Structured onboarding programmes rely on shared Google Calendars to coordinate induction schedules, welcome sessions, training events, and probation check-ins across a cohort of new starters. Once that cohort has completed their onboarding period, the calendar carries a backlog of completed events that needs to be cleared before the next intake begins.
The right moment to clear is after the final probation review for the cohort has been completed and signed off. At that point, the onboarding programme for that intake is closed and the calendar data has no further operational value.
If your organisation runs rolling intake cohorts (new starters joining every quarter, for example), align the clearing schedule to the end of each cohort's probation period rather than a fixed annual date.
The calendar is then ready for the next intake — with the same facilitators, HR team members, and line managers still sharing it, and no historical clutter from the previous cohort.
Separate calendars per cohort vs one reusable calendar: Some organisations create a new calendar for each intake cohort; others reuse the same onboarding calendar. The reusable approach is more efficient if you clear it between cohorts — fewer calendars to manage and share, and no overhead of setting up sharing permissions for each new intake.