Frequently Asked Questions

TrainBase is a training platform designed for medical practices. Doctors and staff can record screen workflows or mobile camera videos, which are then processed automatically to create professional training videos with automated narration, PHI redaction, and quizzes. It turns "watch me do this" into polished, reusable training content.

TrainBase is built for medical practices of all sizes — from solo private practices to multi-location groups. It's used by:

• Doctors & clinical staff who want to record workflows as training material
• Office managers & admins who need to onboard and train new hires efficiently
• New employees & trainees who need to learn procedures quickly

TrainBase provides tools to support HIPAA compliance, including automated PHI detection (using OCR and entity recognition), manual blur/redaction tools, and a Business Associate Agreement (BAA). However, compliance is a shared responsibility — users should avoid recording patient-identifiable information whenever possible and always review videos for PHI before publishing.

TrainBase works best in Google Chrome or Microsoft Edge on desktop for recording. Safari has limited screen recording support. For mobile uploads, any modern iOS or Android browser works. Video playback and training modules work on all modern browsers and devices.

Visit the registration page and enter your name, email, and a password. If you've been invited to an organization, use the invite link your admin sent you instead — it will automatically connect you to the right workspace.

Visit our Pricing page for current plan details. Plans are billed monthly or annually per workspace, not per user. Trainees who join via invite are covered by the organization's subscription at no extra cost. Every new account includes a 14-day free trial with full access to all features — no credit card required to get started.

The workspace Owner can cancel the subscription from the Admin panel by clicking "Manage Billing", which opens the Stripe customer portal. From there you can cancel, pause, or change your plan. Your access continues until the end of the current billing period.

Ask your admin for an invite link. If your organization has enabled auto-join, simply create an account with your company email address, verify your email, and you'll be placed in the correct workspace automatically. If multiple practices share your email domain, you'll be asked to select which practice you belong to — your admin will then receive an email to confirm your access before you're added. If you're already registered but not in a workspace, contact your admin to receive an invite.

TrainBase uses a multi-layered approach to PHI protection. Videos are automatically scanned using OCR (optical character recognition) combined with automated entity analysis to detect names, dates, medical record numbers, and other sensitive information. Detected regions are highlighted for review, and you can adjust the detection sensitivity to be more or less aggressive. All flagged areas are blur-redacted before the final video is published, ensuring PHI never appears in training content.

Yes. Passwords are hashed using industry-standard bcrypt encryption and are never stored in plain text. During registration, your password is checked against the HaveIBeenPwned database of known breaches to ensure it hasn't been compromised. Passwords must also meet complexity requirements including minimum length and character variety.

TrainBase uses three categories of cookies:

• Essential (required): These keep you logged in and enable core functionality. They cannot be disabled.
• Analytics (optional): These help us understand usage patterns and improve the platform. No personal data is shared with third parties.
• Preferences (optional): These remember your settings like theme and layout choices.

You can manage your cookie preferences at any time by clicking "Cookie Settings" in the footer.

Go to Profile > Security and click "Enable MFA". You'll need an authenticator app on your phone — TrainBase works with any TOTP-compatible app, including:

• Google Authenticator (iOS · Android)
• Microsoft Authenticator (iOS · Android)
• Okta Verify (iOS · Android)
• Authy (iOS · Android · Desktop)

Once you have an app installed, scan the QR code shown on screen (or enter the manual key) to register your account. Enter the 6-digit code from your app to verify, and you're set. MFA is required for administrators and owners. You'll also receive backup codes — save them in a safe place in case you lose access to your authenticator app.

Go to Profile > Account where you'll find two options:

• Export My Data: Downloads a copy of all your personal data, watch history, and quiz scores.
• Delete Account: Permanently removes your account and associated data. Deletion includes a 30-day grace period during which you can cancel the request by logging back in.

By default, deleted videos are retained for 90 days before permanent removal, giving you time to recover accidentally deleted content. Workspace owners can customize this retention period (from 30 days up to 7 years) in Admin > Workspace Settings. Administrators can also export a complete audit log of all activity in their workspace as CSV or JSON from the PHI Audit Log tab.

Click the Log Out button in the navigation menu or on your Profile page. You will be logged out immediately. For your security, sessions also expire automatically after 15 minutes of inactivity.

Go to the Record page (Bounty Board) and click "Record Screen". Your browser will ask you to select a screen, window, or tab to share. Perform your workflow, then click "Stop Recording" when finished. The video will load into the editor for editing and submission. See the User Manual for detailed steps.

While you're recording your screen, TrainBase runs a real-time PHI scan directly in your browser. If it detects potential patient information (names, MRNs, dates of birth, phone numbers, etc.), a red warning banner appears showing how many PHI regions were found. This is a heads-up only — no data leaves your browser during this scan. The full server-side PHI analysis runs after recording stops and is more thorough. The live scan helps you catch obvious PHI early so you can reposition or pause your recording.

On the Record page, tap "Upload from Phone" and select a video from your camera roll. The video is uploaded and processed automatically. You can also use the file upload button to choose a pre-recorded file from your computer.

TrainBase accepts MP4, MOV, WebM, and AVI files. All uploads are automatically converted to MP4 for processing. For best results, aim for 720p or 1080p resolution.

Each account can upload up to 5 GB of video per day. This limit resets automatically at midnight UTC. If you need to upload more in a single day, wait until the limit resets or contact your workspace admin. Large screen recordings can be reduced in size by trimming the video before uploading or lowering your screen resolution before recording.

If screen recording isn't starting:

• Make sure you're using Chrome or Edge (Safari has limited support)
• Check that you've granted the browser permission to record your screen
• Try refreshing the page
• See our Camera Help guide for detailed troubleshooting

In the video editor, select the "Blur" tool and draw a rectangle over the area you want to redact. Click the blur zone to select it, then use the "Start Here" and "End Here" buttons (or press Space) to set when the blur should appear and disappear. You can add multiple blur zones to a single video. Press Esc to deactivate the tool and return to normal pointer mode. Your redaction zones are saved with the draft, so if you re-edit the video later, your blur zones will still be there.

TrainBase uses a blur effect to obscure redacted areas whenever possible. In some cases, the system may use solid redaction boxes instead as a safety fallback. If this happens, you'll see a notification after processing. The solid boxes provide the same level of privacy protection — the visual difference is cosmetic only.

Crop: Select the "Crop" tool and draw a rectangle to define the visible area. Only the cropped region is included in the final video.

Trim: Drag the left and right handles on the timeline bar to cut the beginning or end of your video. The trimmed portions will be removed from the final output.

When you submit a video, TrainBase analyzes the video content and generates a timestamped narration script. This script explains each step of the workflow in clear, professional language. The script is then converted to a voiceover and overlaid on the final video. You can edit the script before it's finalized.

Yes. After the script is generated, you can open the video in your Workbench draft editor and modify the script text. You can also use the "Refine Narration" button to adjust tone, add detail, or restructure the narration.

Yes. In the draft editor, click the "Preview Voiceover" button (purple headphones icon) to hear the AI-generated narration. TrainBase will generate the audio and play each segment in order. The audio is cached, so when your video is published the voiceover step completes near-instantly. No voiceover credits are deducted until the video is actually published.

Processing time varies depending on video length and complexity. You'll see a real-time progress bar showing each stage of the pipeline: PHI analysis, redaction, narration generation, and final assembly. Most videos under 5 minutes complete within a few minutes.

Yes. Hunters can use the PHI sensitivity slider in the bounty editor to control detection aggressiveness. Higher values catch more potential PHI but may flag non-PHI text (such as menu labels or UI elements). Lower values reduce false positives but may miss some sensitive content. We recommend starting with the default setting and adjusting based on your results.

If video processing encounters an error, the video is marked with an "Error" status and you'll be notified. You can retry processing from the Workbench. Processing automatically times out after 30 minutes to prevent stuck jobs. If the problem persists, try re-uploading the video or reducing its resolution.

The Bounty Board is a list of training videos your organization needs. Admins create bounties (often generated from SOP documents), and hunters claim and record them. Each bounty includes a title, difficulty level, point value, and guidance notes (visual goal, director's note, script prompt).

You earn points when a video you created is approved and published by an admin. The points awarded match the bounty's difficulty:

• Easy: 50 points
• Medium: 100 points
• Hard: 200 points

If a video doesn't match a specific bounty, you still earn 100 points as a default. Your total bounty points are displayed on your Profile page.

On the Bounty Board, click any bounty to expand its details. Click "Start This Bounty" to begin — the bounty name will be loaded into the recording form. Record or upload your video, then submit it for review. Once your admin approves and publishes it, you earn the bounty points and the bounty is marked as completed.

Click "Train" in the navigation bar. Any modules your admin has assigned will appear at the top. Click a module to see its lessons, then click a lesson to start watching. Your progress is automatically saved.

Quizzes are scored on a 0-100 scale. Your score is calculated as a percentage of correct answers. Scores are visible to you and your admin. You can retake quizzes to improve your score — your highest score is kept.

Yes. All videos remain accessible in the Training Room after completion. You can also find previously watched videos in your Profile's Watch History tab or in your Favorites if you've bookmarked them.

Admins and hunters can assign specific videos to trainees from the training management section. Select the videos you want to assign, choose the team members, and optionally set a due date. Assigned trainees will see the training appear at the top of their Train page with the due date displayed.

The Training Leaderboard shows the top content creators in your organization, ranked by training impact. Rankings are based on a combination of video views, training completions, and quiz scores achieved by trainees who watched the creator's content. It's a great way to recognize team members who contribute the most valuable training material.

Use the Training Mentor search bar at the top of the Train page. Type what you're looking for and the mentor will suggest the best matching video with relevant timestamps. If the suggestion isn't what you need, click "Not what I need" to see all other matches and a "Request New Video" option.

Yes. If the Training Mentor can't find what you need, click "Not what I need" on the suggestion, then use the "Request New Video" form at the bottom. Describe the training you need and it will be added to the recording queue for your team's content creators.

Go to the Admin panel and find the video in the review queue. Click on it to preview the video and script. Use "Approve & Publish" to generate the voiceover and publish, or "Reject" with feedback to send it back to the hunter for revision.

In the Admin panel, go to the Team section and click "Invite Member". You can generate a shareable invite link or send an email invitation directly. You can also enable auto-join for your company's email domain so anyone with a matching email is automatically added when they register.

Yes! In the Admin panel under "Share the Blueprint", click "Invite a Colleague". You earn 1 free month for each colleague who signs up, and they receive 50% off for 3 months. A tracking table shows all your referrals with their status, and you can resend or delete invitations at any time.

In the Admin panel, click "Upload SOP Document" and select a PDF or text file. TrainBase will analyze the document and generate a list of suggested bounties, each with a title, visual goal, director's note, script prompt, and difficulty level. Review the suggestions, make any edits, then click "Publish to Board" to post them to the Bounty Board.

In the Admin panel's Team section, click the role badge next to any member to change their role. Available roles are Trainee, Hunter, Admin, and Owner. You can only assign roles at or below your own level — for example, an Admin can promote someone to Hunter but not to Owner.

Onboarding playlists are curated video collections that automatically load for new team members the first time they visit the Training Room. Admins can configure which playlists appear for their workspace, so every new hire starts with the right training from day one.

The Compliance Command Center (available to workspace founders) contains all compliance documentation, including the Security Risk Assessment, incident response plan, breach notification templates, and BAA tracker. Access it from the Admin panel under the Compliance tab.

Yes. TrainBase provides a Business Associate Agreement (BAA) available at /legal/baa. The BAA must be accepted during registration and covers the handling of Protected Health Information (PHI) within the platform. If you need a custom BAA or have questions about specific terms, contact us directly.