Training Schedules — Training Manager Guide

Purpose A Training Schedule is a specific batch/session of a Training Program. It defines when, where, and by whom a training will be conducted. Once a schedule is created, Institute Heads can nominate their staff for it.

Schedule Lifecycle Flow

flowchart TD A([Training Manager]) --> B[Create Schedule] B --> C[Select Program + Batch Number] C --> D[Set Dates, Times, Venue] D --> E[Select Training Institute as Venue] E --> F[Schedule Status: PLANNED] F --> G[Institute Heads Nominate Staff] G --> H[Training Manager Approves Nominations] H --> I{Training Starts} I --> J[Status changes to ONGOING] J --> K[Attendance Marked Daily] K --> L{Training Ends} L --> M[Status → COMPLETED] M --> N[Certificates Generated]

Schedules List Screen

Screenshot: Training Schedules List
URL: /training/schedules/

1Filter Bar — Filter by Program, Status (Planned/Ongoing/Completed), or search by keyword/batch number.

2Schedule Row — Shows Program Title, Batch #, Start/End Dates, Venue, Approved Participants count, Status badge.

3+ Create Schedule button — Only visible to Training Manager role.

4Status Badges — PLANNED (blue), ONGOING (green), COMPLETED (gray), CANCELLED (red).

How to Create a Training Schedule

1
Go to Training Schedules
Click Training → Schedules in the sidebar, then click + Create Schedule.
2
Select the Training Program
Choose a program from the dropdown. Only ACTIVE programs appear. The schedule is linked to this program.
3
Set the Batch Number
Enter the batch number (e.g., Batch 1, 2025-01). This helps distinguish multiple sessions of the same program.
4
Set Dates and Times
Use the date picker to set Start Date and End Date. Then set Start Time and End Time for each day. The system validates that start date is before end date.
⚠ The system will warn you if your dates conflict with another schedule at the same venue.
5
Select Venue (Training Institute)
The Venue dropdown lists all active Training Institutes. Select the institute that will host this training. The system automatically links it as the Assigned Institute.
6
Select Conducting Organization
Select who conducts the training from the dropdown. If not in the list, choose Other Organization and type the name in the text field that appears.
7
Fill Facilitator Details
Enter the facilitator's name, qualification, email, and phone. These details appear on the schedule detail and participant sheets.
8
Set Participant Limits & Facilities
Enter Max Participants. Toggle checkboxes for: Training Materials Provided, Accommodation Provided, Food Provided, Transport Provided.
9
Save Schedule
Click Create Schedule. The system auto-generates an Order Number. A notification is sent to the assigned training institute.
✅ Status is automatically set to PLANNED on creation.

Schedule Form — Field Reference

Field	Required	Notes
Training Program	Required	Select from ACTIVE programs only
Batch Number	Required	Free text — used to identify the batch
Start Date / End Date	Required	Start must be before or equal to End
Start Time / End Time	Required	Daily session times
Venue (Training Institute)	Required	Dropdown of active Training Institutes
Venue Address	Optional	Full address if needed
Venue Capacity	Optional	Physical capacity of the venue
Conducted By	Optional	Dropdown of Conducting Organizations + "Other"
Facilitator Name/Email/Phone	Optional	Individual trainer contact details
Max Participants	Optional	Limits nominations accepted for this schedule
Facilities (Material/Food/etc.)	Optional	Checkboxes — informational only
Cost Per Participant / Total Budget	Optional	Financial tracking fields
Notes	Optional	Internal notes visible to Training Manager only

Schedule Status Reference

Status	Meaning	Who Can Change
PLANNED	Schedule created, nominations open	Auto-set on creation
ONGOING	Training is currently running	Training Manager (edit)
COMPLETED	Training finished, certificates can be issued	Training Manager (edit)
CANCELLED	Training cancelled — reason required	Training Manager (edit)

Conflict Detection

The system checks for venue conflicts. If another schedule already uses the same venue during your requested dates, a warning message appears. You can proceed but should verify with the venue.

Auto-Notification

When a schedule is assigned to a Training Institute, the system automatically sends a notification to the institute's representative user account.

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