Theory Calendar
The Theory Calendar helps you schedule and manage classroom-based training including ground school courses, exams, briefings, and seminars. Coordinate instructor availability and track student attendance.
Overview
The Theory Calendar is specifically designed for scheduling and managing theory-based training. Unlike the general organization calendar, this calendar focuses on classroom courses, ground school sessions, exams, and briefings.Key Features
Course Scheduling
Schedule theory courses with specific dates, times, locations, and instructors. Set up recurring courses.
Multiple Views
View calendar in month, week, day, or list format. Switch views to see different time perspectives.
Student Enrollment
Enroll students in courses. Track who’s registered and manage course capacity.
Attendance Tracking
Record and track student attendance for each course session.
Instructor Assignment
Assign instructors to courses. View instructor schedules and availability.
Course Types
Support for different course types: Ground School, Exams, Briefings, Seminars, and more.
Getting Started
1
Access Theory Calendar
Navigate to Flight School → Calendar from your dashboard sidebar.
2
View Calendar
See scheduled theory courses:
- Current month view (default)
- Color-coded by course type
- Instructor assignments visible
- Student enrollment counts
Theory calendar view
3
Switch Views
Change calendar view:
- Month - See entire month
- Week - Detailed weekly view
- Day - Single day focus
- List - Chronological list
Creating Theory Courses
Basic Course Creation
1
Create New Course
Click New Course or click on a time slot in the calendar.
2
Enter Course Details
Provide course information:
- Course Name - e.g., “PPL Ground School - Aerodynamics”
- Course Type - Ground School, Exam, Briefing, Seminar
- Date & Time - Start and end times
- Location - Classroom or venue
- Description - Course content overview
Create course form
3
Assign Instructor
Select instructor:
- Choose from available instructors
- See instructor availability
- Assign primary instructor
- Add co-instructors (if applicable)
4
Set Capacity
Define course capacity:
- Maximum students
- Minimum students (for course to run)
- Waitlist enabled (optional)
5
Link to Training Program
Optionally link to training program:
- Select program
- Link to specific module
- Course appears in program curriculum
6
Save Course
Save the course. It appears on the calendar and is available for student enrollment.
Recurring Courses
1
Enable Recurrence
When creating a course, enable Recurring Course.
2
Set Recurrence Pattern
Choose pattern:
- Weekly - Same day each week
- Bi-weekly - Every two weeks
- Monthly - Same date each month
- Custom - Other patterns
3
Set End Date
Define when recurrence ends:
- After X occurrences
- On specific date
- No end date (ongoing)
4
Save Recurring Series
Save. All occurrences are created automatically.
You can edit individual occurrences or the entire series. Changes to one occurrence don’t affect others unless you update the series.
Course Types
Ground School
Classroom instruction courses:- Aerodynamics - Principles of flight
- Aircraft Systems - Aircraft systems and operations
- Navigation - Navigation and flight planning
- Meteorology - Weather and meteorology
- Regulations - Aviation regulations
- Other Topics - Additional ground school subjects
Exams
Written examinations:- Progress Exams - Mid-course assessments
- Final Exams - End-of-course tests
- Mock Exams - Practice examinations
- Official Exams - Regulatory exams
Briefings
Pre-flight and post-flight briefings:- Pre-Flight Briefings - Before flight sessions
- Post-Flight Debriefings - After flight sessions
- Safety Briefings - Safety-related briefings
- Operational Briefings - Operational updates
Seminars
Specialized training sessions:- Safety Seminars - Safety training
- Advanced Topics - Advanced subjects
- Guest Speakers - External presentations
- Workshops - Hands-on training
Student Enrollment
Enrolling Students
1
Open Course
Click on a course in the calendar to view details.
2
Enroll Students
Click Enroll Students or Manage Enrollment.
3
Select Students
Choose students to enroll:
- Search by name
- Filter by training program
- Select multiple students
- Check capacity limits
4
Confirm Enrollment
Review enrollment:
- Verify students are eligible
- Check course capacity
- Confirm enrollment
5
Send Notifications
Optionally notify students:
- Course details
- Date and time
- Location
- Preparation requirements
Enrollment Management
View Enrolled Students
View Enrolled Students
See who’s enrolled:
- Student list
- Enrollment status
- Attendance history
- Contact information
Waitlist Management
Waitlist Management
If course is full:
- Add students to waitlist
- Automatic enrollment if space opens
- Notify waitlisted students
- Manage waitlist priority
Cancel Enrollment
Cancel Enrollment
Remove students from course:
- Individual cancellation
- Bulk cancellation
- Automatic waitlist enrollment
- Send cancellation notice
Attendance Tracking
Recording Attendance
1
Open Course Session
On the course date, open the course details.
2
Mark Attendance
Click Take Attendance or Mark Attendance.
3
Record Status
For each enrolled student:
- Present - Attended the session
- Absent - Did not attend
- Late - Arrived late
- Excused - Absence excused
4
Save Attendance
Save attendance records. System updates student records automatically.
Attendance records are important for compliance and tracking student participation.
Attendance Reports
View attendance data:- Per Course - Attendance for specific course
- Per Student - Student’s attendance across courses
- Overall - Organization-wide attendance
- By Date Range - Attendance within period
Attendance tracking
Calendar Views
Month View
See entire month:- All scheduled courses
- Color-coded by type
- Quick overview
- Easy navigation
Week View
Detailed weekly schedule:- Day-by-day breakdown
- Time slots visible
- Instructor assignments
- Student counts
Day View
Focus on single day:- Hour-by-hour schedule
- Detailed course information
- All courses for the day
- Time conflicts visible
List View
Chronological list:- Upcoming courses
- Course details
- Enrollment status
- Easy to scan
Filtering and Search
Filter Options
Filter courses by:- Course Type - Ground School, Exam, etc.
- Instructor - Courses by specific instructor
- Training Program - Courses linked to programs
- Date Range - Courses within period
- Status - Upcoming, completed, cancelled
Search
Search for courses:- By course name
- By instructor name
- By location
- By training program
Calendar filters
Best Practices
1
Schedule in Advance
Schedule courses well ahead of time. This helps with instructor and student planning.
2
Use Consistent Naming
Establish naming conventions for courses. Makes them easier to find and understand.
3
Set Appropriate Capacity
Set realistic capacity limits based on classroom size and teaching methods.
4
Track Attendance Regularly
Record attendance immediately after each session. Don’t let it accumulate.
5
Link to Programs
Link courses to training programs when applicable. This helps track curriculum completion.
Troubleshooting
Course not appearing on calendar
Course not appearing on calendar
- Check date range and filters
- Verify course is saved
- Ensure you have calendar access
- Check if course was cancelled
- Refresh the page
Can't enroll students
Can't enroll students
- Verify course capacity isn’t full
- Check students are in correct training program
- Ensure students are organization members
- Verify enrollment permissions
Attendance not saving
Attendance not saving
- Check all fields are filled
- Verify course date matches current date
- Ensure you have permission to record attendance
- Try refreshing and saving again
Related Documentation
- Flight School Overview - Learn about Flight School module
- Training Programs - Link courses to programs
- Students - Manage student enrollment
- My Training - Instructor view of assigned courses