# Use Case: Training Sessions Next to Rooms and Trainers

Source: [https://docs.virtosoftware.com/docs/calendar-overlay-pro/working-with-virto-calendar/use-case-training-sessions-rooms-trainers/](https://docs.virtosoftware.com/docs/calendar-overlay-pro/working-with-virto-calendar/use-case-training-sessions-rooms-trainers/)
Product: Virto Calendar App
Updated: 2026-10-23


This use case shows how a learning and development team checks, in one week, whether each training session can happen at that time, in that room, with that trainer. The sessions stay in a SharePoint list, the rooms in their room mailboxes and the trainers' time in their own Outlook calendars.

[Open the interactive demo](https://app.storylane.io/demo/36hv1ywxfgnm)

**Interactive demo walkthrough**
1. Every session in one view — Sessions, room bookings and trainer calendars side by side, each in the colour of its source.
2. The week of 8 June. On Wednesday the session, its room booking and the trainer's own calendar sit side by side: three lists, one time slot.
3. The session's card reads its list item: the trainer, the room, in-person delivery, and 27 people registered for 30 places.
4. Trainer calendars carry leave too: Priya Nair is out of office from Friday. Colours follow Free/Busy: busy in black, tentative in red, out of office in brown.
5. June in Month view: each session with its room booking and its trainer's time, week by week, in the colours of their sources.
6. Task (days) lays two weeks out row by row: each trainer entry, room booking and session on its own line. Friday 12 June is the busiest day.
7. Search by trainer: Hana Sato delivers two sessions this week, on Wednesday and Friday, each with prep time the day before.
8. Put every session, room and trainer on one calendar — Virto Calendar App runs in your Microsoft 365 tenant; the training lists stay in SharePoint.

## What you need

- **Virto Calendar App** in your Microsoft 365 tenant.
- A **Training Sessions** list in SharePoint with the session, its start and end, and columns such as the trainer, the room, the delivery mode and the number of registrations.
- The training rooms as Exchange room mailboxes, where facilities already take bookings.
- The trainers' Outlook calendars.

## Step 1. Add the three kinds of source

1. Open the calendar settings by clicking the calendar name.
2. Add the **Training Sessions** list as a SharePoint data source. See [Adding a New Data Source](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/sharepoint-list-as-a-data-source/adding-a-new-data-source/index.md).
3. Add the training rooms by name or address. See [Meeting Rooms](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/meeting-rooms/index.md).
4. Add the trainers' calendars. See [Overlay Exchange Calendars (Outlook Calendars)](https://docs.virtosoftware.com/docs/calendar-overlay-pro/data-sources/overlay-exchange-calendars-outlook-calendars/index.md).

Give each source its own colour. Nothing is copied: bookings stay in the room mailboxes and the trainers' entries stay in Outlook.

## Step 2. Read a session as a stack

In **Work Week**, a session from the list, its room booking and its trainer's entry sit side by side in the same time slot, each in the colour of its source. A stack of three is a session that can happen; a stack of two is a question to answer: the room booking is missing, or the trainer has something else.

Trainer entries carry the status set in Outlook, such as Busy, Out of Office or Tentative, so a session planned onto a trainer's out-of-office day is visible before it is confirmed. To leave some statuses out of the calendar, use [Filter Exchange events](https://docs.virtosoftware.com/docs/calendar-overlay-pro/settings/general-settings/index.md#filter-exchange-events).

## Step 3. Plan the programme

- **Month** shows which weeks already carry sessions, where a trainer is away for two weeks and where a room is still free.
- **Task (days)** turns the same sources into rows: each trainer, each room and each session gets a line, so a day with a session, a room and a trainer is one vertical stack.
- Search for a trainer's name to see every session they deliver.

## Step 4. Open the session

Click a session to open its card with the columns of the list item, such as the trainer, the room, the delivery mode and the registrations. Choose which columns the card shows in the data source's tooltip settings.

## What the app does not do

Enrollment, capacity, attendance and completion stay in the learning management system that owns them. Virto Calendar App shows whether the session can happen at that time, in that room, with that trainer.