What it does
Scheduling turns a session into one or more calendar occurrences, each with a date, start and end times, a venue, an optional section name, and an instructor. Each occurrence can be marked required attendance, published or held back as a draft, and is checked for overlaps with other occurrences before you save.
Who it's for
Program administrators and coordinators who own the program calendar. Learners and faculty see published occurrences reflected in their own schedule views.
How it works
Occurrences. From a course's schedule view, open the schedule sheet for a session to add or edit an occurrence. A single session can have many — for example, the same lab repeated for different sections. Creating one also offers a one-click option to duplicate the same date one week later, useful for recurring sessions.
Publish control. Occurrences have a published flag, set with the Publish after save checkbox in the sheet. Unpublished occurrences let you build the calendar as a draft before learners see it. Course lists surface schedule status per course — unscheduled, partially scheduled, fully scheduled, and whether unpublished or incomplete occurrences remain.
Conflict warnings. When you save, the platform checks the same date and time window for collisions across venues, speakers, and assigned groups or individuals. These surface as warnings that name the conflicting resource — they inform you rather than block the save.
Speakers and audience. Multiple named speakers and a group/individual audience, beyond the single Instructor field, come from the curriculum CSV import rather than this sheet — see the import and export article for those columns.
Batch scheduling. The batch tool lets you create occurrences for several sessions in one pass, using quick templates and a shared start date and time, instead of opening the sheet session by session.
Before you start
Open the session's course first — occurrences are created from a session's schedule view.
Decide whether the occurrence should publish immediately or stay as a draft.
Do this
Open a session's schedule page and select Add Schedule → the Add Schedule sheet opens.
In the sheet, pick the Date (required), then set Start Time and End Time → confirm each field shows your entry.
In the sheet, enter Venue and an optional Schedule section name to tell sections apart → confirm the fields show your entries.
In the sheet, enter an Instructor name if one person should be shown against this occurrence → confirm the field shows the name.
In the sheet, leave Required attendance checked for a mandatory occurrence, or uncheck it for optional → confirm the checkbox matches your choice.
In the sheet, check Publish after save if learners should see this occurrence right away, or leave it unchecked to keep it a draft → confirm the checkbox matches your choice.
Select Add Schedule at the bottom of the sheet → you should return to the session's schedule page and see the new occurrence, with a conflict warning banner if it overlaps another booking.
You're done when
✓ The occurrence appears on the session's schedule view with the date, time, and venue you set.
✓ A published occurrence shows on learner and faculty schedule views; an unpublished one does not.
✓ Any conflict warning names the specific venue, speaker, or audience it collides with.
Boundaries and limits
Conflict detection produces warnings, not hard blocks — you can knowingly save an overlapping occurrence.
Venue matching in conflict checks is by venue name text; two spellings of the same room count as different venues.
The Instructor field is a single free-text name. Multiple named speakers with roles, and a group/individual audience, are set through curriculum import, not this sheet.
Publish state is per occurrence, not per session — publishing one occurrence doesn't publish its siblings.
An occurrence requires a date; start time, end time, venue, and section are validated but not all required. End time must be later than start time when both are set.
Common questions
Q: Can I stop learners from seeing the calendar while I'm still building it? A: Yes. Leave Publish after save unchecked while drafting, then publish when the calendar is ready.
Q: Does the platform block me from double-booking a room? A: It warns you when you save — naming the venue, speaker, or group already in that window — but it does not prevent you from saving if the overlap is intentional.
Q: How do I schedule the same session for two different sections at different times? A: Create two occurrences of the session, giving each its own date/time and Schedule section name.
Q: How do I list more than one speaker on an occurrence? A: The schedule sheet only takes one Instructor name. Multiple speakers with roles are set through curriculum import — see the import and export article.
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