Schedule individual bookings around trainers, locations and assets

A free trainer is only one part of an available practical session. The course may also require a qualified assessor, the right vehicle or equipment, an open location and enough time for each session.

RTObase Individual bookings checks those requirements together. It suits one-to-one delivery such as driver training, machinery assessment, practical skills sessions and other appointment-based courses. Fixed group delivery should use Scheduled classes instead.

The fictional example

Ironbark Driver Training delivers an HR licence course through individual bookings. The standard plan contains two hours of training and one test. The learner needs an HR-capable trainer and an HR automatic truck at the Toowoomba location.

The organisation and values are fictional. The scheduling rules and product workflow are from RTObase.

Before you start

Prepare these records first:

• the course and its units;
• at least one active training location;
• trainer working hours and current capabilities;
• organisation booking hours;
• location closures and timezone;
• at least one active asset, unless supplied assets are allowed; and
• the usual session plan and prices.

One course offering cannot switch between Scheduled classes and Individual bookings after delivery begins. Create a separate offering when the same training product needs both structures.

1. Configure the course

Open Courses, create or edit the offering, then choose Individual bookings under Delivery setup.

Set the training hourly rate and test fee. Add the usual ordered sessions and pin any capabilities that always apply. The plan is a reusable starting point, so staff can adjust the hours or add and remove sessions for an individual learner.

For the fictional course:

Setting	Value
Delivery	Individual bookings
Training hourly rate	$120
Test fee	$180
Usual sessions	2 hours training, then 1 test
Pinned capability	Licence class: HR

Saving the first booking course reveals Bookings Schedule, Assets, Capabilities and the related availability tools.

2. Define capability requirements

Open Scheduling → Capabilities. Create groups such as Licence class, Gearbox or Machine type, then add the allowed values.

Open each trainer and use the Capabilities tab to record what they can deliver and assess. Delivery and assessment are separate permissions. RTObase also checks currency and the supporting accreditation where one applies.

Tag organisation assets with the capabilities they satisfy. An HR automatic truck should carry both the HR and Automatic values.

3. Add bookable assets

Open Scheduling → Assets, add the resource and record its identifier, location and capabilities.

Tag each resource with the capabilities that the booking gate should enforce.

Archive an asset when it leaves service permanently. If it remains in the register but should not appear on the booking board, turn off Show on booking board.

When the RTO allows a learner or employer to supply an asset, enable that option under Booking requirements. A supplied asset does not reserve an organisation asset. Staff should later record its identifier, description, class or configuration, plus any serviceability or insurance sighting that applies.

4. Set working time and closures

Use Bookings Schedule to set organisation booking hours. Add separate windows when the day contains a break.

On each trainer, set working hours and block-outs under Availability. On each location, record closures and public holidays.

All session times use the training location's timezone. If a Perth session says 9:00 AM, RTObase assesses availability at 9:00 AM in Perth even when the staff member booking it is elsewhere.

5. Create the booking

Open Bookings and select New booking. Choose the student and the Individual bookings course. RTObase creates or reuses the learner's class-free enrolment under that course.

Confirm any capability value the course left open, then schedule each training or test session. Suggest times searches for windows where the qualified trainer or assessor, location and relevant organisation asset are all available.

Suggested slots reflect the people, place and resources required by the course.

For a supplied asset, the search checks the person and venue but does not reserve organisation equipment. The supplied-asset requirements remain visible in confirmations and the learner's schedule.

Record the actual supplied equipment and any sighting checks once those details are known.

When you submit or move a booking, RTObase runs the clash and capability checks again. If a trainer, assessor, asset or student has become unavailable, the whole change is rejected rather than creating a partial booking.

Adapt the setup to your RTO

A driver training RTO may define licence and gearbox capabilities. A first aid provider may distinguish CPR, LVR and assessment capability. A trade provider may use machine type, workshop and specialist equipment.

Keep the capability model small enough for staff to maintain. Add a value only when it changes who or what can fulfil a booking.

Common mistakes

• Using Individual bookings for a fixed group intake.
• Treating trainer availability as proof that every resource is available.
• Giving a trainer delivery capability but not assessment capability.
• Ignoring expired currency or supporting accreditations.
• Using an organisation asset when the learner will supply equipment, or the reverse.
• Forgetting location closures or timezone settings.
• Assuming a suggested slot is reserved before the booking is saved.

Final check

Create one controlled test booking and confirm that:

1. Only trainers or assessors with current matching capability are offered.
2. Only matching organisation assets are offered when one is required.
3. Closed locations and blocked trainer time are excluded.
4. The fee matches training hours and test sessions.
5. A deliberate clash is rejected on save.
6. The booking appears at the correct local time on the schedule.

Once those checks pass, an available slot means the RTObase-controlled requirements are available together. Staff can still see and verify any externally supplied asset requirement.