Managing Your Cohort-based Course Calendar

July 12, 2021

As course creators, managing your cohort-based course calendar and scheduling events for live calls can be a cumbersome task, especially when hosting several live events every month. In addition to using multiple tools, without a centralized workflow, scheduling events and communicating with learners in a timely fashion may be challenging. With so many moving pieces, it’s easy to miss a few things, which may negatively impact your learner experience, student outcomes, and bottom line. To help you better manage the logistics of running a live online learning program, our team has built a solution that streamlines and automates scheduling live events and calendar management for cohort-based course creators.

We are thrilled to share that in July 2021, we are launching Virtually Calendar, a stand-alone calendar management tool designed specifically for cohort-based course creators and other live online programs. Here are the exciting features that will improve your workflow, save you time, and automate critical tasks in your business.

Hassle-Free Calendar and Event Management


Depending on how you’ve structured your course, boot camp, or membership, you may want to segment your cohort and create events for some groups and not others.

With Virtually Calendar, upload your student roster (Excel or CSV file) and from a single dashboard, segment groups and keep an accurate record of all your different cohorts and subgroups. Assign tags such as alumni, active students, subgroups, accountability groups, and more. When creating events, choose to invite all participants or customize your guest list by tagged groups.


In 2021, we surveyed the top cohort-based course creators and asked them what tools they use to manage their cohort-based courses. Most course creators used Google Calendar to send out calendar invites, and all used Zoom for video conferencing.

Virtually Calendar integrates with Zoom and syncs with Google Calendar so you can schedule a Zoom call and have the conferencing details sent automatically via Google Calendar right from the dashboard.

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Send Reminders

Worried your students may miss an upcoming event? Virtually Calendar will automatically send reminders an hour before an event starts.

Keeping Accurate Attendance Records

Want to know how many events learners have attended?

Are you looking to reward students with perfect attendance or re-engage learners who have missed several events?

Within Virtually Calendar, you’ll have access to robust tools that will not only keep accurate attendance records but you’ll also get access to data that can help you make more informed decisions.

For example, proactively avoid membership churn by reaching out to learners with low attendance rates or create workflows after identifying attendance trends and patterns over time.

With a July 2021 release, we believe Virtually Calendar will revolutionize how cohort-based course creators run online learning programs. With an emphasis on organizing and streamlining live events, Virtually Calendar offers the easiest way to schedule, automate, and track student attendance.

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Danielle Desir

Danielle Desir is an author, freelance writer and the host of The Thought Card, an affordable-travel and personal finance podcast. ( Follow on Twitter: @thethoughtcard