Trainee sign-in codes

Every trainee has their own six-digit sign-in code. The trainee types it on the VR headset to say "this session is mine". That way the completed training lands on the right person — without creating a panel account for them, and without an internet connection during the session.

What the code is for

Headsets are usually shared — one set for a whole training room. Without a code the device does not know who is training, and the result would have nobody to belong to. Picking yourself from a long list is awkward, especially in larger organizations. The code solves it in one step: the trainee types six digits and is recognised immediately.

The code works offline. Headsets download codes when they sync with the panel and recognise the trainee without internet afterwards. Once the course is finished, the device sends the result back to the server the next time it is online.

Where to find the code

The code is visible in two places:

• in the Organization → Trainees list, in the Sign-in code column next to the trainee's name,
• on the trainee details page, in the data section.

In both places, click the code to copy it to the clipboard.

Every new trainee gets a code automatically — you do not have to do anything when adding a person.

Change the code manually

Useful when you want a specific code, for example matching a locker number or an employee ID:

1. 1Open Organization → Trainees.
2. 2Click Edit on the trainee.
3. 3Type the new code in the Sign-in code field.
4. 4Click Save.

The code must be 6 to 10 digits and unique within your organization. If you enter a code another trainee already uses, an error appears under the field and the save is rejected — your code is never silently swapped for a different one.

Generate a new code

Handy when a code leaked, a trainee lost their card, or you want to retire an old printed card.

1. 1In the trainees list, open the row actions menu and choose Generate new code (the same action sits next to the code on the trainee details page).
2. 2Confirm in the dialog.
3. 3The new code appears in a notification and immediately in the list.

Print code cards

Instead of dictating codes, print ready-made cards — one per trainee, with first name, last name, employee ID and the code. Just cut them out and hand them over.

1. 1Open Organization → Trainees.
2. 2Click Code cards in the toolbar above the table.
3. 3Choose the card language.
4. 4Click Generate PDF and print the downloaded file.

The PDF covers all active trainees. If you type something into the search box above the table first, the cards are created only for the people found — handy when printing for a single group or department.

Turn on code sign-in on the headsets

The code alone is not enough — the headsets have to be set up to ask for it. By default a device shows a list of trainees to pick from.

1. 1Open Organization → Device settings.
2. 2Set Student sign-in to Sign-in code.
3. 3Save. The setting applies to every headset in the organization.

A single device can differ from the rest — open the device details, go to the Settings tab and turn off inheritance for that option. Useful when, for example, a demo station should use the list while the training room uses codes.

How safe is the code

The code is there to identify a person, not to protect secrets — it is not a password. Treat it like a number on a badge: there is no point hiding it from the trainee, but do not publish code lists where they are not needed. If a code ends up in the wrong hands, simply generate a new one.

Deactivated trainees are not sent to headsets and are not included in the PDF cards.