TrainerFlow

Plan training work without losing track of your time.

TrainerFlow is a planning tool for professional trainers. It connects proposals, availability, scheduling, participant communication, and invoicing — so you can focus on delivery instead of coordination.

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Built from real use
TrainerFlow was built from real training work. Calm workflows, stable interfaces, and long-term continuity.

At a glance

  • Know what time is truly free (including tentative proposals)
  • Convert accepted proposals into programs and sessions
  • Send reminders and materials automatically
  • Invoice based on completed programs
  • Export your full data anytime
  • Connects with your Microsoft 365 subsctiption calendar

How it works

1) Start with proposals
Import from Excel (paste or XLSX) and keep proposals as structured data.
2) Find Free Time
See availability from Microsoft 365 calendar + proposals you’ve already sent.
3) Confirm programs
Convert accepted proposals into programs with sessions.
4) Schedule once
Add all sessions to Microsoft 365 calendar in one go (optional Teams links).
5) Close the loop
Generate invoice-ready Excel or export CSV for your accounting workflow.

Automatic reminders & materials

Participant reminders
Send automated reminders a few days before sessions. For online sessions, include the Teams link automatically.
Materials delivery + archive
Send PDFs/ZIPs after each session or once the program is complete. Materials stay stored with the program for future reference.

TrainerFlow is a good fit if you:

  • work as an independent trainer or in a small training organization
  • sell training in sessions or programs
  • manage multiple proposals at the same time
  • use Microsoft 365 for calendar and email
  • value clarity and predictability over complexity.

TrainerFlow is not intended for:

  • full learning management systems (LMS)
  • course marketplaces or student portals
  • large enterprise training administration
  • marketing automation platforms.

Calm by design

Optional auto-pause during quiet periods. Major UI changes are opt-in. Full data export anytime.

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Running on EdgeLabs Cloud – Built in Europe