Guides › Teaching & Training
Schedule courses without double-booking rooms or trainers
Keep one sheet of rooms, trainers and equipment, get a clash-free timetable suggested and put the sessions straight into the calendar.
When to use it
When planning the next month or term of sessions
Step by step
Set up an availability sheet
In Google Sheets make three tabs: Rooms (name, capacity, kit, free days), Trainers (name, courses they can run, days available) and Courses (name, length, group size, kit needed).
Ask for a timetable
Copy all three tabs into your AI assistant with this prompt.
Prompt to copyUsing the rooms, trainers and courses below, suggest a timetable for [month] that runs each course [number] times. Rules: never double-book a room or trainer, match room capacity and kit to each course, leave at least [30] minutes between sessions in the same room, and spread each trainer's load evenly. Output a table: date, start, end, course, trainer, room. Then list any course you could not fit and why. Data: [paste tabs]Check and adjust
Paste the timetable into a new tab and check it against anything the sheet doesn't show, such as holidays or room closures.
Add sessions to the calendar
Create each session in a shared Google Calendar, inviting the trainer and adding the room as the location, so everyone sees the same plan.
What you get
Tue 4 Mar, 09:30-12:30, Customer Care Basics, Priya, Room 2 (cap 14, screen). Tue 4 Mar, 13:30-16:30, Excel Essentials, Tom, IT Suite... Not scheduled: First Aid refresher - no trainer free in week 3.
Tips
- Keep the sheet up to date as the single source of truth; regenerate the timetable whenever something changes rather than editing by hand in several places.