User Manual

Everything you need to know to get the most out of TrainBase.

Getting Started

Creating Your Account

Joining Your Organization's Workspace

If your organization already uses TrainBase, you can join in three ways:

• Invite Link: Your admin can send you a join link (e.g., trainbase.com/join/your-org). Click the link, create your account, and you're in.
• Auto-Join: If your admin has enabled domain-based auto-join and your email domain belongs to only one practice, signing up with your company email automatically places you in the right workspace.
• Practice Selection: If multiple practices share your email domain, you'll see a list of matching practices during registration. Select yours, and your admin will receive an email to approve your access. You'll be added as a Trainee once they confirm.

Understanding Roles

TrainBase uses four main roles, each with different permissions:

• Owner Full control: billing, workspace settings, team management, and all content features.
• Admin Manage team members, review & publish videos, create bounties, and view analytics.
• Hunter Record and upload training videos, edit content, complete bounties, and earn points.
• Trainee Watch assigned training modules, take quizzes, and track your learning progress.

Navigating the App

The top navigation bar gives you quick access to your available pages:

• Record (Hunters) — The Bounty Board and video recording studio.
• Train (Everyone) — The Training Room with your assigned modules and video library.
• Admin (Admins/Owners) — The admin panel for reviews, team management, and analytics.
• Profile — Your personal stats, watch history, and settings.

For Hunters (Content Creators)

Recording Your Screen

Uploading from Your Phone

Using the Video Editor

After recording or uploading, the video editor gives you three tools:

• Crop: Select "Crop" and draw a rectangle on the video to focus on a specific area. Only the cropped region will be included in the final video.
• Blur/Redact: Select "Blur" and draw rectangles over sensitive information (names, dates, patient data). Each blur zone can be set to start and end at specific timestamps — click the zone, then use the "Start Here" and "End Here" buttons to set when the blur is active.
• Trim: Use the trim handles on the timeline to cut the beginning or end of your video. Drag the left handle to set a new start point and the right handle to set the end.

Automated Script Generation

When you submit a video, TrainBase automatically:

• Analyzes the video content to understand the workflow
• Generates a timestamped narration script explaining each step
• Creates quiz questions to test viewer comprehension

You can edit the generated script before it's finalized. The script is used to create a professional voiceover for the final training video.

Previewing the Voiceover

Before submitting your video for review, you can hear how the narration will sound. In the draft editor, click the "Preview Voiceover" button (purple headphones icon) to generate and play the AI narration for each script segment. The audio is cached so that when the video is published, the voiceover step completes near-instantly. No voiceover credits are deducted until the video is actually published.

PHI Detection Sensitivity

When submitting a video, you can adjust the PHI Detection Sensitivity slider to control how aggressively the system scans for protected health information:

• Higher values (closer to 1.0): More aggressive detection. The system flags more potential PHI, which is safer but may produce more false positives (e.g., flagging non-sensitive text).
• Lower values (closer to 0.0): Less aggressive detection. Fewer false positives, but a higher chance that real PHI could be missed.

Upload & Processing Progress

TrainBase shows real-time progress as your video is uploaded and processed:

• Upload Progress Bar: When uploading a video file, a visual progress bar shows how much of the file has been transferred.
• Processing Stages: After upload, a progress tracker shows each stage of video processing — Uploading, PHI Analysis, Redaction, Narration, Assembly, and Encoding — with a percentage indicator so you always know what's happening.

You can continue browsing other pages while processing runs in the background. You'll be notified when the video is ready.

Submitting vs. Saving as Draft

• Submit for Review: Sends the video to your admin's review queue. Once approved, the narration is generated and the video is published to the Training Room.
• Save as Draft: Saves your work without submitting. You can return to your Workbench to continue editing later.

The Bounty Board

The Bounty Board shows training videos that your organization needs. Each bounty includes:

• Title: What the video should cover
• Difficulty: Easy, Medium, or Hard — shown as green, yellow, or red
• Point Value: Easy = 50 pts, Medium = 100 pts, Hard = 200 pts
• Details: Click any bounty to expand it and see the Visual Goal, Director's Note, and Script Prompt

Click "Start This Bounty" to claim it and begin recording. When your video is approved and published by an admin, you earn the bounty's point value.

Your Workbench

The Workbench tab on the Record page shows all your videos organized into three sections:

• Master Recordings: Your published source videos
• Active Drafts: Videos you're still working on (Raw, Processing, or Draft status)
• Pending Review: Videos you've submitted that are waiting for admin approval

Click any card to open it in the draft editor where you can update the title, script, and summary.

For Trainees (Learners)

Accessing the Training Room

Click "Train" in the navigation bar to open the Training Room. Here you'll find:

• Assigned Modules: Training courses your admin has assigned to you, shown with your progress status
• Video Library: All published training videos for your organization
• Global Library: Videos shared across all TrainBase organizations

Finding Videos with the Training Mentor

Use the search bar at the top of the Training Room to ask the Training Mentor for help. Type what you're looking for (e.g., "How do I sterilize a probe?") and the mentor will suggest the best matching video with jump-to timestamps. If the suggestion isn't right, click "Not what I need" to see all other matches. You can also request a new video be recorded if nothing matches your needs.

Watching Videos

Click any video card to start watching. The video player includes:

• A timestamped script that highlights as the video plays
• A Knowledge Assistant — ask questions about the content and get instant answers
• Timestamp suggestions: When you search or ask a question, relevant moments in the video are highlighted so you can jump directly to the right spot
• Playback controls (play/pause, scrub, volume)

Taking Quizzes

Many training videos include auto-generated quizzes. After watching, you'll be prompted to answer questions that test your understanding. Your score (0-100) is recorded and visible to your admin.

Tracking Your Progress

Your Profile page shows your watch history and completion status. If your admin has assigned required learning, you'll see a progress tracker showing which modules you've completed and which are still pending.

For Admins

Review Queue

When hunters submit videos for review, they appear in your Admin panel's review queue. For each video you can:

• Preview: Watch the video and read the auto-generated script
• Approve & Publish: Generates the voiceover and publishes the video to the Training Room. The hunter who created it earns bounty points.
• Reject with Feedback: Sends the video back to the hunter with your notes. They'll receive an email notification.

Creating Bounties from SOPs

Managing Team Members

In the Admin panel, you can:

• Invite members: Generate invite links or enable auto-join for your company's email domain. If multiple practices share a domain, new signups who select your practice will trigger an approval email — click "Approve" or "Deny" in the email to confirm.
• Change roles: Promote a trainee to hunter, or grant admin access (you cannot assign a role higher than your own)
• Remove members: Remove a user from your workspace
• Refer a colleague: Use the Share the Blueprint section to invite colleagues at other practices. You earn 1 free month for each signup, and they get 50% off for 3 months. A tracking table shows the status of every referral, and you can resend or delete invitations from there.
• Filter and search: Use the filter bar above the user table to narrow by role, plan, or join date. The table shows 20 users per page with navigation controls.
• Export users: Click "Export CSV" to download a spreadsheet of all users (filtered or unfiltered) for your records.

Training Assignments

Admins and hunters can assign specific training videos to trainees with optional due dates:

Assigned videos appear prominently at the top of each trainee's Training Room. You can track completion status and quiz scores from the Admin panel's analytics view.

Onboarding Playlists

You can designate playlists that automatically load for new team members when they first visit the Training Room:

This ensures every new hire starts with your organization's essential training content without any manual assignment.

Analytics & Creator Impact

The admin panel provides analytics including:

• Creator Leaderboard: Top content creators ranked by total watch time their videos have generated
• Trainee Progress: Module completion rates, quiz scores, and individual learner progress
• Video Performance: Which videos are most watched and most effective

For Owners

Billing & Subscription

As the workspace owner, you manage the organization's subscription:

• Visit the Pricing page to view or change your plan
• Use the Manage Billing button in the Admin panel to access the Stripe customer portal where you can update payment methods, view invoices, or cancel
• Your subscription covers all members in your workspace — trainees are included at no extra cost

Workspace Administration

Owners have all admin capabilities plus:

• Configure auto-join domains (allow anyone with a matching email to join automatically)
• Transfer ownership to another admin
• Delete the workspace (this is permanent and removes all data)

HIPAA Compliance

TrainBase provides tools to help maintain HIPAA compliance:

• Automated PHI Detection: Automatically scans video frames for protected health information using OCR and entity recognition. Hunters can adjust detection sensitivity per video (see PHI Detection Sensitivity).
• Blur/Redaction Tools: Manually or automatically redact sensitive areas in videos
• BAA: A Business Associate Agreement is available at /legal/baa. Review and accept it from the Admin panel.

Compliance Command Center Owner

The Compliance Command Center is available exclusively to workspace founders and provides a centralized hub for HIPAA compliance management. Access it from the Admin panel. It includes:

• HIPAA Security Risk Assessment: A guided checklist to evaluate your organization's security posture and identify gaps.
• HHS Audit Checklist: Step-by-step preparation guide aligned with Health and Human Services audit requirements.
• Incident Response Plan: Pre-built templates and procedures for responding to security incidents.
• Breach Notification Templates: Ready-to-use notification templates for patients, HHS, and media in the event of a data breach.
• BAA Tracker: Track the status of Business Associate Agreements with all vendors and partners.
• Document Vault: Secure storage for compliance-related documents, policies, and audit evidence.

Privacy & Security

Cookie Consent Preferences

When you first visit TrainBase, a cookie consent banner lets you choose which types of cookies to allow:

• Essential: Always enabled. Required for login, navigation, and core functionality.
• Analytics: Help us understand how the platform is used so we can improve it. Optional.
• Preferences: Remember your settings like theme and layout choices. Optional.

You can change your cookie preferences at any time by clicking "Cookie Settings" in the page footer. Your choices are saved and respected across all pages.

Data Subject Access Requests (DSAR)

TrainBase gives you control over your personal data. From your Profile page, you can submit a Data Subject Access Request:

• Data Export: Request a full export of your personal data, including account details, watch history, quiz scores, and any content you've created.
• Account Deletion: Request permanent deletion of your account and all associated data. A 30-day grace period applies — during this time you can cancel the deletion request from your Profile if you change your mind. After 30 days, the deletion is irreversible.

Password Security

TrainBase checks your password against the HaveIBeenPwned breach database during registration and password changes. If your chosen password has appeared in a known data breach, you'll be prompted to choose a different one. This helps protect your account from credential-stuffing attacks.

Two-Factor Authentication (MFA)

TrainBase supports two-factor authentication to add an extra layer of security to your account. MFA is required for administrators and owners and recommended for all users.

Faster Video Loading

TrainBase uses a Content Delivery Network (CDN) to serve videos and static assets from servers geographically closer to you. This means faster page loads and smoother video playback, especially for organizations with team members in different locations. No setup is required — this works automatically.

Profile & Settings

Your Profile Page

Access your profile by clicking "Profile" in the navigation bar. Your profile shows:

• Display Name: Click to edit your salutation (e.g., "Dr. Smith" or "Jim"). This is how you appear to other team members.
• Avatar: Click your profile picture to upload a new one.
• Creator Impact: Total watch time your videos have generated, videos created, and average minutes per video.
• Bounty Points: Points earned from completing bounties, plus a count of bounties completed.

Watch History & Favorites

Your profile also includes tabs for:

• Watch History: All videos you've viewed, ordered by date
• Favorites: Videos you've saved for quick access (click the heart icon on any video to favorite it)

Appearance

Your profile page includes a Light Mode toggle. Switch between dark and light themes to match your preference. Your choice is saved and applied across all pages.

Required Learning

If your admin has assigned required learning modules, they appear prominently on your profile with completion badges showing which ones you've finished and which are still pending.

Keyboard Shortcuts

These shortcuts are available in the video editor (Record page):

Last updated: April 3, 2026