Automatically sync trainer schedules with Google and Outlook calendars so course dates appear where your team already manages their time.
This reduces double-bookings, improves visibility, and ensures trainers always have the latest schedule without manual updates.
What it does
When enabled, Booking Rooster sends trainer course dates directly to their Google or Outlook calendar.
This includes:
- Scheduled courses appearing in their calendar
- Automatic updates when courses change or are cancelled
- Trainer leave and unavailable days syncing to their calendar
Trainers only see their own assigned course dates, not those of other trainers.
Key benefits
- No double-handling – schedules update automatically
- Fewer conflicts – trainers are marked as busy in their calendar
- Better visibility – trainers see their schedule in one place
- Less admin time – no need to manually send calendar invites
What trainers see
Each course appears as a calendar event including:
- Course title
- Date and time
- Location
- Roll call (kiosk) link
Events:
- Are marked as Busy
- May include reminders
- Update automatically as changes occur
Calendar events may also show:
- Course status (scheduled, booked, full, etc.)
- Number of bookings (if enabled)
How updates work
- Course assignments and major changes typically appear within 30 minutes
- Other updates (such as course details or booking numbers) are applied in a nightly update
Availability & Pricing
- Available on Middle Weight and Heavy Weight plans
- One-off setup fee applies
- Monthly fee per trainer applies
How it’s set up
Each trainer connects their own Google or Outlook calendar.
Once connected, Booking Rooster completes an initial sync of existing course dates (processed after hours).
In some organisations, calendar access may require approval or configuration by internal IT teams.
Optional features
Additional options can be enabled, including:
- Displaying booking numbers in calendar events
- Displaying learner names (Heavy Weight plans only)
Displaying learner names is not commonly used due to privacy considerations, as this information is already available in the roll call.
Why it works
No double-handling. No missed sessions. Trainers simply check their calendar and know where they need to be.
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