Theory 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.

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

See who’s enrolled:

• Student list
• Enrollment status
• Attendance history
• Contact information

Waitlist Management

If course is full:

• Add students to waitlist
• Automatic enrollment if space opens
• Notify waitlisted students
• Manage waitlist priority

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

• 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

• Verify course capacity isn’t full
• Check students are in correct training program
• Ensure students are organization members
• Verify enrollment permissions

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