Planner Inputs
Example Data Table
| Session | Date | Day | Topic(s) | Minutes | Notes |
|---|---|---|---|---|---|
| 1 | 2026-02-27 | Friday | Orientation + Learning goals | 60 | Confirm outcomes, resources, and assessment method. |
| 2 | 2026-03-01 | Sunday | Core concepts | 60 | Use short notes and one worked example. |
| 3 | 2026-03-03 | Tuesday | Practice set | 60 | Aim for retrieval practice and reflection. |
Formula Used
- Eligible dates: dates between start and end where the weekday is selected and the date is not excluded.
- Weekly cap: within each ISO week, schedule up to sessions_per_week earliest eligible dates.
- Total sessions: count(scheduled_dates).
- Adaptive minutes: minutes = clamp((total_hours × 60) / total_sessions, min_minutes, max_minutes).
- Topics per learning session: ceil(total_topics / learning_sessions), where learning_sessions = total_sessions − review_sessions.
How to Use This Calculator
- Enter a program name and choose a start date.
- Select a duration in weeks or choose an end date.
- Pick training days and set a weekly session cap.
- Define topics and optionally add a review cadence.
- Use fixed minutes, or set total planned hours for adaptive pacing.
- Click Generate Schedule to view the plan above the form.
- Export using Download CSV or Download PDF.
Session volume and weekly pacing
This planner converts your date range into eligible training days, then caps each ISO week to the sessions-per-week limit. For example, selecting Mon–Fri with a weekly cap of 3 schedules the earliest three eligible days each week. With a 6‑week range, the maximum sessions is 18, but blackout dates can reduce that count. Use adaptive hours to keep workload stable when sessions shift. The summary also reports estimated total hours and hours per week, helping instructors align sessions with workload policies. Aim for 2–6 hours weekly for most adult learners, adjusting minutes as needed safely quickly.
Date logic and attendance reliability
Sessions are created only on chosen weekdays and never on excluded dates. This produces a calendar you can realistically follow, especially for school terms and exam windows. If you enter an end date, the schedule stops exactly on that day; if you enter weeks, it runs for weeks × 7 days minus one. The weekly grouping prevents accidental overload in busy weeks.
Topic distribution and coverage tracking
Learning sessions receive topic blocks using a simple coverage rule: topics-per-learning-session = ceil(total topics ÷ learning sessions). If you list fewer topics than the total, the planner auto-fills names so your coverage count stays consistent. Multi-topic blocks appear as “Topic A + Topic B” to signal split focus. Remaining time after all topics are assigned becomes revision or project work.
Review cadence and retrieval practice
Review sessions are inserted on a cadence you choose, such as every 4th session, to support spaced repetition. Those sessions are labeled “Review & practice” and are ideal for quizzes, problem sets, or teaching demonstrations. Because review sessions reduce learning slots, the planner recalculates topics-per-learning-session automatically. If the schedule feels dense, reduce review frequency or increase the date range.
Export workflows and audit readiness
The CSV export captures program settings plus the full session table for recordkeeping, sharing, and import into spreadsheets. The PDF export produces a classroom-friendly handout with dates, topics, and minutes. Minutes are either fixed (15–480) or adaptive using minutes = clamp((total hours × 60) ÷ total sessions, min, max). This keeps pacing explainable and defensible in training reports.
FAQs
1) How does the weekly session cap work?
Eligible dates are grouped by ISO week. For each week, the planner schedules the earliest selected training days up to your cap. This prevents overload if you select many weekdays.
2) What happens if I enter both duration and an end date?
The planner follows the selected range mode. Choose Duration to use weeks, or choose End date to stop exactly on the chosen date.
3) How are topics assigned across sessions?
Only learning sessions receive topics. The tool calculates topics-per-learning-session using ceiling division, then assigns topic blocks in order. When all topics are covered, remaining sessions become revision or projects.
4) How should I format blackout dates?
Enter dates as YYYY-MM-DD separated by commas or spaces. Any matching date is skipped, even if its weekday is selected.
5) How do I control session length?
Use Fixed minutes for a constant duration. For workload balancing, set Total planned hours and optional min/max minutes; the planner calculates minutes per session and clamps it to your limits.
6) Why did I get fewer sessions than expected?
Common causes include too few selected weekdays, a short date range, many blackout dates, or a strict weekly cap. Add more training days, extend the range, or raise the cap.