schedule as Admin

A trainer-led schedule is used when your course runs on specific dates and times with a trainer assigned (e.g. classroom or live online training).

When to Use This

Use this when creating a course that runs on fixed dates with a trainer, location, and defined timeslots.

Create a Schedule

1. Log in as an admin

2. Navigate to Courses > Schedules

3. Click Add Schedule

The schedule setup screen will open.

Step 1: Summary Tab

Populate the key details for your schedule:

• Schedule Title
  Internal only—use clear naming as this is searchable

• Course
  Select the course this schedule belongs to - you created the course already - follow user guide here on creating a course

• Location / Sub-location

  • Select a physical location (e.g. Training Centre > Room 1) - adding locations, follow user guide here

  • OR enter an Online Meeting Link - enter the meeting link external url

• Trainer
  Select from the dropdown (must exist as a trainer contact)
  

• Delivery Mode
  Select: Classroom / Blended / Online
  Tip - useful later for reporting or altering automated emails based on delivery mode.

• Learning Mode
  Select Trainer-Led (this enables timeslots)

• Certification Duration
  Enter number of days (used for expiry tracking) eg 1 year = 365, 2 years 730 (don’t forget leap years)

• Schedule Note
  Add joining instructions or important info (this populates into emails to booker/student) - full user guide here on Schedule Note

Note: You do not need to save before moving to the next tab.

Step 2: Timeslots Tab

This is where you define the actual course dates and times.

Timeslots control:

• Dates

• Start and end times

• Trainer - leave blank default added on the summary

• Location - leave blank default added on the summary
  

  

Option A: One-Off Schedule

• Set Repeat = None

• Manually select dates on the calendar

• Enter:

  • Start time

  • End time

  • Trainer

  • Location

Option B: Repeating Schedule (if enabled)

• Set Repeat = Custom

• Select days of the week (e.g. Monday)

• Click into each selected day

• Add:

  • Start time / End time

  • Trainer

  • Location

• Set Start Date and End Date

• Click Generate Timeslots

• Review and select required dates

Note: Time format is 24-hour (e.g. 13:00 = 1pm)

Step 3: Booking Tab

Define how users can book the schedule:

• Book on Website
  Enable to make the schedule visible online

• Show Timeslots on Frontend
  Disable if you have a high number of timeslots

• Show Timeslots in Cart
  Same logic as above

• Group Booking
  Enable to allow bookings with multiple delegates

• Max Capacity
  Set total number of spaces

  • If set to 0 → waitlist will show
    

    

Step 4: Fees Tab

Set pricing and payment options:

• Fees Required
  Enable to charge for the course - disable if free

• Charge per Delegate

  • ON → price per person

  • OFF → fixed price (used for private/in-company bookings, see full user guide here)

• Web Payment Options
  Select:

  • Invoice

  • Credit Card

  • Sales Quote (optional) - add on feature

• Fee
  Enter price

Save the Schedule

Click Save once all tabs are complete.

Outcome

• The schedule is created with a unique ID

• Timeslots are added to the timetable

• Bookings can now be created

• Schedule can be duplicated if needed

• If Book on Website = Yes, it will appear on your website

Important Notes

• You must select Trainer-Led to enable timeslots

• Always complete Timeslots before saving

• Ensure pricing is correct before going live

• Trainer must exist as a contact to be selectable

Recommended Tips

• Use consistent naming for schedules (e.g. “Manual Handling – May 2026”)

• Double-check timeslots—this is the most common source of errors

• Review the schedule on the frontend after saving to confirm visibility