> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Calendar

> Schedule and manage theory courses, ground school, and classroom training

# 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-theory-calendar.png" alt="Theory calendar showing scheduled courses" />
</Frame>

## 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

<CardGroup cols={2}>
  <Card title="Course Scheduling" icon="calendar">
    Schedule theory courses with specific dates, times, locations, and instructors. Set up recurring courses.
  </Card>

  <Card title="Multiple Views" icon="layout-grid">
    View calendar in month, week, day, or list format. Switch views to see different time perspectives.
  </Card>

  <Card title="Student Enrollment" icon="users">
    Enroll students in courses. Track who's registered and manage course capacity.
  </Card>

  <Card title="Attendance Tracking" icon="check-circle">
    Record and track student attendance for each course session.
  </Card>

  <Card title="Instructor Assignment" icon="user-check">
    Assign instructors to courses. View instructor schedules and availability.
  </Card>

  <Card title="Course Types" icon="book">
    Support for different course types: Ground School, Exams, Briefings, Seminars, and more.
  </Card>
</CardGroup>

## Getting Started

<Steps>
  <Step title="Access Theory Calendar">
    Navigate to **Flight School** → **Calendar** from your dashboard sidebar.
  </Step>

  <Step title="View Calendar">
    See scheduled theory courses:

    * Current month view (default)
    * Color-coded by course type
    * Instructor assignments visible
    * Student enrollment counts

    <Frame caption="Theory calendar view">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-view.png" alt="Calendar showing theory courses" />
    </Frame>
  </Step>

  <Step title="Switch Views">
    Change calendar view:

    * **Month** - See entire month
    * **Week** - Detailed weekly view
    * **Day** - Single day focus
    * **List** - Chronological list
  </Step>
</Steps>

## Creating Theory Courses

### Basic Course Creation

<Steps>
  <Step title="Create New Course">
    Click **New Course** or click on a time slot in the calendar.
  </Step>

  <Step title="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

    <Frame caption="Create course form">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-create-course.png" alt="Form for creating a theory course" />
    </Frame>
  </Step>

  <Step title="Assign Instructor">
    Select instructor:

    * Choose from available instructors
    * See instructor availability
    * Assign primary instructor
    * Add co-instructors (if applicable)
  </Step>

  <Step title="Set Capacity">
    Define course capacity:

    * Maximum students
    * Minimum students (for course to run)
    * Waitlist enabled (optional)
  </Step>

  <Step title="Link to Training Program">
    Optionally link to training program:

    * Select program
    * Link to specific module
    * Course appears in program curriculum
  </Step>

  <Step title="Save Course">
    Save the course. It appears on the calendar and is available for student enrollment.
  </Step>
</Steps>

### Recurring Courses

<Steps>
  <Step title="Enable Recurrence">
    When creating a course, enable **Recurring Course**.
  </Step>

  <Step title="Set Recurrence Pattern">
    Choose pattern:

    * **Weekly** - Same day each week
    * **Bi-weekly** - Every two weeks
    * **Monthly** - Same date each month
    * **Custom** - Other patterns
  </Step>

  <Step title="Set End Date">
    Define when recurrence ends:

    * After X occurrences
    * On specific date
    * No end date (ongoing)
  </Step>

  <Step title="Save Recurring Series">
    Save. All occurrences are created automatically.

    <Note>
      You can edit individual occurrences or the entire series. Changes to one occurrence don't affect others unless you update the series.
    </Note>
  </Step>
</Steps>

## 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

<Steps>
  <Step title="Open Course">
    Click on a course in the calendar to view details.
  </Step>

  <Step title="Enroll Students">
    Click **Enroll Students** or **Manage Enrollment**.
  </Step>

  <Step title="Select Students">
    Choose students to enroll:

    * Search by name
    * Filter by training program
    * Select multiple students
    * Check capacity limits
  </Step>

  <Step title="Confirm Enrollment">
    Review enrollment:

    * Verify students are eligible
    * Check course capacity
    * Confirm enrollment
  </Step>

  <Step title="Send Notifications">
    Optionally notify students:

    * Course details
    * Date and time
    * Location
    * Preparation requirements
  </Step>
</Steps>

### Enrollment Management

<AccordionGroup>
  <Accordion title="View Enrolled Students">
    See who's enrolled:

    * Student list
    * Enrollment status
    * Attendance history
    * Contact information
  </Accordion>

  <Accordion title="Waitlist Management">
    If course is full:

    * Add students to waitlist
    * Automatic enrollment if space opens
    * Notify waitlisted students
    * Manage waitlist priority
  </Accordion>

  <Accordion title="Cancel Enrollment">
    Remove students from course:

    * Individual cancellation
    * Bulk cancellation
    * Automatic waitlist enrollment
    * Send cancellation notice
  </Accordion>
</AccordionGroup>

## Attendance Tracking

### Recording Attendance

<Steps>
  <Step title="Open Course Session">
    On the course date, open the course details.
  </Step>

  <Step title="Mark Attendance">
    Click **Take Attendance** or **Mark Attendance**.
  </Step>

  <Step title="Record Status">
    For each enrolled student:

    * **Present** - Attended the session
    * **Absent** - Did not attend
    * **Late** - Arrived late
    * **Excused** - Absence excused
  </Step>

  <Step title="Save Attendance">
    Save attendance records. System updates student records automatically.

    <Info>
      Attendance records are important for compliance and tracking student participation.
    </Info>
  </Step>
</Steps>

### 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

<Frame caption="Attendance tracking">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-attendance.png" alt="Attendance recording interface" />
</Frame>

## 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

<Frame caption="Calendar filters">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-calendar-filters.png" alt="Filter options for calendar" />
</Frame>

## Best Practices

<Steps>
  <Step title="Schedule in Advance">
    Schedule courses well ahead of time. This helps with instructor and student planning.
  </Step>

  <Step title="Use Consistent Naming">
    Establish naming conventions for courses. Makes them easier to find and understand.
  </Step>

  <Step title="Set Appropriate Capacity">
    Set realistic capacity limits based on classroom size and teaching methods.
  </Step>

  <Step title="Track Attendance Regularly">
    Record attendance immediately after each session. Don't let it accumulate.
  </Step>

  <Step title="Link to Programs">
    Link courses to training programs when applicable. This helps track curriculum completion.
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="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
  </Accordion>

  <Accordion title="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
  </Accordion>

  <Accordion title="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
  </Accordion>
</AccordionGroup>

## Related Documentation

* [Flight School Overview](/school/overview) - Learn about Flight School module
* [Training Programs](/school/training) - Link courses to programs
* [Students](/school/students) - Manage student enrollment
* [My Training](/school/my-training) - Instructor view of assigned courses