How to Use a Training Calendar to Schedule Training Sessions

Keeping training organized across different locations, roles, and time zones can be difficult when managing a remote or hybrid team. That’s where the Training Calendar in ProProfs Training Maker comes in.

It helps you:

• Plan and deliver live or in-person sessions without relying on scattered emails or spreadsheets

• Manage recurring compliance training or skill-based events more efficiently

• Keep learners informed with automated invites, reminders, and attendance tracking

• Support mixed learning formats by combining pre-recorded modules with scheduled live instruction

This tool offers a simple way to align instructors and learners, whether you’re training new hires, running refresher sessions, or hosting certification-based events.

The following screenshot provides the instructor’s view of different training sessions scheduled using the calendar.

Here’s what learners will see when training is scheduled through the calendar:

Meeting details show up after clicking Yes:

To create an event in the training calendar:

1. Go to More > Training Calendar in your training maker account.

2. Click on any date or use the “+ Create Event” button to schedule a session.

3. In the slider window, enter details, such as title, description, start date, and start & end time. You can also create recurring sessions. Also, you can choose to conduct the training virtually or in person.

Further, you can mention the event location, i.e., Google Meet or Zoom link (for virtual) or meeting/room address for in-person.

Lastly, you can add guests from your user list and also choose to set up an email reminder.

Once done, click Save.

4. When you save, a prompt to send an email invite to guests for training shows up. Click Send to send an invitation.

The email invitation will look like the one below, where guests can confirm attendance.

Learner’s View

4.1: Upon clicking “Confirm Attendance,” the learner will be redirected to the Stream section in their ProProfs Classroom account. They can approve their participation once again to find out the meeting details.

Admin/Instructor’s View

Instructors can access the training calendar to view reports on their training sessions and update an upcoming event anytime.

• Go to More > Training Calendar and select the event to view its report. Click View Report.

Here’s what the meeting report will look like.

Tips Based on Real Use Cases

• Add Zoom or Google Meet links directly in the event for easy access, especially when hosting virtual compliance sessions or walkthroughs.

• Schedule recurring sessions (e.g., every Friday) for onboarding cohorts or role-based refreshers.

• Use email reminders to reduce drop-off in attendance — this is particularly helpful for mobile-first teams.

• After the session, go to View Report to check attendance and manually update participation, if needed.

What Learners See

The event will appear in their Classroom Stream when a learner confirms attendance. They’ll see the full meeting details, including the location or video call link, and can confirm participation before the session starts.

This avoids confusion about timing, access, or where the session happens — especially when learners switch between virtual and in-person formats.

Admin View: Tracking & Reporting

Instructors can view upcoming sessions directly from the calendar and check who has accepted invites. After each session, you can review attendance and manually adjust it if needed — useful when someone joins late or attends without confirming.

You’ll find this under More > Training Calendar > View Report.

Final Notes

Whether you're rolling out critical compliance topics like DEIB or policy training or trying to simplify scheduling across multiple departments, the Training Calendar helps you stay organized without depending on third-party tools or manual reminders.

It’s built to work alongside the rest of your LMS — so you can blend structured live sessions with on-demand training, all from one dashboard.

And that's it! If you encounter any issues or questions, don't hesitate to contact our support team.