Running a session on the day
Your admin sets courses up; you run the room. This is the whole job on training day - roll call, marking, and one button that sends everyone’s paperwork on its way.
Screens in this guide show Brightwater Training Ltd, a demonstration company - every name, email address and learner is fictional.
Sign in with your instructor login
Your admin has created you a login - sign in at your training centre's own address, yourname.trainaidsolutions.org. Instructors see a simpler portal: just your sessions and this guide. Works on a laptop, tablet or phone - the register is designed for a phone in a classroom.
Find your session
My sessions lists everything you're booked to deliver, soonest first, with the date, venue and seats. Filter by course or date if the list gets long. Tap a session to open its register.
Open the register
The register is your home for the whole day. Top to bottom: the QR self-registration switch, the add-a-learner form for latecomers, a bulk CSV import, the roll call, session documents, and the outcomes summary. Seats used and remaining sit at the top.
Let the room register itself
For a big group, flip the switch to Self-registration (QR code) and put the code on screen - learners scan it and type their own name and email, which beats deciphering twenty sets of handwriting. Download it to drop into your welcome slide, and Regenerate it if it's ever shared beyond the room. Switch back to Manual only when everyone's in.
Whichever way someone joins - you typing them in or them scanning the code - TAS immediately emails them a booking confirmation with the course, date and venue. One exception: an under-16 learner is never emailed directly - everything goes to their organiser (a parent, school or club contact). You can check what any learner has been sent under View email log in their row.
Take the roll call, mark as you go
Tick Present as people arrive - each tick saves instantly. Tap a learner's row to expand it: mark them Completed or Failed, grade each assessment point (pass / needs improvement / fail), and jot performance notes. Notes stay private to your team; grades feed the printable outcomes summary.
Someone arrives late? Add them with the form above the roll call - even after everyone else is finished.
The one-button finish
When the course wraps up and everyone made it, press Mark all as Passed & Completed. Nothing is sent yet - you get a review of what's about to happen, with every learner drafted as Completed and every assessment point drafted as Pass. Adjust anyone who needs it (one Failed learner, one "needs improvement" grade), then press Commit results.
What happens when you commit
The moment you commit, TAS takes over: each learner gets their feedback invitation, and their certificate follows automatically once feedback is in (or immediately, on courses without feedback). You can see any learner's email history under View email log in their row.
Paperwork, without the paper
Two extras at the bottom of the register: upload session documents (a signed-in sheet, a risk assessment) so they live with the session forever, and generate the learning outcomes summary - a PDF of every learner against every assessment point, ready for an awarding-body audit.
