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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.
Theory calendar showing scheduled courses

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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.

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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.

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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
Calendar showing theory courses
3

Switch Views

Change calendar view:
  • Month - See entire month
  • Week - Detailed weekly view
  • Day - Single day focus
  • List - Chronological list

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Creating Theory Courses

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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
Form for creating a theory course
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.

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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.

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Course Types

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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

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Exams

Written examinations:
  • Progress Exams - Mid-course assessments
  • Final Exams - End-of-course tests
  • Mock Exams - Practice examinations
  • Official Exams - Regulatory exams

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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

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Seminars

Specialized training sessions:
  • Safety Seminars - Safety training
  • Advanced Topics - Advanced subjects
  • Guest Speakers - External presentations
  • Workshops - Hands-on training

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Student Enrollment

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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

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Enrollment Management

See who’s enrolled:
  • Student list
  • Enrollment status
  • Attendance history
  • Contact information
If course is full:
  • Add students to waitlist
  • Automatic enrollment if space opens
  • Notify waitlisted students
  • Manage waitlist priority
Remove students from course:
  • Individual cancellation
  • Bulk cancellation
  • Automatic waitlist enrollment
  • Send cancellation notice

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Attendance Tracking

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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.

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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 recording interface

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Calendar Views

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Month View

See entire month:
  • All scheduled courses
  • Color-coded by type
  • Quick overview
  • Easy navigation

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Week View

Detailed weekly schedule:
  • Day-by-day breakdown
  • Time slots visible
  • Instructor assignments
  • Student counts

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Day View

Focus on single day:
  • Hour-by-hour schedule
  • Detailed course information
  • All courses for the day
  • Time conflicts visible

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List View

Chronological list:
  • Upcoming courses
  • Course details
  • Enrollment status
  • Easy to scan

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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 for courses:
  • By course name
  • By instructor name
  • By location
  • By training program
Filter options for calendar

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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.

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Troubleshooting

  • Check date range and filters
  • Verify course is saved
  • Ensure you have calendar access
  • Check if course was cancelled
  • Refresh the page
  • Verify course capacity isn’t full
  • Check students are in correct training program
  • Ensure students are organization members
  • Verify enrollment permissions
  • Check all fields are filled
  • Verify course date matches current date
  • Ensure you have permission to record attendance
  • Try refreshing and saving again