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Calendar Integration

Learn how to use calendar invitations to manage training session attendance and track student responses in Training Manager Web Edition.

Overview​

The calendar integration feature streamlines session attendance management by sending meeting invitations directly to students' email calendars. When students respond to these invitations, their responses automatically update in Training Manager, giving administrators real-time visibility into attendance intentions—all from a single location.

Benefits of Calendar Integration
  • Automated Updates: Student responses sync automatically to the session page
  • Centralized Management: View all attendance information in one place
  • Proactive Planning: Identify attendance issues before the session starts
  • Waitlist Optimization: Fill vacant spots quickly based on responses
  • Time Tracking: See when each student responded to invitations

How Calendar Integration Works​

The Invitation Process​

  1. Administrator Sends Invitation: From the session page, the administrator sends a calendar invitation to enrolled students
  2. Email Delivery: Students receive a meeting request in their email inbox with standard calendar controls
  3. Student Response: Students respond by clicking Yes, No, or Maybe in their email client
  4. Automatic Sync: The system processes responses and updates the student list in Training Manager
  5. Visual Feedback: Response status appears in the Calendar column with icons indicating acceptance, decline, or tentative status

Response Status Indicators​

Student List with Calendar Responses

The student list shows real-time calendar invitation responses, helping administrators manage attendance proactively.

Viewing Response Details

Hover your mouse over the calendar icon to see the date and time the student responded. This timestamp is especially helpful when managing waitlists to determine response order.

The Calendar column on the session page displays each student's response:

IconResponseMeaning
✉InvitedStudent has been invited
✓AcceptedStudent confirmed attendance
?TentativeStudent is unsure about attendance
✗DeclinedStudent cannot attend
—Not InvitedStudent has not been invited

Managing Sessions Based on Responses​

Accepted Responses​

When students accept:

  • Student indicates they plan to attend
  • No immediate action required
  • If student doesn't show up, update status to No Show after the session

Recommended Actions:

  • Monitor for actual attendance during the session
  • Update completion status after training concludes

Declined Responses​

When students decline:

  • Student cannot attend the scheduled session
  • Consider updating student status to Cancelled
  • Open spot becomes available for waitlist students

Recommended Actions:

  1. Update the student's status to Cancelled if appropriate
  2. Check for students on the waitlist
  3. Send calendar invitations to waitlist students
  4. Consider rescheduling the declining student to a future session

Tentative Responses​

When students respond tentatively:

  • Student is unsure about attendance
  • May indicate scheduling conflicts or uncertainty
  • Requires follow-up if session has a waitlist

Recommended Actions:

  • With Waitlist: Contact the student before the event to confirm attendance
  • Without Waitlist: Monitor for updated response closer to session date
  • Document any special circumstances in student notes

No Response​

When students don't respond:

  • Student may not have seen the invitation
  • Email client may not have sent a response
  • Cannot assume attendance or absence

Recommended Actions:

  • With Waitlist: Contact student to confirm attendance intentions
  • Critical Sessions: Follow up directly via phone or alternative email
  • After Session: If student doesn't attend, update status to No Show
Email Client Limitations

Some email clients may not send automatic responses if the student responds after a certain time period. If you don't see an expected response, consider contacting the student directly to confirm their attendance.

Step-by-Step: Sending Calendar Invitations​

Sending Initial Invitations​

  1. Open Session Details: Navigate to the session you want to manage
  2. Open Email Form: Click the Email button
  3. Select Recipients: Choose students to receive invitations
  4. Confirm Invitation: Review email content and the "Confirm Calendar Invitation" checkbox is checked
  5. Send: System sends meeting requests to students

Managing Waitlist with Calendar Responses​

Scenario: Student Declines and Waitlist Exists

  1. Identify Declined Response: Check Calendar column for declined invitations
  2. Update Student Status: Set declining student to Cancelled status
  3. Review Waitlist: Navigate to waitlist students for this session
  4. Select Replacement: Choose student(s) to invite from waitlist
  5. Send Invitation: Send calendar invitation to waitlist student
  6. Update Status: Change waitlist student status to Enrolled once accepted

Best Practices​

Proactive Session Management​

Before the Session:

  • Send invitations 1-2 weeks in advance when possible
  • Monitor responses daily as the session date approaches
  • Follow up on tentative responses 2-3 days before the session
  • Contact non-responders if the session has a waitlist

Day of Session:

  • Review final response status
  • Prepare for expected attendance based on acceptances
  • Note any tentative responses for check-in

Communication Strategy​

Effective Follow-Up:

  • Use phone calls for urgent confirmations
  • Send reminder emails to non-responders
  • Document all communication in student notes
  • Keep waitlist students informed of their status

Data Accuracy​

Maintaining Records:

  • Update student status based on actual attendance, not just calendar responses
  • Record no-shows even if student accepted invitation
  • Document reasons for cancellations when known
  • Use hover timestamps to track response patterns

Troubleshooting​

Common Issues​

Student Says They Responded, But Status Shows No Response:

  • Some email clients delay or fail to send responses
  • Contact student directly to confirm attendance
  • Manually update status if necessary
  • Document the situation in notes

Multiple Responses from Same Student:

  • System shows the most recent response
  • Hover over icon to see latest response timestamp
  • Most recent response reflects current intention

Calendar Invitation Not Received:

  • Verify student email address is correct
  • Check student spam/junk folders
  • Resend invitation if needed
  • Consider alternative communication method

Integration Impact​

Effects on Other Features​

Session Attendance:

  • Calendar responses inform but don't replace attendance tracking
  • Actual attendance must still be recorded after the session
  • Responses help predict attendance for planning purposes

Waitlist Management:

  • Declined responses trigger waitlist consideration
  • Response timing helps prioritize waitlist order
  • Tentative responses may warrant waitlist standby

Reporting:

  • No-show patterns can be analyzed

Calendar integration provides a powerful tool for proactive attendance management, helping administrators make informed decisions and optimize training session utilization.