updated
2 minute read

Real-time Calendar Sync for Instructors in Administrate

Rob Walz

Content Marketing Director

John and JJ promote instructor sync in Administrate

Administrate’s Training Management System is designed to help large enterprises manage the complex logistics of classroom training. Our platform excels in planning, templating, and scheduling training sessions, saving significant time and reducing errors. One of the toughest part of in-person training is… the person part.

Managing instructors can be a huge effort for training teams, who often have to resort to juggling a couple of spreadsheets, calendars, and communications from email, Slack, or text.

Administrate can automate all of this for you, syncing multiple calendars together and showing you conflicts with instructors, facilities, resources and more at a glance.

Illustration of a Medical Imaging Training Q1 schedule in Administrate's Scheduler, showing resource and room assignments for MRI Simulation Labs in January. The schedule lists four labs: Atlanta, Boston, Edison, and Las Vegas, with a conflict warning in Boston Lab on January 5th. A hand cursor is dragging an assignment within the schedule and the interface is showing where there are already conflicts. At the same time, calendar information is overlaid with an image of the instructor who has the conflict and his calendar showing that he is out of office on the original day, but free on the second day.

Coordinate Instructor Availability Across Regions

When scheduling an instructor, the system now displays a list of available instructors who are qualified and located in the correct region. Instructors with existing conflicts are highlighted to prevent double-booking and ensure smooth scheduling.

More Below

Microsoft and Google Calendar Integration

To provide the most accurate availability information, Administrate allows syncing instructor calendars directly into the system.

Illustration of Administrate's UI for listing instructors with their connection statuses, names, and last synchronization status.

Administrate currently supports both Microsoft Outlook and Google Calendar, ensuring that administrators have real-time access to instructors’ schedules. The sync process is secure, using OAuth authentication, and respects privacy by only displaying busy status for private appointments.

Automate Scheduling Conflict in Real-time

The true power of the Instructor Sync feature lies in its real-time conflict resolution capabilities. When a conflict arises, the system immediately flags it and suggests alternative instructors who are available, qualified, and in the right location.

Administrate interface illustration showing displaying a list of instructors, their availability, and a prompt to replace one instructor with another.

Administrators can quickly replace the conflicted instructor with a suitable alternative, often with just one click, ensuring that training sessions proceed without disruption.

More Below

See it in action

Syncing calendars with Administrate isn’t just convenient: it’s one way Administrate customers turn training into a revenue driver.


Robert Walz is Content Marketing Director at Administrate.

Subscribe

Join thousands of training leaders around the world who have our content delivered straight to their inbox.

Instructor leads an ILT training course, smiling and addressing learners while standing at a whiteboard.