A trainee is a person who completes VR courses on a headset and appears in results, reports and certificates. A trainee does not need an account in the panel — they sign in on the headset with their own sign-in code.
Available to organization Admins.
Add one trainee
- 1Open Trainees → Trainee list.
- 2Expand Add trainee at the top of the page.
- 3Enter the Nickname — the name the trainee is shown under (required, up to 50 characters).
- 4Select the Language and Country (both required).
- 5Optionally fill in the Employee ID number and Employee position.
- 6If your organization accepted the data processing agreement, you can also fill in First name, Last name, Sex, Phone number and Email.
- 7In Sign-in code (shown together with those fields), leave the field empty to get a code generated automatically, or type your own — 6 to 10 digits, unique in the organization. Without the agreement the code is always generated automatically.
- 8Click Add trainee.
The trainee appears in the list straight away, with their code in the Sign-in code column. More about codes: Trainee sign-in codes.
Nickname or full name?
The nickname is enough to train and to track results. First name, last name and e-mail are needed when you want named certificates, reports with names or e-mail reminders about trainings.
No name or e-mail fields?
Data that identifies a person is available only after your organization accepts the data processing agreement. Until then the form shows the agreement panel instead of those fields. See Trainee data processing agreement.
Language and country
The language is the default language for the trainee, for example for e-mail reminders. The country helps you organize trainees when your organization works in several countries.
Import many trainees from CSV
- 1On the trainee list click Export CSV and download the file. It has the right columns — use it as a template (if the list is empty, you get an empty template).
- 2Open the file in Excel or LibreOffice, add or change rows and save it as CSV with a semicolon (;) separator and UTF-8 encoding.
- 3Click Import CSV and drop the file into the window.
- 4Read the Before you continue note: rows with an ID update existing trainees, rows without an ID create new ones, and rows with errors are skipped.
- 5Click Import and check the summary.
Not sure how to fill a column? Click the information icon next to Code cards — it opens a guide with the format of every field.
Deactivate instead of delete
When a person stops training, click Deactivate in their details. A deactivated trainee is no longer sent to headsets, but their completions and certificates stay.
FAQ
Can I add a trainee without an e-mail address?
Yes. Only the nickname, language and country are required. Without an e-mail the person will not get training reminders.
What if the sign-in code I typed is already taken?
An error appears under the field and the trainee is not saved. Pick another code or leave the field empty to generate one.
Can I edit the ID column?
No — do not change or delete it. The ID tells the import which existing trainee a row updates.