Training Blocks

A training block is a recurring series that places sessions on the calendar automatically — for example, the third Saturday of every month. Each session starts as planned: it has a date, a time, and a place, and members can sign up right away. Before the session runs, the safety director decides what will be taught and who will teach it; the session then publishes and becomes an ordinary training event. Registration, attendance, results, ledger entries, topic credit and compliance all run on the existing training pipeline — a published session is just a training event.

What a block is

Concept	What it means
Series	The recurring block: a name, a recurrence rule, a campus (or the whole org), a capacity, and optional defaults.
Session	One occurrence. Starts Planned, becomes Published (a training event) or Cancelled.
Sign-up	A member’s hold on a planned session. Becomes a registration automatically when the session publishes.

A series places sessions on the calendar for the next six months (a daily job tops it up). Sessions you cancel or reschedule are never recreated — the series remembers the gap.

Creating a series

1. Go to Admin → Training → Series and choose New series. Coordinators are not shown the Admin menu; they open the series screen directly. See Roles & access.
2. Fill in the series:

Field	Required	Description
Series name	Yes	Shown on the calendar for every planned session (e.g. “Monthly Firearms Qualification”).
Campus	Yes	One campus, or Whole organization. A campus series is visible to everyone in the org and anyone can register; only that campus is notified.
Recurrence	Yes	Monthly (nth weekday) — e.g. the third Saturday — or Weekly.
Week of the month	Monthly only	First through Fifth. Fifth skips months that don’t have a fifth of that weekday.
Weekday	Yes	The day of the week the session falls on.
Start time	Yes	Local wall-clock time. A 9:00 session stays at 9:00 across a daylight-saving change.
Duration (min)	Yes	Length of each session; also the training hours credited.
Capacity	Yes	Seats per session. Enforced under a row lock, the same as ordinary registration.
Location	Optional	Where the session meets.
Default trainer (optional)	Optional	Pre-fills the trainer for every session. You can still change it per session.
First date	Yes	The first session’s date.
Last date (optional)	Optional	Stop generating sessions after this date. Leave blank for an open-ended series.

3. Click Create series. Sessions for the next six months appear on the calendar immediately, each shown as “Topic to be announced”.

Skipped-month and daylight-saving warnings

When you save a series (or edit one), the screen warns about two things:

• Skipped months — for a “Fifth Saturday” series, the months in the next twelve that have no fifth Saturday are listed. The session simply does not run in those months.
• Daylight-saving conflicts — if a session’s start time falls inside a spring-forward gap (a time that does not exist, for example 02:30 on a daylight-saving start day) or a fall-back fold (an ambiguous wall time that occurs twice, for example 01:30 on a daylight-saving end day), that date is listed. The session is not placed on the calendar for that date; review the series start time if that is not what you want.

The series is still saved when warnings appear. Read them and adjust the start time or recurrence if needed.

The sessions list

Open a series to see its sessions. On a desktop the sessions are a table, and that table is not shown on a phone. On a phone each session is a card. Expand the card to read the topic, the trainer, and the location. The actions for that session sit beneath the card and stay reachable without expanding it.

Column	What it shows
Date / time	The session date and the start–end time. Cancelled sessions show the cancellation reason. On a phone this is the card header.
Topic / trainer	The topic name once published; “Topic to be announced” while planned; “Topics set” if topics were chosen but not yet published. The trainer, and the location if set. On a phone these are inside the expanded card.
Sign-ups	Sign-up count while planned; “registered” count once published.
Status	Planned, Published, or Cancelled. A session moved off its original date shows a moved tag.
Actions	A menu per row on the desktop table. On a phone the same menu is the Actions button beneath the card.

Use the checkbox beside a cancellable session to select several, then Cancel selected.

Planning a session

Open a Planned session and choose Plan session.

Topics

Pick one of:

• Pick an existing training — choose a definition from the catalog. Its primary instructor is offered as the default trainer.
• Pick topics from the list — check one or more topics (up to twenty). The first topic you check is the primary by default; the primary is what compliance credit is recorded against. You can mark a different one as primary. The primary must be one of the chosen topics.
• Leave topics unset — a partial save. The session stays planned.

Trainer

Choose a trainer from the instructor catalog. Org Admins and Safety Leadership can also Add a trainer inline — this creates a new catalog instructor without leaving the planning screen. The inline form requires the same six fields as the catalog: first name, last name, email, phone, short description, and bio.

Partial save vs. publish

• A partial save keeps the session Planned — for example, setting the trainer but not the topics. The screen confirms “Saved — still planned.”
• The session publishes automatically as soon as both topics and a trainer are set. There is no separate “Announce” button.

When it publishes, the training definition depends on how the topics were chosen:

1. Topics from the list — a live training definition is created for this session only (marked session-origin, hidden from the catalog), with the chosen topics and trainer. It is not shared with any other session.
2. An existing training — that catalog definition is reused, and it is locked while the session publishes. It stays in the catalog: it is not hidden and it is not removed.

Then, either way:

1. The calendar event and training event are created.
2. Every sign-up becomes an ordinary registration; the sign-ups are removed.
3. Registrants are notified that the topic was announced; other eligible members get the usual “class available” notice.

After publish the session is an ordinary training event. New registrations, attendance, results, certificates, ledger entries, topic credit and compliance all run on the existing code with no change. Attendance plus a pass earns credit for each topic on the session.

Changing a published session

Open a Published session and choose Change session. Three changes are available, each on its own tab:

Tab	What you can change
Trainer	Replace the trainer. On a session-origin definition the primary instructor is updated; a catalog definition’s instructors are never touched.
Topics	Switch to a different existing training, or to a different set of topics. A session-origin definition is archived and a new one created; topic membership on a definition is never edited in place.
Date / time	Reschedule the session (start, end, and location). Times are in your organization’s time zone.

A change to the same trainer or the same definition is refused, not silently ignored. Switching topics or training to one whose capacity is smaller than the current registrant count is also refused — the dialog names the new capacity and how many members are registered. Every change notifies the registrants.

Cancelling sessions

Cancel one session from its actions menu, or select several (up to a hundred at once) and choose Cancel selected. A reason is required and is shown to members.

• Planned session — sign-ups are notified and removed.
• Published session — the training event is deleted under the recap lock order, and registrants are notified.

When you cancel several at once, each session is cancelled in its own transaction. If one fails, the run stops there: the sessions before it stay cancelled, the failed one is named, and the rest are left untouched. The result panel lists what was cancelled, what failed, and what was not attempted, so you can retry the remainder after fixing the failure.

Ending a series

Choose End series here on a session to stop the series at that date.

• Planned sessions after the end date are cancelled, and their sign-ups are notified. (When you end the series at a past session, any planned sessions after the end date but before today are not cancelled — they are left and listed below, not touched.)
• Published or moved sessions are left exactly as they are — they are listed for you to handle one by one (cancel them, or let them run).
• Past sessions are never touched.

The series is marked Ended.

Editing a series — this session and future

Choose Edit series to change the recurrence, time, campus, capacity or defaults from a given session onward. This splits the series:

• The current series ends at the chosen session’s date.
• A successor series starts there with the new settings, and future planned sessions move to it.
• Past sessions, published sessions, and sessions already moved are not changed. Published and moved sessions that fall after the split are listed for one-by-one handling, and a link to the successor series is shown.

You can also set a Last date to stop a series on a calendar date without creating a successor.

Roles & access

Capability	Org Admin	Safety Leadership (Oversight)	Coordinator
Plan a session (topics + trainer)	✅	✅	✅
Manage a series (create / edit / end)	✅	✅	✅
Add a trainer inline	✅	✅	—
Cancel sessions	✅	✅	✅

Platform admins, members, and applicants are not admitted to any block capability. Applicants cannot see or sign up for planned sessions.

See Also

• Training Admin — Definitions, events, and the catalog.
• Training Events — The member view, including planned sessions and sign-ups.
• Compliance Tracks — How a passed training satisfies a requirement.