Instructor-led Training Scheduler & Roster

The problem this kills

Right now your instructor-led training runs out of three places that don't talk to each other: a spreadsheet of sessions, a shared calendar, and your inbox. Someone emails to sign up, you eyeball the spreadsheet to see if there's room, you reply, you remember to add them to the calendar, and you hope you don't double-book the instructor. Sessions quietly go over capacity. People show up to courses they didn't actually finish the prerequisite for. Reminders get sent by hand, or not at all. When a session is cancelled, you scramble to figure out who to tell.

It works until it doesn't - and the day it doesn't, a room of fifteen people has shown up for a class that's already full or already cancelled.

What you'll build

A small, private web app for your training team that turns scheduling into a real workflow:

• A session schedule - course, date/time, location or virtual link, instructor, and capacity - that one coordinator owns.
• An approval gate: a session is created, the coordinator reviews and opens it before anyone can register. Nothing goes live by accident.
• Self-service registration for employees, with a hard capacity limit and prerequisite checks built in.
• Roster management against capacity, including a waitlist when a session fills.
• Automatic confirmations and reminders via Resend, plus calendar invites attendees can add in one click.
• Manager sign-off on the registrations that need it (paid courses, time away from the floor).
• CSV export of sessions and rosters in the exact columns your LMS or HR system expects.

What's inside the Implementation Plan

The plan is a single file you paste into an AI coding agent (Claude Code), and it builds the tool with you step by step. You don't write code - you answer questions and paste prompts.

It opens by interviewing you about your business. Before it builds anything, the plan has the agent ask about your real courses, how your sessions and instructors are named, your typical and peak class sizes, exactly which registrations need manager approval, and the messy exceptions you deal with (instructor swaps, room changes, no-shows, prerequisite waivers). Then it reflects a short tailored spec back to you and waits for your thumbs-up. The result is a tool shaped to your training operation, not a generic template you have to bend to fit.

Inside you'll find: the discovery interview, the data model, the build broken into copy-paste steps, the email + calendar-invite setup, and a "No API yet?" fallback so you can import your catalog and roster from a Google Sheet and export clean CSVs today - even before anyone connects it to your system of record.

The governance it includes (this is the point)

This isn't a toy. Every runbookify plan bakes in the controls that make a tool safe to actually use at work:

• Login so only your team can get in.
• Row-level security so people only ever see their own organization's data.
• A complete audit trail - who created, approved, registered, cancelled, and when.
• A human-in-the-loop approval gate - sessions don't open and approval-required registrations don't confirm until a person says yes.
• Duplicate guards - the same employee can't be registered twice for the same session (dedupe key: employee + session), and the instructor can't be double-booked.

Who it's for

Training coordinators and L&D admins who schedule instructor-led (classroom or virtual) sessions and manage sign-ups today across spreadsheets, calendars, and inboxes - and want one calm place to run it from. No coding background needed.

You've got this - paste the first prompt and let the agent interview you.