User Manual

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

Getting Started

Creating Your Account

Step 1: Visit the registration page and enter your name, email, and password.
Step 2: Choose a subscription plan on the pricing page, or ask your admin for an invite link.
Step 3: Once logged in, you'll land on your dashboard. Your available features depend on your role.

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

Step 1: Go to the Record page and click "Record Screen".
Step 2: Your browser will ask you to select which screen, window, or tab to share. Pick the one showing the workflow you want to capture.
Step 3: Perform the workflow while TrainBase records. See Real-time privacy blur below for what the banner at the top of the screen is telling you.
Step 4: Click "Stop Recording" when done. If the recording covered more than one workflow, TrainBase offers to split it first — see Splitting one recording into several videos below. Otherwise it saves the recording and runs the privacy scan; while it runs you'll see what it's doing. When the scan finishes, the recording loads in the video editor where you can crop, blur, and trim before submitting.
If the scan reports an error: TrainBase would rather tell you a recording could not be read than quietly hand you one it never checked. If you see a processing error, use Run the scan again from Unfinished Recordings; if it fails a second time, record the workflow again and let us know.
If you leave mid-scan: the scan keeps running on our side. Your recording is listed under Unfinished Recordings in your Workbench for 24 hours — click Review & Edit once the scan has finished, Reconnect if it is still running, or Run the scan again if it was interrupted.

Splitting one recording into several videos

Most real recording sessions cover more than one task. When you stop a screen recording, TrainBase looks at what was on screen and, if it sees distinct workflows, shows "N workflows detected in this recording" before it scans anything.

You get a preview of the recording, a timeline with a green marker at each proposed section break, and a row per section. Nothing is decided for you:

Move a break — drag its green marker on the timeline.
Add a break — scrub the preview to the moment you want and click Add section break at playhead.
Rename a section — type over its title. This becomes the draft's title.
Merge two sections — use the merge control on the row to fold it into the one before it.
Drop a section you don't need — click the trash can on its row. The row dims and its span turns grey on the timeline, so you can see exactly what is being left out. Click the arrow to put it back. Nothing is dropped until you press Split.
Click a timecode to jump the preview there, so you can check a break lands where you think it does.

Dropping is worth doing before you split rather than deleting the draft afterwards: a dropped section is never cut, never scanned for private information, and never counts against your monthly allowance. A recording where two of five sections are worth keeping costs you two videos, not five. A split needs at least two sections, so the trash cans grey out when two are left — if you only want one part of a recording, keep two and trim the extra in the editor.

Each row also carries a PHI density badge (low, medium or high) — a rough heads-up about which sections will need the most attention from you in the editor. It is not a privacy scan and it is not a substitute for your review.

When the sections look right, click Split into N videos. Each section becomes its own draft with its own narration script, quiz and privacy scan, and the scans run in parallel. If the recording really was one continuous workflow, click Keep as one video and it proceeds exactly as it always has.

Two things to know. The preview at this stage is unredacted — it is your own recording, nobody else in your practice can open it, and the privacy scan runs on each section after you split. And each section counts as one video against your monthly processed-video allowance, while the original recording's own count is released: splitting into three uses three, not four. If your remaining allowance can't cover the split, TrainBase says so instead of doing it halfway.

The proposal is part of an unfinished recording, so it follows the same 24-hour rule — come back to it within a day, or record again.

Real-time privacy blur

When you record a workflow, TrainBase can blur faces and on-screen text as you record, so patient information is already pixelated in the file before it ever leaves your browser. The final video that gets uploaded is the blurred version — not a raw copy that gets blurred later.

This is always on wherever your browser supports it (Chrome and Edge). There is no per-recording setting to change — on Firefox and Safari it falls back to the workbench review automatically.

What the banner at the top of the recorder is telling you

"Real-time privacy blur: starting…" — TrainBase is loading the detectors. This takes a second or two on the first recording of the day.
"Real-time privacy blur: blurring N face(s), M text region(s)" — Everything is working. The number updates once a second as you record.
"Real-time privacy blur: face-only — text regions will be flagged on workbench" — Faces are being blurred live, but text detection couldn't start. Text will be caught in the workbench review pass after the recording.
"Real-time blur unavailable: your recording will go to the workbench for full review" — The blur pipeline couldn't start (for example, you're on Safari or Firefox, or the network is slow). Recording still works — the workbench does the full review after upload.
"Real-time privacy blur: off for this recording" — Only appears on recordings made before live blur became always-on; new recordings never show it. The workbench did the full review after upload.

What actually happens when blur is active: faces and text regions are pixelated directly into the video stream. You cannot recover the original pixels from the saved recording — that's the point. If you need to see the original later, re-record.

On the workbench: any recording that didn't get real-time blur (unsupported browser, or the blur failed partway through) shows a red/amber "Needs full review" badge on its card and sorts to the top of your active drafts, so the recordings that need more attention from you are surfaced first.

Which browsers support it: Chrome and Edge get the full real-time blur. Firefox and Safari fall back to the workbench-review flow automatically — recording still works, you just get the badge and the post-upload review instead of live blur.

Redaction agent (on by default)

Beyond the standard redaction, a redaction agent runs on your workspace by default — an automated reviewer that scans sampled frames of your video to catch protected health information the standard pipeline might miss. It runs on the server after upload and adds its suggested blur regions to the workbench for you to review, just like the automatic detections you already see.

The agent is controlled per workspace by an admin under Admin → User Management → Trainee Sign-in → Agentic redaction policy, with three choices: Off (standard redaction only), Opt-in (each hunter chooses for themselves), or On (every hunter in the workspace). Redaction is never interrupted for budget reasons: the agent keeps running regardless of usage, and your plan’s processed-video allowance is what governs volume.

Monthly processed-video allowance: each plan includes a number of processed videos per month (Standard 20, Growth 100, Enterprise unlimited). A video counts when it is processed — when you record it, upload it, create a clip from an existing video, or start a brand-new draft — not when you publish it. Recordings that fail to process do not count. (If one is interrupted by maintenance and still shows against your total, contact us and we’ll credit it back.) At the limit, the Record and Upload buttons on the recording page are disabled and a banner shows how many days until the allowance resets — editing and publishing videos already in your workbench continue to work normally.

The agent is on by default for every workspace, including during your free trial, and it now also detects visible faces and reads handwriting (a held-up rounds sheet, a handwritten label) that plain text scanning cannot. Sampled video frames are processed by Google Cloud under our Business Associate Agreement and are never used to train any model. Admins can turn the agent off any time in the policy settings; when it is off, no frames leave TrainBase's systems for this analysis. As always, you review and confirm every redaction before publishing.

Verification pass: where the agent is enabled, every publish runs a final check on the finished video itself — even when no blur boxes were drawn, and including approvals from the admin review queue. TrainBase samples the output at in-between moments — including where content was scrolling fastest — and confirms nothing identifying is still visible, whether readable text or a patient's face. If something slipped through, it is covered automatically before release and you'll see a notification; if the check cannot run or cannot confirm the video is clean, the video is held instead of publishing, and you can simply try again.

If your admin has set the policy to Off or Opt-in and the agent isn't running for you, you may occasionally see a banner suggesting it. Click "Tell my admin" and we'll notify your workspace admin of your request — they can then turn it on from the setting above.

Granting TrainBase Support temporary access (admin)

If you need hands-on help, a workspace admin can let TrainBase support into your workspace for a limited time: go to Admin → User Management → TrainBase Support access, pick a duration (5, 15, 30, or 60 minutes), and click Grant support access. There is no code to copy or send — the grant appears on the support team's side automatically.

While a session is active, support sees your workspace the way an admin does, with hard limits: no deleting videos or users, no billing or sign-in-settings changes, no inviting users, and no access to raw (unredacted) recordings — support can only view published, redacted videos. The grant ends at the time you chose, when support signs out, or when you click Revoke now, whichever comes first, and it can never be extended from the support side. Every entry and every action during the session is written to your workspace audit log (Admin → Compliance).

Uploading from Your Phone

Step 1: On the Record page, click "Upload from Phone".
Step 2: Select a video file from your camera roll. Supported formats include MP4, MOV, and WebM.
Step 3: The video loads into the editor for processing.

Tip: For best results, record in landscape orientation and ensure good lighting. Avoid capturing any patient-identifiable information — TrainBase will detect and help you redact PHI, but it's best to avoid it in the first place.

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. In the published video, each zone is rendered as a pixelated mosaic, matching the live-recording effect.
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
Optionally creates quiz questions to test viewer comprehension (only if your workspace admin has enabled quizzes — see Quizzes (Admin Setting) below)

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

Editing the Quiz

If your workspace admin has enabled quizzes, the draft editor shows a Quiz Questions section under the script. Each card contains the question text, four answer options (A–D), a radio button to mark the correct option, and an optional explanation. Use Add Question to insert a new card or Remove on any card to drop it. Questions save together with the rest of the draft when you click Save Draft.

PHI Detection

TrainBase scans every video automatically; there is no sensitivity dial to set. The redaction agent reads each sampled frame directly and the standard text scan runs behind it at a fixed, deliberately cautious level.

Note: Because detection errs toward flagging too much rather than too little, expect to see the occasional box over non-sensitive text. You review and adjust the actual blur boxes in the editor before publishing.

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. Generating the voice is the slowest step — a three-minute video is around forty spoken segments and takes a few minutes. The Approve & Generate button reports its progress while it runs ("Generating narration (12/41)"), so let it finish rather than approving or submitting again; starting a second pass over the same video can undo the first one.
Save as Draft: Saves your work without submitting. You can return to your Workbench to continue editing later.

When a video fails redaction

Before a video is released, TrainBase re-checks the finished file for anything still identifying. If it finds something it cannot cover on its own, it holds the video back rather than publishing it, and the video shows as Redaction failed. Nothing was published, and nothing was sent to your trainees.

Two ways to move it forward:

Re-run Redaction — in the draft editor, or from the video's menu in Admin > Content. This scans the video again from the beginning, re-renders it and re-checks it. Use it when the scan looks like it simply missed something. It takes a few minutes, and the video stays unpublished until it passes.
Blur it by hand — open the editor and draw blur zones over whatever is left. Your manual zones are always applied. If a re-run has already failed once, do this: the editor review is the authoritative pass, and a second automatic scan usually finds what the first one found.

While a video is unpublished — failed, still a draft, or de-published — its original recording can be opened only by you and by the people who work on videos in your practice (owners, admins and content creators). Trainees cannot open it.

Don't leave a draft sitting. Both options above read the original source recording, and originals are permanently destroyed 30 days after recording under our Business Associate Agreement. For a published video that only means it can no longer be re-edited. For a draft, the source is the only copy, so after 30 days the draft can no longer be played, edited, re-run, or recovered — "Re-run Redaction" will tell you the source has passed its retention window. Publish the work you want to keep.

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 four sections (Unfinished Recordings only appears when you have one):

Unfinished Recordings: Screen recordings you haven't submitted yet — a scan that was still running when you left, or one that finished waiting for you. They stay here for 24 hours, and they are visible only to you until you submit them
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
Master Recordings: Your published source videos

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
TrainBase Official: Ready-made training videos produced by TrainBase, available to every organization (view-only) — find them in the "TrainBase Official" section of your Training Room queue

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.

Text answers (Clinic Growth and Enterprise): the mentor also answers your question directly in text, using only your practice's own training video scripts as its source — it never draws on outside knowledge or invents an answer. Each answer includes a "From your training library" line with clickable source chips that open the cited video at the relevant moment. If your library doesn't cover the question, the mentor says so honestly, shows the closest matches, offers a "Request a Video on This" button, and automatically flags the question to your admins as a content gap.

Multi-step tasks: if your question covers a task that takes several videos to complete (e.g., "walk me through front desk onboarding from start to finish"), the mentor recognizes this and offers to generate a playlist of the pertinent videos, ordered from task start to task completion. Click "Yes, create playlist" to save it — it appears in your playlist dropdown immediately — or "Queue in order" to load the videos straight into your training queue without saving a playlist.

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)
Favorites: Click the heart icon next to the video title to save the video to your Profile's Favorites tab for quick access later. Heart icons also appear on suggested video cards and queue items, and the "Load My Favorites" button at the bottom of the queue panel adds all your favorites to the queue in one click

Taking Quizzes

If your workspace admin has enabled quizzes, many training videos include an auto-generated question after you finish watching. Your score (0-100) is recorded and visible to your admin. Quizzes are off by default; if you don't see one, your admin has not turned the feature on for your workspace.

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. Where the redaction agent is enabled, the same automatic verification pass runs here before release; if it cannot confirm the video is clean, the publish is held and you can try again. 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.

Content Gaps

The Content Gaps tab lists questions trainees asked the Training Mentor that your video library couldn't answer — either nothing matched, or the matching videos didn't contain the answer. Each entry shows the question (privacy-scrubbed before storage), how many times it was asked, and when it was last asked. Use it to decide what to record next:

Resolved: Mark a gap resolved once you've recorded content that covers it.
Dismiss: Remove gaps that don't need a video.
Email digest: Workspace owners and admins receive a periodic email summarizing new gaps, with a link straight to this tab.

Creating Bounties from SOPs

Step 1: In the Admin panel, click "Upload SOP Document".
Step 2: Upload a PDF or text document containing your Standard Operating Procedures.
Step 3: TrainBase analyzes the document and generates a list of suggested bounties with titles, visual goals, director's notes, and script prompts.
Step 4: Review the suggested bounties, edit as needed, then click "Publish to Board" to make them available to hunters.

Managing Team Members

In the Admin panel, you can:

Invite members: Generate invite links or enable auto-join for your company's email domain. You must add at least one trusted domain before the auto-join toggle can be turned on. 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. Only the workspace Owner can grant Admin access — admins can assign roles up to Hunter, and no one can assign a role higher than their 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:

Step 1: In the Admin panel, navigate to the Trainee Progress section.
Step 2: Select a trainee (or multiple trainees) and click "Assign Video".
Step 3: Choose one or more published videos from the library.
Step 4: Optionally set a due date for completion. Trainees will see the deadline on their Training Room and Profile pages.

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.

Quizzes (Admin Setting)

Quizzes are off by default for every workspace. To enable quiz generation and display:

Step 1: Go to Workspace Settings in the Admin panel.
Step 2: Under Quizzes, toggle "Enable Quizzes" on.
Step 3: Videos submitted after the toggle is on will include an auto-generated multiple-choice question. Videos already published will not have quizzes retroactively added — re-generate the automated script from the video's detail page if you want a quiz for an older video.

Turning the toggle off hides quizzes from learners immediately, even on videos that already have quiz data stored.

From Admin → User Management → Trainee Sign-in you can offer two extra ways for trainees to sign in. Both are optional, you can turn on either or both, and both apply to trainee accounts only — they never grant more than trainee access, and they never create new accounts. A trainee can only use them if they've already been invited to your workspace.

Sign in with Google or Microsoft. Turn on "Allow trainees to sign in with Google or Microsoft", then enable Google and/or Microsoft. You can optionally list the email domains you accept as an extra check. Your trainees will then see a Sign in with Google or Sign in with Microsoft button below the password form on the sign-in page, and can sign in with their existing work account instead of a password. A button only appears once TrainBase has finished setting that provider up for your practice, so if you've turned a provider on and its button hasn't appeared, contact support and we'll finish enabling it. Signing in with Google or Microsoft replaces the password, not the security code: on the TrainBase website your trainees still enter their six-digit code afterwards, because that requirement applies to everyone who opens the site. In the browser extension, signing in with Google or Microsoft is all that's needed.

Reusable access key for the browser extension. Turn on "Allow trainees to use a reusable access key in the extension", then issue a key for a specific trainee. The key is shown once — copy it and add it to that trainee's extension. The trainee can then search and watch without a sign-in screen. You can turn off a key or replace it at any time from the same page; replacing it invalidates the old key immediately, so an exposed key is never permanent.

Primary EHR (Optional)

Workspace owners can record the practice's primary electronic health record system under Workspace Settings → Primary EHR. The dropdown lists common EHRs (Epic, Athenahealth, eClinicalWorks, NextGen, Practice Fusion); pick Other (specify below) to enter your own. This is used internally for grouped usage reporting only — it is not shown to learners and is not visible to anyone outside your workspace. The field is optional; leave it blank if you'd rather not say.

Onboarding Playlists

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

Step 1: Go to Workspace Settings in the Admin panel.
Step 2: Under Onboarding Playlists, click "Add Playlist" and select from your existing playlists.
Step 3: The selected playlists will automatically appear in every new member's training queue on their first visit.

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

When building a playlist, you can include TrainBase Official videos alongside your own recordings — they appear in the "available videos" list with a TrainBase Official badge. This lets you drop general orientation content (hand hygiene, HIPAA basics, and similar) straight into your onboarding without re-recording it.

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
User Activity: A 30-day dot plot on the Statistics tab showing how many videos each team member watched per day — larger, brighter dots mean more videos that day, and hovering a dot shows the exact count

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. Every frame is also read by the redaction agent, which catches handwriting and faces that text scanning misses.
Blur/Redaction Tools: Manually or automatically redact sensitive areas in videos.
Same-Origin Library Loading: All real-time redaction code (face detection, text detection, OCR) is served from TrainBase's own servers — no patient frames or recording data ever pass through third-party CDNs.
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.

Tip: Review the Security Risk Assessment quarterly and after any significant change to your technology or workflows. The Compliance Command Center helps you stay audit-ready year-round.

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.

Tip: Use a unique password that you don't reuse across other services. A password manager can help you generate and store strong passwords.

Two-Factor Authentication (MFA)

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

Step 1: Download an authenticator app if you don't already have one. TrainBase works with any TOTP-compatible app:

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

Step 2: Go to Profile > Security and click "Enable MFA".
Step 3: Scan the QR code with your authenticator app, or tap "enter manually" and type in the secret key shown on screen.
Step 4: Enter the 6-digit code from your authenticator app to verify the setup.
Step 5: Save your backup codes in a safe place — they won't be shown again. Use them to log in if you ever lose access to your authenticator app.

Tip: If you need to disable MFA or regenerate backup codes, you can do so from the same Security section on your Profile page. You'll need to enter your password to confirm.

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 in the Training Room — in the player, on suggested video cards, or in your queue). Click a favorite here to jump straight back into 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.

Browser Extension

From your profile, you can install the TrainBase browser extension for Chrome or Edge. It puts a small search pill on every page so you can search your practice's training library without opening TrainBase. To install:

From your profile, click "Install the TrainBase browser extension".
Click "Add to Chrome". That opens the TrainBase listing on the Chrome Web Store — confirm the install there. On Edge the same link works; Edge asks you to Allow extensions from other stores once, then shows Get instead of Add to Chrome.
The TrainBase pill should appear on any page — click it to sign in.

Already installed it during the pilot? Remove the old unpacked copy first — open chrome://extensions (or edge://extensions) and click Remove on the TrainBase entry that shows a folder path. If you skip this you'll have two copies running and two search pills on every page.

Manual install (IT admins). If you'd rather deploy the extension by hand, the same install page has an "Or install manually (.zip)" link: unzip it, open chrome://extensions (or edge://extensions), toggle Developer mode on, click "Load unpacked", and select the unzipped folder. Store installs update themselves; manual installs have to be re-downloaded when we ship changes.

The extension only ever sees the search text you type into its own pill — it never reads the content of the page you're on. Your session lasts one clinical shift (8 hours by default) and can be revoked instantly by signing out of TrainBase on the web.

Keyboard Shortcuts

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

Key	Action	When
`Space`	Set blur end point ("End Here")	While a blur zone is selected
`Backspace` / `Delete`	Delete the selected blur zone	While a blur zone is selected
`Escape`	Deselect blur / close popover	While a blur zone is selected

Bug Reports & Feature Requests

Two buttons float near the bottom-right corner of every page (on pages with a chat panel, they sit just above the chat input so they never cover the send button):

Red bug icon — Report a problem. Describe what went wrong, choose a category and impact level, then click Submit Report.
Lightbulb icon — Request a feature. Describe the feature and how it would help your workflow, then click Submit Request.

All submissions are sent directly to the TrainBase team for review. You do not need to include your name or email — your account is automatically identified.

Need more help? Check the FAQ page for answers to common questions, or contact your workspace admin for organization-specific guidance.

Last updated: August 30, 2026