What Train Track is

Train Track is a web app for independent training businesses. It keeps everything you need to run your day-to-day work in one place:

• your courses (the catalogue of what you teach)
• your clients (companies and the people you deal with)
• your trainers (who they are, what they're qualified in, when they're free)
• engagements (a client booking a course) and the sessions (the actual training days) inside them
• who attended, and what each session achieved
• expenses, invoices, payments and credit notes
• reports and a dashboard that show how the business is doing

You use it in a web browser at https://app.traintrack.fun. There is nothing to install.

Who it's for

Each person has a role, and the role decides what they can see and do. See Understanding roles.

Your first 15 minutes (business admin quick start)

If you have just created your business in Train Track, do these in order. Each step links to the full instructions.

1. Confirm your email and choose a password from the link we email you. (Signing up)
2. Log in. You land on the Dashboard.
3. Fill in Business settings (sidebar: Admin → Business settings). Add your logo, address, VAT number, bank details and invoice prefix. (Setting up your business)
4. Add your courses (sidebar: Delivery → Courses). Add a few by hand, or import many from Excel. (Courses)
5. Add a client company and one contact (sidebar: Clients → Companies). (Clients)
6. Add a trainer (sidebar: Delivery → Trainers). (Trainers)
7. Invite your team (sidebar: Admin → Users). (Inviting users)
8. Create your first engagement and schedule a session. (Engagements and sessions)

Signing up your business

1. Go to https://app.traintrack.fun/signup. (On the login page there is a link at the bottom: Create your account.)
2. Fill in the form, which is headed Set up your training business:
   • Training business name
   • Country (ISO code). This is the 2-letter country code, for example IE for Ireland or GB for the UK. It starts as IE.
   • Currency (ISO code). This is the 3-letter currency code, for example EUR or GBP. It starts as EUR.
   • Your first name and Your last name
   • Your email
3. Tick the Verify you are human box under the form. Most of the time it ticks itself after a second. Create account stays greyed out until it has passed. (More in The human check.)
4. Select Create account.
5. A page headed Check your email appears. Open the email we send you and use the link in it to confirm your address and choose your password.

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Things to know

• The person who signs up becomes the first business admin. Every business starts with exactly one.
• The email can take a few minutes. Check your spam folder.
• If the link has expired or never arrived, select Go back and send it again on the "Check your email" page.
• If you already have an account with that email, use Forgot password instead.
• There are limits on how often you can sign up from one address or one internet connection. If you see "Too many signup attempts", wait an hour and try again.

Setting your password from an invite

When a business admin invites you, you get an email with a link. The link opens a page headed Set your password.

1. Open the link in the email.
2. Type your New password (at least 8 characters).
3. Type it again in Confirm password.
4. Select Set password and continue.

You are then logged in.

If you see a red message such as "This link is missing its sign-in details — it may already have been used", the link has expired or was already used. Ask your business admin to send you a new invite from Users. (See Troubleshooting.)

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Logging in

1. Go to https://app.traintrack.fun (or /login).
2. Type your Email and Password. Select the eye icon in the password box to show what you've typed.
3. Tick the Verify you are human box under the password. Most of the time it ticks itself after a second. Log in stays greyed out until it has passed.
4. Select Log in.

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The human check

The log in, sign-up, forgot-password and change-password pages show a small Verify you are human box from Cloudflare. It stops automated programs from guessing passwords or creating accounts in bulk. For most people it ticks by itself and takes a second; sometimes you are asked to tick it. If it doesn't appear, or the button stays greyed out, see the human check on the Troubleshooting page.

Where you land depends on your role:

• Business admin, coordinator, finance and trainer land on the Dashboard.
• Client admin and attendee land on Sessions.

Forgot your password?

1. On the login page, select Forgot password? (next to the Password box).
2. Type the email you log in with.
3. Tick the Verify you are human box. Send reset link stays greyed out until it has passed.
4. Select Send reset link.
5. You'll see: "If an account exists for that email, we've sent a link to reset your password." This message is the same whether or not the email is registered, on purpose.
6. Open the email, then follow the link to the Set your password page and choose a new password.

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If you don't get an email, check spam, wait a few minutes, and make sure you typed the same email address you log in with.

Finding your way around

Once you are logged in:

• The menu (sidebar) is on the left. It is grouped under headings: Overview, Clients, Delivery, Billing, Insights, Admin. You only see the items your role can use.
• The top bar shows your email (select it to open My account), your role, your initials, and Sign out.
• Each page has a heading and a one-line description under it.

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On a phone or small screen the menu is tucked away behind a menu button.

My account

Select your email address (or your initials) in the top bar to open My account.

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Your details shows your login email, your role and your business. You can't change your email or role here. Ask a business admin.

To change your name

1. Under Your name, edit First name and Last name.
2. Select Save name. You'll see Saved.

To change your password

1. Under Change password, type your Current password.
2. Type a New password (at least 8 characters) and type it again in Confirm new password.
3. Tick the Verify you are human box if one appears. Change password stays greyed out until it has passed.
4. Select Change password.
5. You are signed out everywhere and taken to the login page. Log in with the new password.

Signing out

Select Sign out at the top right. Always sign out on a shared computer.

Common mistakes

• Using a different email from the one you were invited with. Log in with the exact address the invite was sent to.
• Waiting too long to use an invite or reset link. Links expire. Ask for a new one.
• Expecting to see every menu item. If you can't see something, it's usually because your role doesn't include it. See Understanding roles.

Every person who logs in to Train Track has one role. Your role decides which menu items you see and what you can do on each page. Your role is shown at the top right of every page (the grey tag next to your initials) and on My account.

The roles at a glance

Two more notes:

• Platform admin is an internal role for the people who run Train Track itself. You won't normally meet it.
• Attendee logins exist in the system, but there is no way to invite one from the Users page yet. See Not available yet.

Where each role lands after logging in

• Business admin, coordinator, finance, trainer: Dashboard
• Client admin, attendee: Sessions

Which menu items each role sees

A tick means the item is in that person's menu.

My account is open to everyone, via your email at the top of the page.

What each role can do

"View" means they can see it but not change it.

What "own" means

• A trainer sees only the sessions they are assigned to, their own trainer record, their own expenses, and the engagements and companies connected to their sessions. Prices are hidden from them.
• A client admin is linked to one company when they are invited. They see only that company's sessions, engagements and invoices. A client admin login that isn't linked to a company can't see anything useful.
• An attendee sees only sessions they are registered for.

Choosing a role when you invite someone

Changing someone's role

There is no button for this yet. See Setting up your business.

Do this once, near the start. Your details appear on invoices and on course PDFs, so it's worth getting right.

Business settings

Open Admin → Business settings. The page has a Logo box, then three sections (Business details, Contact details, Invoicing), and one Save settings button at the bottom that saves everything below the logo.

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Logo

1. In the Logo box, select Upload logo.
2. Choose a PNG or JPG file. It must be 2MB or smaller. A wide or square logo on a white or transparent background looks best.
3. The logo appears in the box straight away. (The logo uploads on its own. You don't need to select Save settings.)

To change it, select Replace logo. To take it away, select Remove.

Your logo is shown at the top of your invoices and your course PDFs.

Business details

Contact details

These appear on invoices and in the header of course PDFs you send to clients.

Invoicing

Certificates: issue automatically when a course finishes

A single tick-box under Certificates: Issue certificates automatically when a course finishes. It's off unless you turn it on, so certificates stay yours to review and issue.

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When it's on, closing out the last session of a course makes a certificate for everyone who has earned one. It uses the same rules as the Review and issue box, so nobody is issued who wouldn't be there. Nothing is emailed. You still choose when to send them, from the course's Certificates of attendance section. The certificates are made the next time someone opens that course page (or overnight at the latest), so they may not be there the moment you close out. If anything goes wrong with the automatic step, the close-out itself still goes through.

When you're done, select Save settings. You'll see Saved.

Common mistakes

• Changing the invoice prefix after you've issued invoices. Old invoices keep their old numbers, so you'll have two styles.
• Forgetting to select Save settings. Only the logo saves by itself.
• Leaving Bank / payment details blank, then wondering why clients ask where to pay.

Certificates: look and wording

Admin → Certificates controls how your certificates of attendance look and what the email that carries them says. Issuing them is covered in Certificates of attendance.

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• Design. Choose how every certificate is laid out: Classic (a double frame, serif lettering, centred), Modern (a bold band of your accent colour across the top, clean sans-serif lettering, left aligned) or Formal (a single ruled border with corner marks and an italic name). The preview underneath changes as soon as you choose.
• Paper. Landscape (A4 wide) or Portrait (A4 tall). Every design works in both.
• Certificate logo. Optional. Leave it empty to use your business logo. PNG or JPG, up to 2 MB.
• Signature. An image of the signatory's signature, printed above their name. PNG or JPG, up to 2 MB. A PNG with a transparent background looks best. Without one, the signature line is left blank for signing by hand.
• Signatory name and Signatory title. Printed under the signature line. If both are blank, the line says "Authorised signatory".
• Accent colour. Used for the frame, the title and the course name.
• Accreditation or approval wording. Optional, printed in small type under the course details. Leave it blank to leave it out.
• Email to participants. The Subject and Message of the email that carries the certificate. You can use these placeholders, which are filled in for each person: {{participantName}}, {{courseTitle}}, {{providerName}}, {{certificateNumber}} and {{downloadUrl}}. Click a placeholder to insert it. A spelling mistake in a placeholder is flagged, and Save certificate settings stays greyed out until it's fixed.
• Preview. A sample certificate (always marked SAMPLE) that updates as you type, even before you save. Open in a new tab and Download sample PDF are underneath.

Your business name, address and website come from Business settings, so change them there.

Changing the design later. The choice applies to certificates you issue from then on. A certificate you have already issued keeps the design it was issued with, so the one a participant already holds still matches the one on file. If you want an old certificate in the new design, reissue it from the engagement page (Certificates of attendance).

Email sending: your own domain

By default, emails from your Train Track (certificates, booking confirmations and invoice reminders) go out from a shared Train Track address, with your business name on the front (for example "Acme Training via Train Track") and replies going to your reply-to address. That works with no setup.

If you'd rather the emails come from your own address, for example certificates@mail.yourcompany.ie, connect your own domain under Admin → Email sending.

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To connect your domain

1. Open Admin → Email sending.
2. Type your sending domain. Use a subdomain such as mail.yourcompany.ie, not your main domain. That keeps these emails separate from your everyday mailbox, so nothing about your normal email changes.
3. Choose the address before the @ (for example certificates) and the name people see (it starts as your business name).
4. Select Connect domain.

You then see a list of DNS records to add.

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5. Sign in to the company that hosts the DNS for your domain (often where you bought it). For each row, create a record of the same Type, Name and Value. Use Copy to avoid typing mistakes. If your DNS host wants the full name, add . and your domain after the Name.
6. Select Check verification. DNS changes can take from a few minutes to a few hours to spread, so Waiting for the DNS records is normal at first. The page also checks again each time you open it.
7. When it shows Verified, emails start coming from your address. Nothing else to do.

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While you wait, and any time the domain isn't verified, emails keep going from the shared address, so nothing is held up or lost.

Good to know

• Your reply-to address (in Business settings) still decides where replies go.
• You can change the address and name people see at any time under How the address reads.
• Disconnect this domain puts emails back on the shared address straight away. It doesn't delete your DNS records; you can remove them yourself.
• A domain can belong to only one business.
• Demo businesses never send email, whatever is set here.
• The domain is registered with our email provider, whose plan limits how many domains it can hold. If you see "no room for another domain", contact support.

Common mistakes

• Using your main domain instead of a subdomain.
• Creating the records but leaving off the dot-and-domain when your DNS host asked for the full name.
• Expecting it to work the same minute. Allow a few hours.

Data retention: erasing personal data on a date

You hold personal details about the people who attend your courses: their name, email, phone and job title, and the certificates you issued them. Data-protection rules say you shouldn't keep these longer than you need to. Business settings → Data retention lets Train Track erase them for you, on a date, so you don't have to remember.

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To turn it on

1. Open Business settings and scroll to Data retention.
2. Type how many months after their last course you keep a participant's data, for example 24. A number from 1 to 240.
3. Select Save settings.

Leave the box blank to keep everything. Nothing is ever erased automatically unless you set a number.

What happens then

Every night Train Track works through four steps:

1. It gives each participant an erase-by date: their last session, plus your number of months. People who already attended get theirs the next time it runs (overnight), so check the list the next day. It only looks at people whose courses have all finished, and it never touches anyone with a Train Track login, a trainer record, or a role as a contact at a client company.
2. It emails you. When someone is within 14 days of their date, every business admin gets one email with the count and a link to the Data retention page. The email doesn't list names.
3. It waits. Nobody is erased until at least 7 days after that email. A date that is already in the past when it's first set still gets that week.
4. It erases. After the date, their name becomes "Erased participant", their email, phone and job title are removed, their certificates are erased (the PDFs are deleted), and the email log entries about them are blanked. Their attendance counts, session reports and invoices stay, because the record stays: it just no longer says who it was.

Erasing cannot be undone. A copy of a certificate or an email the person already received can't be taken back.

If the warning email can't be sent (for example, the email service is down), nobody is counted as warned and nobody is erased until it has been sent.

The Data retention page

Admin → Data retention lists your participants with their erase-by date. Data is kept through that date and erased after it.

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The line at the top counts how many have passed their date, how many are due within 14 days, how many have no date yet, and how many have been erased so far. Search by name or email.

For each person you can:

• Change date. Pick a new date. This starts the warning again, so you'll be emailed before anything happens.
• Keep indefinitely. Their data is never erased automatically. You can change their date later.
• Erase now… Erase them straight away, for example when someone asks you to. You must type a reason and tick I understand this cannot be undone. There is no warning email, and it can't be undone.

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Erase now refuses people who have a login, a trainer record or a contact role, and people who are registered for a session that hasn't finished yet. The message says which.

Common mistakes

• Setting the number and not checking the list. Past participants get dates straight away, and the ones whose course ended long ago will be erased a week after the first email.
• Expecting a demo business to be erased. Demo businesses are skipped.
• Expecting the erased person's name to come back. It can't.

Inviting and managing users

Open Admin → Users. The table lists everyone with access to your business: Name, Email, Role and Status.

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• A business admin sees Disable and Remove beside each person, plus an Invite someone form underneath.
• Coordinators see the list only.
• You don't get Disable or Remove next to your own row.

To invite someone

1. Under Invite someone, type their First name, Last name and Email.
2. Choose a role from the drop-down: business admin, coordinator, trainer, finance or client admin. (See Understanding roles to choose the right one.)
3. Two roles need one extra choice:
   • trainer: if you've already added this person on the Trainers page, choose Link to existing trainer: (name) from the extra drop-down. This connects their login to their trainer record. If you leave it on Create a new trainer record, a new trainer record is created for them. (If you pick an existing trainer, the first and last name you typed are ignored and the trainer's existing name is used.)
   • client admin: choose Which company is this login for?. A client admin login is no use without a company. If there are no companies yet, add one on the Companies page first.
4. Select Send invite. You'll see Invitation sent.

The person gets an email with a link to set their password (see Getting started). They show in the list as soon as you send the invite.

To disable someone (for example, when they leave)

1. On the person's row, select Disable.
2. Confirm with Yes, disable. (The message says they will be signed out and can't log in.)

Their name, trainer record and history stay in the system. The row turns faded and the status changes.

To let them back in, select Enable on their row. No confirmation is needed.

You can't disable yourself, and you can't disable the last active business admin. The page tells you if you try.

To remove someone permanently

1. On the person's row, select Remove.
2. Confirm with Yes, remove.

This deletes their login. Their person record is deleted too, but only if nothing else uses it. If they are a trainer, a company contact, or have registrations on sessions, that record stays and only the login goes. Use Disable instead if you want to keep a clear record that they were a user.

You can't remove yourself or the last active business admin.

Common mistakes

• Inviting a trainer without linking them to the existing trainer record, which leaves two records for one person.
• Inviting a client admin before the company exists.
• Using Remove when Disable was what you wanted.

What you can't do from the Users page yet

• Change someone's role. Once a login has a role, there is no button to change it. (Ask for help from whoever supports your Train Track account, or remove and re-invite the person.)
• Re-send an invite. There is no "Resend" button. If an invite link expires, the person can use Forgot password? on the login page, if they already have an account. Otherwise remove them and invite them again.
• Invite an attendee login. Only the five roles in the drop-down are offered.

Your course catalogue is the list of everything you teach. Engagements and sessions are built from it, so set it up before you book anything.

Open Delivery → Courses.

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The table shows Code, Name, Category, Duration, Standard rate and Status (active or inactive).

Adding a course

1. Scroll to Add a course under the table.
2. Fill in:
   • Course code (required): your own short, unique code, for example SM-01.
   • Category: free text, for example Sales Leadership.
   • Course name (required).
   • Duration (hrs): a number, for example 7 or 1.5.
   • Standard rate: your usual price. You can leave it blank if you price each engagement separately.
   • Currency: starts as EUR.
   • onsite / virtual / hybrid: tick the ways you deliver it.
3. Select Add course. It appears in the table.

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To add the full description and syllabus, open the course and edit it (next section).

Editing a course and its syllabus

1. In the table, select the course name.
2. The page shows an Edit course form. Change what you need.
3. Select Save changes. You'll see Saved.

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The form has two parts.

Basic details

Course overview (this is what appears on the course PDF)

Making a course active or inactive

At the bottom of the edit form is a tick box: Active (inactive courses can't be picked for new engagements).

• Untick it and select Save changes to retire a course. Existing engagements and sessions keep working.
• Tick it again to bring it back.

Deleting a course

Deleting is a deliberate two-step process, so you can't wipe a live course with one click.

1. Make the course inactive first (see above). On an active course the Delete link is greyed out. Hover over it and it says "Mark this course inactive to delete it."
2. Select Delete (in the table row, or at the bottom of the course page).
3. Confirm with Yes, delete.

You can't delete a course that is already used by an engagement or session. You'll see "This course is still used by existing engagements, sessions, or programmes, so it can't be deleted. Leave it inactive instead." That's fine. Leaving it inactive keeps your history intact.

Exporting courses as a PDF

1. On the course list, tick the box beside each course you want. The tick box in the header row selects all of them.
2. The text above the table changes from "Select courses to export a PDF." to "N selected", and a Download PDF button appears.
3. Select Download PDF.

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You get a client-ready brochure, headed with your logo and contact details from Business settings. It includes each course's overview, objectives, syllabus and (except for trainers) the standard rate. One course downloads as <course code>.pdf. Several downloads as course-catalogue.pdf.

Importing many courses from Excel

Use this when you're setting up, or adding lots of courses at once. You can put up to 500 courses in one file.

Select Import from Excel at the top right of the course list. The page is headed Import courses from Excel and has three steps.

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Step 1: Download the template

Select Download template (.xlsx). The workbook has three sheets:

• Instructions: explains every column.
• Courses: one row per course.
• Syllabus: one row per module.

Grey italic example rows (with the code EXAMPLE-101) show the format. They're ignored on upload, so you can leave them in or delete them.

Courses sheet

Syllabus sheet

Column headings are matched by name, so you can reorder columns. Don't rename them.

Limits: the file must be an .xlsx of 2MB or less (text only, no pictures), with at most 500 courses and 50 modules per course.

Step 2: Upload your file

Select Choose .xlsx file and pick your filled-in workbook. Train Track checks it straight away. Nothing is saved yet.

Step 3: Check and confirm

You'll see a summary, for example 2 new, then N already exist (skipped), N with errors, and N syllabus modules. Under that is a table with each row's Row, Code, Name, Modules and Result:

• New (green): will be created.
• Already exists — skipped (grey): you already have a course with this code. It is left alone, never overwritten.
• Has errors (red): something needs fixing.

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If everything is fine, select Import N courses. You'll see Imported N courses, with a View courses button.

If there are errors, you'll see a red box: "Fix N problems in your file, then upload it again. Nothing has been saved." It lists each one, for example Courses sheet, row 3: Course name: required. Fix the spreadsheet and upload it again.

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The import is all-or-nothing. If any row has a problem, the Import button stays switched off and nothing at all is saved. This means you never end up with half a catalogue. The page lists the first problems it finds, so fix those and re-upload to see any others.

Common import problems

Common mistakes

• Trying to delete an active course. Make it inactive first.
• Changing a code in the spreadsheet and re-uploading, expecting it to update the existing course. Imports only add new courses. To change an existing course, edit it on screen.
• Forgetting the Syllabus sheet's course code must match exactly.
• Leaving Standard rate blank and then finding sessions generate no billable item. (If neither the engagement nor the course has a rate, nothing is billed. See Money.)

A company is a client you train. Each company has contacts: the people you deal with there. Companies are also what engagements and invoices are attached to.

Open Clients → Companies.

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The table shows Name (with the legal name in brackets if the company trades under another name), VAT number, Contacts (how many), and Status.

Adding a company

1. Under Add a company, fill in:
   • Legal name (required)
   • Trading name (optional)
   • VAT number
   • Billing email: the address overdue-invoice reminders are sent to. Fill this in if you want those emails to go out.
2. Select Add company.
3. You land on the new company's page.

New companies get the Default payment terms (days) from your Business settings (for example, 30 days). You can change a single company's terms on its page.

The company page

Select a company's name to open its page. The top shows the legal name, trading name, VAT number, billing email, payment terms (for example "30-day terms") and status.

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Below that you'll find:

• Contacts: a table of Name, Role, Email, Phone and Primary.
• Add a contact: coordinators and admins only.
• Engagements: every booking for this company, with Course, Agreed price and Status. Select the course name to open the engagement.
• Documents: files attached to this company (see below).

Editing a company

1. Select Edit details under the company name.
2. Change Legal name, Trading name, VAT number, Billing email, Payment terms (days), Status (active or inactive) or Notes.
3. Select Save changes. (Cancel closes the form.)

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Marking a company inactive removes it from the pick-lists used to open engagements. Past records are kept.

Adding a contact

1. Under Add a contact, enter First name and Last name (required), and optionally Email, Phone and Role, e.g. Training Manager.
2. Tick Primary contact if this is the main person.
3. Select Add contact. You'll see Contact added.

Contacts become the people you can register on sessions for this company (see Engagements and sessions).

Documents

Each company page has a Documents list. Business admins and coordinators can attach a file by selecting Choose File and then Upload. Files can be up to 10MB. Select a file name to open it. The same Documents panel appears on engagements, sessions, trainers and invoices.

Common mistakes

• Leaving Billing email blank, then wondering why overdue reminders aren't sent. Without a billing email, the reminder is skipped for that company.
• Adding a client admin login before the company exists. Add the company first, then invite the login from Users.
• Looking for a way to edit or delete a contact. There isn't one yet (see Not available yet).

A trainer record holds the details of someone who delivers your courses: their contract type, day rate, qualifications and availability. A trainer record is separate from a login. You can have a trainer record for someone who never logs in. If you want them to use Train Track, link their login to their record (see below).

Open Delivery → Trainers.

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The table shows Name, Contract, Day rate, Qualifications (how many) and Status.

Adding a trainer

1. Under Add a trainer, enter First name and Last name (required).
2. Optionally add Email and Phone.
3. Choose the contract type from the drop-down: employee, contractor (the default) or associate.
4. Optionally enter a Standard day rate and Currency (starts as EUR).
5. Select Add trainer. You land on their page.

The trainer page

Select a trainer's name to open it.

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The top shows contract type, day rate, email, skills and status, with a link Today's sessions → (see Trainer and client views).

Editing a trainer

1. Select Edit details.
2. Change Contract type, Status (active or inactive), Standard day rate, Currency or Skills (comma-separated), for example Leadership, Health & Safety.
3. Select Save changes.

Inactive trainers no longer appear in the trainer drop-downs when you schedule sessions or submit expenses.

Qualifications

The Qualifications table lists Name, Issuer, Issued and Expires. An expired qualification is shown in red with (expired) after the date. Expired qualifications also appear on the dashboard under What needs my attention.

To add one:

1. Under Add a qualification, enter the Qualification name (required) and the Issuer.
2. Optionally set the Issued and Expires dates.
3. Select Add qualification. You'll see Qualification added.

Availability

The Availability table lists From, To, Status and Note. Use it to record when a trainer is free, busy or maybe free.

To add a period:

1. Under Add availability, choose From and To (date and time).
2. Choose available, unavailable or tentative.
3. Optionally add a Note.
4. Select Add availability. You'll see Availability added.

Documents

Business admins and coordinators can upload files to a trainer's page (for example, a copy of a certificate) in the Documents panel at the bottom.

Linking a trainer to a login

A trainer only sees their sessions, expenses and Today's sessions if their login is linked to their trainer record.

If the trainer record already exists (recommended)

1. Add the trainer here first.
2. Go to Admin → Users and fill in Invite someone.
3. Choose the role trainer.
4. In the extra drop-down that appears, choose Link to existing trainer: (their name).
5. Select Send invite.

If you invite a trainer without linking, a new trainer record is created. If you then add the same person on the Trainers page, you'll have two records. The one with the login is the one that works for them.

Two ideas sit at the heart of Train Track:

• An engagement is a client booking a course from you. For example: "Acme Retail has booked Negotiating Skills."
• A session is one day of delivery inside an engagement, with a date, a time, a place and usually a trainer. One engagement can have many sessions.

Engagements are for the deal. Sessions are for the diary. Money comes from both (see Money).

Before you start

You need, as a minimum:

• one active company (Clients),
• one active course (Courses),
• and, to assign someone to teach, an active trainer (Trainers).

If you're missing something, the page tells you: "You need at least one active company and one active course before opening an engagement."

Engagements

Open Clients → Engagements.

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The table shows Company, Course, Agreed price (not shown to trainers) and Status.

Opening an engagement

1. Under Open an engagement, choose the company and the course from the two drop-downs. Courses appear as code — name.

2. Optionally enter a Quote reference and a PO number (the client's purchase order number).

3. Enter the Agreed price and Currency.

4. Choose a pricing model, which says what the agreed price means:

   Pricing model	The agreed price is...	When it's billed
   fixed	One fee for the whole engagement	Once, when you mark the engagement completed
   per day	A price per delivery day	Each time a session is completed
   per attendee	A price per person	Each time a session is completed (counts the people booked on it)
   per session	A price per session	Each time a session is completed

5. Select Open engagement. You land on its page, with the status enquiry.

The engagement page

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The top shows the quote reference, PO number, and agreed price with its pricing model.

• Status shows the current status. Buttons let you move it forward (see below).
• Billing (finance, business admin and client admin only) shows how many billable items are waiting, plus any invoices for this engagement.
• Documents lets business admins and coordinators attach files, such as the signed quote.

Engagement statuses

Statuses move in one direction:

enquiry → quoted → approved → scheduled → active → completed → invoiced → closed

An engagement can also be cancelled, but only while it is still enquiry, quoted, approved or scheduled. Once it is active, it can only go forward.

To change status, select the button on the Status card, for example Mark quoted. Only the allowed next steps are shown. When there are none, the card says "No further transitions from this status."

Train Track doesn't change an engagement's status for you. Move it yourself as the deal progresses.

Common mistakes

• Forgetting to move the engagement to active or completed. Sessions and invoices still work, but your lists and reports won't reflect reality.
• Choosing the wrong pricing model. You can't change an engagement's price or pricing model on screen after you've opened it.
• Opening a second engagement for the same booking instead of adding sessions to the first.

Sessions

Open Delivery → Sessions for a table of Date, Time, Course, Company, Trainer and Status. Select a date to open the session.

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Scheduling a session

1. On Sessions, scroll to Schedule a session. (It only lists engagements that aren't cancelled or closed.)
2. Fill in:
   • Engagement: shown as Company — Course
   • Trainer: leave on Unassigned if you don't know yet
   • Date
   • Start and End
   • Location
   • Delivery method: onsite, virtual or hybrid
   • Capacity: the maximum number of people
3. If you choose a trainer, date and times, Train Track checks their diary. If they're already booked at an overlapping time, a yellow box says "This trainer is already booked at this time:" and lists what they're booked on. You can still go ahead.
4. Select Schedule session. You land on the session's page.

The session's course is the engagement's course. Schedule one session for each delivery day.

The session page

The top shows the course, company, date, time, delivery method, location, capacity and trainer.

• Scheduling warnings (a yellow box, only if needed) tells you if the trainer is double-booked, is missing a qualification the course requires, or if registrations are over capacity. These are warnings only. They never stop you.
• Status shows the current status, with buttons to move it on.
• Close out session appears once the session is confirmed or in progress and its date has arrived.
• Session report appears after close-out.
• Registrations lists who's booked and whether they attended.
• Register an attendee is below that.
• Documents lets business admins and coordinators attach files.

Session statuses

scheduled → confirmed → in progress → completed, plus cancelled.

Use the buttons on the Status card: Mark confirmed, Mark in progress, Mark cancelled.

• You don't have to press Mark in progress. A confirmed session can be closed out directly on or after its date. Use Mark in progress only if you want the status to show that the session is under way.
• You can't mark a session completed with a button. Completing happens only through close-out (below), so a session can't finish without attendance and a report.
• cancelled is possible from scheduled, confirmed or in progress. A cancelled session can't be brought back. Schedule a new one.
• Cancelled sessions drop out of the Calendar by default.

Registering attendees

1. Under Register an attendee, open the drop-down. It lists people already on file for this client company, followed by + New attendee.
2. Pick someone, or choose + New attendee and enter First name, Last name and optionally Email. The new person is added to the client company.
3. Select Register attendee.

They appear in the Registrations table with the registration status invited. (That status doesn't change on screen. It's just the starting label. What matters for close-out is the attendance mark.)

• If the person has an email address, Train Track emails them a booking confirmation (see Notifications and email).
• Registering over capacity is allowed. You'll just see a Scheduling warnings message.
• The same person can't be registered twice on one session.
• People you add as contacts on a company page (see Clients) show up in the drop-down.

Marking attendance

In the Registrations table, each person has three buttons: present, absent and partial. Select one to record it. The choice is highlighted, and you can change your mind by selecting a different one.

When nearly everyone turned up, select Mark everyone present (N) above the table. It marks present everyone who has no mark yet and leaves the rest alone: anyone you've already marked as absent or partial stays as they are, and cancelled or waitlisted people are skipped. Then change anyone who wasn't there. The button appears once the session is confirmed or in progress and its date has arrived, and only while someone is still unmarked. It's safe to select twice.

Everyone else (finance, client admin, attendee) sees the result but has no buttons.

Closing out a session

Closing out is how a session officially finishes. It records what happened, and it's what makes the money flow.

1. On or after the session's date, open it. The session can be confirmed or in progress. You don't need to press Mark in progress first.
2. In Registrations, give everyone an attendance mark. Select Mark everyone present (N), then change anyone who wasn't there. Close-out won't work until every registered person has a mark, and the Close out session box tells you how many people still need one.
3. In the Close out session box, optionally fill in:
   • Actual start and Actual finish
   • Topics covered
   • Topics not covered
   • Issues
   • Client comments
   • Follow-up actions
4. Select Close out session.

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The session becomes completed and a Session report card appears with what you entered. If your pricing model is per day, per attendee or per session, a billable item is created automatically (see Money).

If someone's attendance is missing you'll see an error that starts with "BR-007: attendance is still missing for" and names the people. Go back and mark them.

Close-out also needs a trainer assigned. Otherwise you'll see "Session has no trainer assigned — cannot close out." A session that hasn't started yet can't be closed out ("This session has not started yet, so it cannot be closed out"), and neither can one that's still scheduled. Confirm it first.

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The calendar

Open Delivery → Calendar to see sessions laid out by month.

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• Use Month and Agenda at the top right to switch views. Agenda lists upcoming sessions soonest first.
• In month view, use the arrows to change month, or Today to jump back.
• Filter by trainer, company and status. (Business admin, coordinator and finance see these filters. Trainers and client admins are already limited to their own sessions.)
• Select a session to open it.
• Attendees see only the agenda view of the sessions they're registered for.

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Common mistakes

• Closing out without marking everyone's attendance first.
• Scheduling a session without a trainer, then not being able to close it out. Remember: the trainer can't be added to an existing session on screen yet. Cancel and re-schedule, or ask for help.
• Expecting a trainer to mark their own attendance. Trainers can't. A coordinator or business admin does it.
• Ignoring the yellow Scheduling warnings box.

This section follows the money from the classroom to the bank.

Session closed out  ─┐
Fixed-price engagement completed ─┼─▶ Billable item (pending) ─▶ Draft invoice ─▶ Approved ─▶ Issued ─▶ Paid
Expense approved (billable) ─┘                                                             │
Manual line added by finance ─┘                                                  Credit note (if needed)

Expenses

Open Billing → Expenses. The table shows Trainer, Category, Date, Amount, Billable (Yes or No) and Status. Finance and business admins also get a Decision column.

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Submitting an expense

1. Under Submit an expense:
   • A trainer sees the form for themselves. If the form says "No trainer record is linked to this account," ask your business admin to link your login to your trainer record (see Trainers).
   • A business admin or coordinator first picks which trainer it's for.
2. Choose a category: mileage, parking, accommodation, materials or other.
3. Choose the date and enter the Amount. Optionally enter the VAT amount.
4. Leave Billable to client ticked if the client should pay for it, or untick it if it's your own cost.
5. Select Submit expense. It shows in the table as submitted.

Approving or rejecting an expense

1. In the table, find expenses with the status submitted.
2. In the Decision column, select Approve or Reject.

• Reject closes it. Nothing is billed.
• Approve on a billable expense creates a billable item automatically, with the same amount (and the VAT rate worked out from the VAT amount you entered).
• Approve on a non-billable expense just records the decision.

Expense statuses: submitted → approved or rejected, then billed once it has been put on an invoice.

Billable items

Open Billing → Billable Items. These are the charges waiting to be put on an invoice. The table shows Engagement (the company), Description, Source, Amount and Status.

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Billable items are created in four ways:

Status is pending (waiting) or invoiced (already on an invoice).

Adding a manual line

Use this for anything extra, such as materials you supplied or a cancellation fee.

1. Under Add a manual line, choose the engagement (shown by company name).
2. Enter a Description.
3. Enter Quantity (starts at 1), Rate (required) and VAT % (starts at 0).
4. Select Add line. It joins the list as pending.

Invoices

Open Billing → Invoices. The table shows Number, Company, Date, Total and Status.

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The life of an invoice

An overdue red tag is added next to issued and part paid invoices once the due date has passed. It isn't a separate status. It appears and disappears by itself.

Generating an invoice

1. Under Generate an invoice, choose the engagement (shown by company name). Only engagements that have pending billable items are listed. If there are none, the page says "No engagement currently has pending billable items to invoice."
2. Select Generate draft invoice. This pulls in every pending billable item for that engagement as one invoice.
3. You land on the new invoice, with the status draft.

The invoice number follows your prefix and the year, for example INV-2026-0007. The due date is today plus the payment terms on the company (30 days by default).

Reading an invoice

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The top shows the number, company, invoice date, due date and status. Under it is a table of Description, Qty, Rate, VAT % and Amount, then Subtotal, VAT and Total. If a credit note has been issued you'll also see Credited and Amount due.

Further down are Payments, Credit notes and Documents.

Approving and issuing

1. On a draft invoice, check it, then select Approve.
2. On an approved invoice, select Issue to client.

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Print and PDF

At the top right of every invoice, in every status:

• Download PDF ↓ creates a PDF of the invoice on the spot. Nothing is saved to your Documents. Each click makes a fresh copy.
• Print view → opens a clean page you can print with your browser (Ctrl+P, or Cmd+P on a Mac) or save as a PDF.

Both show your logo, business name, address, VAT number, the Bill to company, a due date, and (on the print view) your bank details and footer note from Business settings.

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Client admins can use both for their own company's invoices.

Recording a payment

1. Scroll to Record a payment.
2. Choose the date and enter the Amount.
3. Optionally enter the Method (for example bank transfer) and a Reference.
4. Select Record payment.

The payment joins the Payments table. If the total paid now covers what's owed, the invoice becomes paid. Otherwise it becomes part paid.

If you pay too much: Train Track stops you with a message that starts "BR-010: this payment would bring the total paid to ... exceeding the amount owed..." and shows two buttons, Record anyway and Cancel. Choose Record anyway only if you really are recording an overpayment.

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Issuing a credit note

A credit note reduces what a client owes, for example for a cancelled day or a mistake.

1. Scroll to Issue a credit note.
2. Type a Reason.
3. Enter the Amount (it tells you the most you can credit).
4. Select Issue credit note.

The credit note is numbered like CN-INV-2026-0005-1, appears under Credit notes, and the invoice shows Credited and Amount due. If the credit covers what's left unpaid, the invoice's status updates to match.

You can issue several credit notes, but their total can't go above the invoice total.

Overdue invoices

An invoice is overdue when it's issued or part paid and its due date has passed. You'll see:

• A red overdue tag on the invoice list and the invoice itself.
• (overdue) in red beside the due date in Reports → Outstanding invoices.
• A count on the Dashboard under Outstanding (all time).
• A reminder email to the company's billing email (see Notifications and email).

What each role sees

Common mistakes

• Issuing before checking the VAT % column, or closing out sessions before setting the Default VAT rate.
• Approving a billable expense and not checking which client it landed on.
• Expecting Issue to client to email the client.
• Recording a payment against a draft or approved invoice. Payments are only possible once an invoice is issued.
• Trying to edit an issued invoice. Use a credit note, then raise the correct charge through a manual line and a new invoice.

The dashboard

The dashboard is the first thing most people see after logging in: today, this month, and what needs a look. Open it from Overview → Dashboard.

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Choosing the time period

At the top right, pick This month, This quarter, This year or All time. The cards and charts update. "This month" always means the whole calendar month, including days that haven't happened yet, so a session planned for the 28th already counts.

The cards

The charts

Hover over a bar or point to see the figure.

Coordinators and trainers see the same page without the money cards and charts.

Today's sessions

A list of today's sessions with the time, course, company and status. Select one to open it. When nothing is on, it says "Nothing scheduled today."

What needs my attention

Two lists, so nothing slips:

• Ready to close out: sessions that are in progress, or confirmed and already due (today or earlier), but haven't been closed out. Select one to finish it (see Engagements and sessions).
• Expired trainer qualifications: a trainer's qualification has passed its expiry date.

When there's nothing to do, it says "Nothing outstanding right now."

Business admins and coordinators also see a Certificates ready to issue card when a finished course still has certificates to issue. Each line names the course and company with how many are ready, and selecting it opens that course's certificates. The card isn't there when there's nothing to issue.

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Reports

Open Insights → Reports. Reports are read-only tables. They look at all of your data, with no date filter, and there's no export button yet.

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Revenue by client (business admin and finance)

One row per company: Company, Invoices (how many), Invoiced, Credited and Net revenue (invoiced minus credited). It counts issued, part-paid, paid and credited invoices. It leaves out drafts and approved-but-not-issued invoices. Select a company to open it.

Revenue by course (business admin and finance)

One row per course: Course, Billable items (how many) and Amount. It counts billable items already put on an invoice. This includes items on invoices that are still draft, so it can run ahead of the "Revenue by client" total.

Attendance by course (business admin and coordinator)

One row per course: Registered, Present, Absent, Partial and Rate. It counts everyone registered apart from cancelled and waitlisted, and Rate is the share marked present out of those who have an attendance mark. People with no mark yet count in Registered but not in Present, Absent, Partial or Rate, so the first column can be bigger than the other three added together.

Outstanding invoices (business admin and finance)

One row per unpaid invoice: Invoice, Company, Due and Balance (the total, less credit notes, less payments). Overdue ones are shown in red with (overdue).

Expenses (business admin and finance)

Two small tables: by Category (with Count and Amount) and by Status.

Reading the numbers: a few tips

• The Dashboard and Reports can differ slightly because they ask slightly different questions (for example, drafts are counted in Revenue by course but not in the dashboard's invoiced total).
• If Attendance rate looks odd, remember it only reflects sessions where attendance has been marked.
• If revenue looks low, check for draft invoices and pending billable items. They haven't been issued yet.

Common mistakes

• Reading Outstanding (all time) as "this month". It's always the lot.
• Expecting reports to filter by date. They don't yet.

Train Track sends only a small number of emails. This page lists every one, who gets it and when.

Every email Train Track sends

The invitation, sign-up and reset emails contain a link that lets the person choose a password. Links expire, so use them soon.

Who the emails come from. Booking confirmations, overdue invoice notices and certificates go out from a shared Train Track address with your business name on the front, unless your business has connected its own domain, in which case they come from your own address. See Email sending: your own domain.

What the two Notifications emails say

Booking confirmation

• Subject: You're booked in: (course name) on (date)
• Text: Hi (first name), you're confirmed for (course) with (company) on (date) at (location). The location is left out if the session has none.

Overdue invoice notice

• Subject: Invoice (number) is overdue
• Text: Invoice (number) for (amount) (currency) was due on (date) and remains unpaid.

Both are plain-text emails sent from Train Track. If you've set a Reply-to email for notifications in Business settings, replies go to that address. Otherwise there's no reply address.

What Train Track does not email

• Invoices. Issue to client doesn't send anything. Download the PDF and email it yourself.
• Credit notes.
• Session cancellations or changes. Cancelling a session doesn't tell the attendees.
• Expense approvals or rejections.
• Reminders before a session.
• Repeat overdue reminders. Each invoice gets at most one.

The Notifications page

Open Insights → Notifications. It's a log of the emails above, newest first.

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What the Delivery badges mean

• sent: handed to the email service successfully.
• skipped: not sent on purpose. This is what you'll see if email sending isn't switched on yet, or if your business is a demo business (which never sends email).
• failed: the email service refused it. Hover to see why.

Checking for overdue invoices

Train Track checks for overdue invoices once a day (early morning) and emails each overdue invoice's company. You can also do it yourself:

1. On Notifications, scroll to Overdue invoices.
2. Select Check for overdue invoices.
3. A line appears, for example "2 overdue invoices found, 1 new notification logged."

An invoice is skipped if it has already had a notice, or if its company has no Billing email. Add one on the company's page (see Clients).

Common mistakes

• Not entering an email address for attendees, then wondering why they didn't get a booking confirmation.
• Leaving a company's Billing email blank.
• Expecting an invoice to be emailed when it's issued.

Trainers and client contacts see a smaller version of Train Track, limited to what's theirs. This page describes each, so you can show new users around or understand what they see.

If you're a trainer

Before your first login

A business admin or coordinator must have:

1. added you on Trainers, and
2. invited you from Users with the role trainer, linked to your trainer record.

If your login isn't linked to a trainer record, pages that are meant to show your sessions and expenses will be empty. Ask your business admin to check. (See Trainers.)

Your menu

You'll see: Dashboard, Companies, Engagements, Courses, Trainers, Sessions, Calendar and Expenses.

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Everything is limited to you:

You can't see Billable Items, Invoices, Reports, Notifications, Users or settings.

Day to day

See what's on today.

1. Open Trainers and select your name.
2. Select Today's sessions →.
3. You get a short, phone-friendly list for today: course, time, company, location, status, and how many people have attendance marked, for example Attendance: 3/8 marked. Select a session to open it.

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Look at a session. Open it from Sessions, Calendar or Today's sessions →. You can see the time, place, status and the list of registered people with their attendance.

Check your diary. Calendar shows your sessions by month or as an agenda.

Claim an expense.

1. Open Expenses.
2. Under Submit an expense, choose a category and date, enter the Amount (and VAT amount if any), and decide whether it's Billable to client.
3. Select Submit expense.
4. Finance or a business admin approves or rejects it. Its Status in your table shows what happened. See Money.

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What trainers can't do (yet)

• Mark attendance or close out a session. These are done by a coordinator or business admin. Tell them who attended.
• Change a session's status.
• Add your own availability or qualifications. Ask the office to enter them.
• Attach receipts to expenses.

If you're a client admin

A client admin is a contact at a client company who has a login. You see only your own company.

Before your first login

A business admin must have invited you from Users with the role client admin and chosen your company.

Your menu

Companies, Engagements, Sessions, Calendar and Invoices. After logging in you land on Sessions.

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You can't change anything on the Companies, Engagements or Invoices pages. You can't see other companies, courses, trainers, expenses, reports or any settings.

Registering your people on a session

1. Open Sessions and select the session's date.
2. Under Register an attendee, choose someone from your company, or choose + New attendee and enter their First name, Last name and optionally Email.
3. Select Register attendee.

If the person has an email address, they get a booking confirmation. Only people at your own company are offered.

You can see the Registrations table with each person's attendance after the session, but you can't mark attendance or change the session.

Paying an invoice

Open Invoices, select the invoice number, then Download PDF ↓ or Print view →. The bank details to pay are on the print view. Train Track doesn't take payments. Pay by bank transfer as usual, and the training business records it.

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If you're an attendee

Attendees see only Sessions and Calendar, limited to sessions they're registered for. You can't edit anything.

Four walkthroughs from start to finish. Each says who does what, so you can hand the right parts to the right people.

Example 1: Run a course for a new client, from enquiry to paid invoice

The story: Acme Retail asks you to run Negotiating Skills for their team over two days. You'll charge €900 per day.

Before you start: the course exists in Courses, you have a trainer on Trainers, and your Business settings are filled in.

1. Add the client (coordinator or business admin)

1. Go to Clients → Companies.
2. Under Add a company, enter the Legal name Acme Retail Ltd, Trading name Acme Retail, their VAT number, and a Billing email (important for overdue notices).
3. Select Add company.
4. On the company page, under Add a contact, add your contact: First name, Last name, Email, Phone, Role (for example Training Manager). Tick Primary contact. Select Add contact.

2. Open the engagement (coordinator or business admin)

1. Go to Clients → Engagements.
2. Under Open an engagement, choose Acme Retail and NEG-01 — Negotiating Skills.
3. Enter your Quote reference. Enter Agreed price 900, Currency EUR, and choose per day as the pricing model.
4. Select Open engagement. The status is enquiry.
5. Send the quote to the client yourself. When it's sent, select Mark quoted. When they accept, select Mark approved. If their PO number arrives later, you can't add it to the engagement on screen. Attach their purchase order in Documents on the engagement page instead. (To have the PO number on the engagement, enter it when you open it.)

3. Schedule the sessions (coordinator or business admin)

1. Go to Delivery → Sessions.
2. Under Schedule a session, choose the engagement (Acme Retail — Negotiating Skills), the Trainer, the Date, Start and End times, the Location, the Delivery method and a Capacity.
3. If a yellow warning says the trainer is already booked, decide whether to carry on or change trainer.
4. Select Schedule session. Repeat for day two.
5. On the engagement page, select Mark scheduled.

4. Register the attendees (coordinator, business admin or the client's own admin)

1. Open day one, under Sessions.
2. Under Register an attendee, pick people from Acme's list, or choose + New attendee for anyone not on file. Include their email so they get a booking confirmation.
3. Select Register attendee for each person. Repeat for day two.

5. Confirm and run the sessions (coordinator or business admin)

1. A few days before, open each session and select Mark confirmed.
2. On the engagement, select Mark active when the first day starts.
3. On the day, open the session. You don't need to press Mark in progress: a confirmed session can be closed out directly.
4. Ask the trainer who attended. In Registrations, select Mark everyone present, then change anyone who was absent or only partly there.
5. In Close out session, add what was covered, any issues and follow-ups, then select Close out session.
6. Do the same for day two.

Two billable items are now waiting, each €900. (If the session had no price, check the engagement's agreed price or the course's standard rate.)

6. Claim expenses (trainer, then finance)

1. The trainer opens Expenses and submits, for example, mileage, with the date and amount, ticked Billable to client.
2. Finance or the business admin goes to Billing → Expenses, finds it with the status submitted, and selects Approve. It becomes a billable item too.

7. Invoice the client (finance or business admin)

1. Go to Billing → Billable Items and check the lines. Add a manual line if needed.
2. Mark the engagement Mark completed, then go to Billing → Invoices.
3. Under Generate an invoice, choose Acme Retail, then Generate draft invoice.
4. On the draft, check every line, the VAT % column and the Total.
5. Select Approve, then Issue to client.
6. Select Download PDF ↓ and email it to the client yourself.
7. On the engagement, select Mark invoiced.

8. Get paid (finance or business admin)

1. When the money arrives, open the invoice and scroll to Record a payment.
2. Enter the date, the Amount, the Method (for example bank transfer) and the Reference. Select Record payment.
3. The status becomes paid. On the engagement, select Mark closed.

If they don't pay on time, the invoice shows overdue, and Train Track emails a reminder to the billing email once (see Notifications and email).

Example 2: Onboard 40 courses from a spreadsheet

The story: You've got 40 courses in an old spreadsheet and you don't want to type them in.

Who: business admin or coordinator.

1. Go to Delivery → Courses and select Import from Excel.
2. Select Download template (.xlsx) and open it in Excel.
3. Read the Instructions sheet. Notice the grey example rows (code EXAMPLE-101). You can delete them.
4. On the Courses sheet, paste your 40 courses in, one per row. Fill at least Course code and Course name. Add Duration (hours), Standard rate, Category and any other columns you have. Check:
   • every course code is different,
   • Delivery methods use only onsite, virtual or hybrid,
   • Skill level is Beginner, Intermediate or Advanced,
   • Active is Yes or No (or blank for Yes).
5. On the Syllabus sheet, add one row per module. Each row starts with the Course code it belongs to, so the codes must match the Courses sheet exactly. Put the modules in the order you want them to appear.
6. Save the file as .xlsx (not .xls or .csv).
7. Back on Train Track, select Choose .xlsx file and pick it.
8. Read the summary under 3. Check and confirm:
   • Expect 40 new.
   • If some say Already exists — skipped, you already have those codes.
   • If there's a red box, fix each problem it lists in your spreadsheet (it tells you the sheet and row), save, and choose the file again. Nothing has been saved at this point.
9. When it says Import 40 courses, select it.
10. You see Imported 40 courses. Select View courses to check them.
11. Spot-check a few. Open a course and look at Course overview and Syllabus modules.
12. Tick a few courses and select Download PDF to check the brochure looks right.

Remember:

• It's all or nothing. One bad row means nothing is imported, so fix them all and try again.
• Importing never overwrites. To change a course that's already in, edit it on screen.
• The limit is 500 courses and 2MB per file.

Example 3: Set up a new business and invite your team

Who: the business owner (business admin).

1. Sign up at https://app.traintrack.fun/signup. Open the email, set your password, and log in.
2. Go to Admin → Business settings.
   • Upload your logo.
   • Fill in Business details, Contact details and Invoicing, including Bank / payment details and Default payment terms (days).
   • Select Save settings.
3. Add your first trainers on Delivery → Trainers, with their qualifications.
4. Go to Admin → Users and invite your team:
   • your office manager as coordinator,
   • your bookkeeper as finance,
   • each trainer as trainer, choosing Link to existing trainer and picking their name.
5. Ask each person to open their email, set a password and log in.
6. Add your courses (see Example 2) and clients (see Example 1).
7. Check Admin → Users in a few days to see everyone's Status is active.

When someone leaves, go to Admin → Users, select Disable on their row and confirm.

Example 4: Give everyone a certificate when a course is finished

The story: Acme Retail's two-day course has finished and all the sessions are closed out. You'd like each person who attended to have a certificate of attendance, emailed to them.

Before you start: your certificate look and wording are set under Admin → Certificates (see Setting up your business), and each session is completed with attendance marked. If you closed out day two just now, the session page already has a Review and issue certificates button, and the dashboard lists the course under Certificates ready to issue.

1. Check who's eligible (coordinator or business admin)

1. Go to Clients → Engagements and open the Acme Retail engagement.
2. Scroll to Certificates of attendance. Everyone marked present on every session shows Ready. Anyone else is listed under Can't issue yet, with the reason, for example "Absent on 21 September 2026".
3. If someone was marked wrong, open the session, correct their attendance in the Registrations table, and come back. They move up into the main list.

2. Issue and email (coordinator or business admin)

1. Select Review and issue N certificates. A box opens with a preview of a real certificate, the list of people (untick anyone who shouldn't get one) and an Email each participant when issued tick-box showing who the email comes from.
2. Look at a couple of previews, then select Issue and email N certificates. A line shows Issuing 3 of 12…. You can leave the page. It carries on.
3. When it finishes, each issued row has a number such as 2026-000001 with View and Download, and a status of Emailed and later Delivered.

3. Someone couldn't make one day (business admin or coordinator)

1. Under Can't issue yet, on their line, select Issue anyway….
2. Type a reason, such as "Joined the second day by video link", and select Issue certificate.

4. Fix a mistake afterwards (business admin or coordinator)

1. A name was misspelt on the person's record. Correct it there. Their certificate row now shows an Out of date badge saying what changed.
2. On that row, select Correct and reissue…, type "Surname corrected", keep Email the new version ticked and select Reissue certificate.
3. The row now says (version 2). It has the same number, and the QR code on the first copy now shows the corrected name.

5. Check a certificate yourself

Scan the QR code on a certificate with your phone, or open the link in the email. You should see Valid certificate of attendance and the person's details.

6. Hand the files to the client (optional)

At the top of Certificates of attendance, select Download all (N) as a ZIP. It contains one PDF per person, named with the certificate number and the person's name.

Logging in

I can't log in

• Check you're using the email address you were invited with, and type your password carefully. Select the eye icon in the password box to see what you've typed.
• Select Forgot password? on the login page and set a new one.
• If you've never set a password, find your invitation email and use its link first.
• If you've been disabled, you won't be able to log in. Ask a business admin to check Admin → Users. They can select Enable on your row.
• Too many wrong attempts in a row can make the login system pause for a while. Wait a few minutes and try again.

The login page asks me to tick a box ("human check")

The log in, forgot-password, sign-up and change-password pages show a small Verify you are human box from Cloudflare. Wait a second for it to tick itself, or tick it. The button stays greyed out until it has passed.

If it never appears, or the button never turns on:

• Reload the page. The box expires after a few minutes, so a page left open a long time needs a reload.
• Check your connection, and turn off any ad or tracking blocker for the site. The box loads from challenges.cloudflare.com.
• If you get "The human check didn't pass", tick the box again and retry. Each tick works once.
• Still stuck? Try another browser, or ask whoever runs your Train Track to check the setting.

My invite or reset link doesn't work

You'll see a red message on the Set your password page, such as "This link is missing its sign-in details — it may already have been used" or a message saying the link has expired.

• Links work once and expire after a short time.
• For a password reset: go to the login page, select Forgot password? and ask for a new link.
• For an invitation: ask your business admin. There's no "resend" button, so they may need to remove you from Admin → Users and invite you again.
• Open the newest link only. Older ones stop working when a new one is sent.
• Open the link in the same browser you'll use. Some email apps open links inside a preview that uses up the link. If that happens, copy the link and paste it into your normal browser.

I didn't get the email

• Check your spam or junk folder.
• Wait a few minutes. It can be slow.
• Check the address is spelled correctly.
• For sign-up, select Go back and send it again. For a reset, ask for a new link.
• If you keep asking, you'll be slowed down: sign-up is limited to a few attempts an hour per email address, and invites to 30 an hour.

It says "You don't have access to this page"

That page isn't part of your role. See Understanding roles. If you think you should have access, ask your business admin.

A menu item is missing

Menu items are shown by role. See the table in Understanding roles.

I changed my password and was signed out

That's normal. Changing your password signs you out everywhere. Log in again with the new one.

Courses and imports

I can't delete a course

• The Delete link is greyed out: the course is still active. Edit it, untick Active, save, then delete.
• "This course is still used by existing engagements, sessions, or programmes": it has history, so it can't be deleted. Leave it inactive.

The Excel import shows errors

Read the red box. It names the sheet and row. Common fixes:

Nothing is saved until every problem is fixed and you select Import.

The import skipped some courses

Those course codes already exist. Imports never overwrite. Edit the existing course on screen instead.

Clients, trainers and sessions

The company or course isn't in the drop-down when I open an engagement

Only active companies and courses are offered. Set it back to active.

I can't schedule a session

You need an engagement that isn't cancelled or closed. Open or reopen one under Engagements.

The trainer isn't in the Trainer list

Only active trainers are listed. Edit the trainer and set Status to active.

I got a "Scheduling warnings" box

It's advice, not a block. It means the trainer is double-booked, is missing a qualification the course requires, or you've registered more people than the capacity. Decide whether to carry on.

I can't close out a session

• The session must be confirmed or in progress, and its date must be today or earlier. A session that's still scheduled needs Mark confirmed first, and one dated in the future can't be closed out yet.
• Everyone registered must have present, absent or partial selected. The error names who's missing. Mark everyone present fills in everyone who has no mark yet.
• The session must have a trainer.
• Only business admins and coordinators can close out.

I can't change a session's date, time or trainer

That isn't possible on screen yet. Cancel the session and schedule a new one.

I can't mark attendance (I'm a trainer)

Trainers can't. Ask a coordinator or business admin.

An attendee didn't get a booking email

They need an email address on file when you register them. Check Insights → Notifications: if it says skipped, email sending isn't on for your business.

Money

An engagement isn't listed under "Generate an invoice"

Only engagements with pending billable items are listed. Check that the sessions are closed out (and the engagement is marked completed, if it's a fixed price) or that expenses are approved.

A session didn't create a billable item

• The engagement pricing model is fixed. That bills once, on engagement completion.
• Neither the engagement nor the course has a price.
• It's per attendee and nobody was registered.

An approved expense didn't appear in Billable Items

It wasn't marked billable, or the trainer has no sessions to attach it to.

My invoice has no VAT

Billable items made automatically use the Default VAT rate (%) in Business settings, which is 0% if blank. Charges created before you set it keep 0%, and draft invoices can't be edited. Set the rate, then check the VAT column on every draft before you issue it.

I can't record a payment

Payments can only be recorded on issued or part paid invoices. Approve and Issue to client first.

I recorded a payment and it says "BR-010"

The payment would exceed what's owed. Check the amount. Choose Record anyway only for a genuine overpayment.

I need to correct an issued invoice

Issued invoices are locked. Issue a credit note for the amount, then raise the correct charge as a new line and a new invoice.

The client didn't receive their invoice

Train Track doesn't email invoices. Download the PDF and send it yourself.

Certificates

Someone isn't eligible and I think they should be

Look for them under Can't issue yet in Certificates of attendance, and read the reason there:

• "The session on … is not completed yet." Close that session out. Until every session is completed, nobody can be issued a certificate.
• "Absent on …" or "Only partly attended on …". Only present counts. If you marked it wrongly, correct it on the session. If they really missed it, use Issue anyway… with a reason.
• "Attendance was not recorded for …". Mark them on that session.
• "Not registered for the session on …". They weren't booked onto that session. Register them, then mark attendance. Or use Issue anyway….

There's no "Certificates of attendance" section on my engagement

Business admins and coordinators see it on every engagement. If nobody is registered yet, it says so, and if a session isn't completed it tells you which one. Trainers and client admins only see it once certificates have been issued for their course, and finance and attendees never see it.

I pressed Issue and it says "PDF missing"

The certificate was created but its PDF couldn't be made. Select Retry PDF on the row. Nothing is lost and no second number is used.

The email shows "Bounced" or "No email address"

For No email address, the person has none on file. For Bounced, the address couldn't receive it (or they marked it as spam). Either way, select Download and send the PDF another way.

The status stays at "Emailed" and never says "Delivered"

That's normal for some mail systems, and delivery updates can take a few minutes. The certificate was still sent.

I issued a certificate to the wrong person

Select Manage → Revoke… and give a reason. The QR code then says it has been revoked. If you only need to correct a detail, use Reissue… instead.

I revoked one by mistake

Select Restore… on its row. It comes back under the same number and link.

My email domain stays on "Waiting for the DNS records"

Under Admin → Email sending, select Check verification a few times over the next hours. If it stays on Waiting:

• Compare each record with the table. The Type, Name and Value must match exactly. Use Copy.
• If your DNS host wants the full name, add . and your domain after the Name (for example send.mail.yourcompany.ie).
• Some hosts add your domain to the end of the Name for you. If the record ended up as send.mail.yourcompany.ie.mail.yourcompany.ie, remove the extra part.
• If you use Cloudflare for DNS, turn the orange cloud off (DNS only) for these records.
• Allow time. DNS changes can take a few hours.

Meanwhile, emails keep going from the shared address. If it shows Verification failed, fix the records and select Check verification again.

I erased a certificate's personal data and want it back

You can't. Erasing is permanent. You can issue a new certificate only for a different person or course, because the erased one still occupies that person's place on this course.

A participant says their QR code shows "Certificate not found"

Ask them to use the whole link from the email. Check it hasn't been cut off. If it still fails, the certificate may have been erased or never issued from this business.

Other questions

Does Train Track work on a phone?

Yes. On a small screen, select the menu button at the top left to open the menu. The trainer Today's sessions page is designed for a phone.

Can I export my data?

There's no general export yet. You can download course PDFs and invoice PDFs.

Can I delete a company, contact, trainer or invoice?

Not on screen. Companies and trainers can be set to inactive. Contacts and invoices can't be removed.

Who can I ask for help?

Start with your business admin. For anything they can't fix, contact whoever supports your Train Track account.

Glossary

Not available yet

Everything in this guide works today. These are things you might expect that aren't available on screen yet. Some exist behind the scenes and just don't have a button.

Users and accounts

• Changing a user's role or login email.
• Re-sending an invitation.
• Inviting an attendee login.
• Two-step verification.

Courses, clients and trainers

• Editing or deleting a company's contacts.
• Deleting companies or trainers (set them to inactive instead).
• Editing a trainer's name, email or phone.
• Editing or deleting trainer qualifications and availability.
• Trainers adding their own availability.
• Course programmes (bundles of courses).

Engagements and sessions

• Editing an engagement's company, course, price, pricing model, quote reference or PO number after it's opened.
• A list of an engagement's sessions on its page.
• Changing a session's date, time, location, capacity or trainer after it's scheduled.
• Cancelling or removing a single registration.
• Trainers marking attendance or closing out sessions.
• Letting attendees confirm or decline a booking.
• Emails when a session is cancelled or changed, or reminders before a session.

Money

• Attaching receipts to expenses, or editing and deleting expenses.
• Choosing which session or engagement an expense belongs to.
• Editing or deleting billable items and draft invoices (including changing VAT).
• Emailing an invoice from Train Track.
• Saving the invoice PDF to Documents. A fresh one is made each time.
• A PDF or email for credit notes.
• Repeat overdue reminders.

Reports

• Date filters on reports.
• Exporting reports to Excel or PDF.

Certificates

• A different design for each course. The design (Classic, Modern or Formal) and the paper (landscape or portrait) are set once for the whole business.
• A different design or wording for each course. The look and the email wording are set once for the whole business.
• Reissuing or revoking many certificates at once. Each is done one at a time, with a reason.
• Erasing personal details that were typed into free text. Erasure removes a person's record details, their certificates and the email log entries about them. It can't find a name you typed into a session report's notes or a reason you gave when revoking a certificate.
• Attendees seeing or downloading their own certificates inside Train Track. They receive them by email.
• A single list of every certificate across all your courses. Certificates are managed on each engagement page.

A certificate of attendance is a branded PDF that you give to each person who took part in a course. Train Track makes it from the course, the attendance you've recorded and your business details, numbers it, emails it if you like, and puts a QR code on it. Anyone who scans the QR code can check, on a public page, that the certificate is genuine.

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This chapter covers who gets a certificate, how to issue and email them, how anyone can check one, and how to fix mistakes afterwards.

Before you start

1. Set up how your certificates look (design, paper, colour, signatory) and what the email says, under Admin → Certificates. This is described in Setting up your business. You can leave everything as it is, but it's worth filling in the Signatory name and Signatory title (the person whose name is printed under the signature line). The page has a live Preview of a sample certificate.
2. Check your Business settings (name, address, logo). They are printed on every certificate. See Setting up your business.
3. Make sure the course has been run and closed out. Certificates are made from the attendance you recorded. See Engagements and sessions.

Who gets a certificate

A certificate belongs to a person and a course (an engagement and all its sessions). To get one, a person must have attended every session. Specifically:

• Every session of the course has to be completed. Cancelled sessions are ignored, but any other session that isn't completed yet blocks everyone. The page says which one.
• The person must be registered on every session (a cancelled registration, or a place on the waiting list, doesn't count).
• Their attendance on every session must be marked present. Partial, absent and not recorded all count as "didn't attend".

The course's own status (such as completed or invoiced) isn't looked at. It's the sessions that count.

People who can't be issued yet are grouped under Can't issue yet on the engagement page, each with the reason. For example, "Absent on 21 September 2026", "Only partly attended on 7 September 2026", "Attendance was not recorded for…" or "Not registered for the session on…".

What gets printed

• Your business name and address, and your logo (the certificate logo from Admin → Certificates if you uploaded one, otherwise your business logo).
• The person's name, the course name, and the date or date range.
• Duration: the hours the person actually attended. If no hours were recorded, the scheduled length of each session they attended is used. If nothing at all is known, the course's own duration is used.
• Delivered by: the trainer or trainers who taught it, the one who taught most sessions first.
• The signatory's name and title, your accreditation wording if you entered one, the certificate number, the issue date and the QR code.

The certificate number

Numbers look like 2026-000142: the year it was issued, then a running count for your business. Your count starts again at 000001 each January, and another business can have the same number, because numbers belong to one business. A number is never reused and never changes, even if you reissue the certificate.

Finding the certificates that are ready

You don't have to remember to look. When the last session of a course is closed out:

• the session page says All sessions of this course are complete and offers a Review and issue certificates button;
• the dashboard shows a Certificates ready to issue card listing every finished course that still has certificates to issue, with how many are ready. Select a line to go straight to that course's certificates.

Both lead to Certificates of attendance on the engagement page. You can also open it yourself: Clients → Engagements, choose the engagement and scroll down.

Issuing certificates

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Each person has one status on their row, so you can see at a glance what's left to do:

A line above the table totals them, for example 9 ready to issue · 2 emailed · 1 out of date.

To issue everyone who's ready

1. Select Review and issue N certificates. A box opens. Nothing is issued or emailed until you confirm.
2. On the left is a preview of the real certificate for one person, marked PREVIEW. Select Preview beside any name to see theirs. The number and QR code are filled in when it's issued.
3. Under Who gets a certificate, everyone who's ready is ticked. Untick anyone you want to leave out for now, or use All and None.
4. Decide about Email each participant when issued. When it's ticked, the box shows who the email is From, where Replies go and the Subject. People with no email address still get their certificate, and you can download it. Untick it if you'd like to look at the certificates first, and send them later.
5. If nobody is named on the signature line yet, the box says so and lets you fill in the Signatory name and title there and then (business admins), so you don't print Authorised signatory by mistake.
6. Select the button at the bottom. It says what will happen, for example Issue and email 12 certificates.

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A line shows progress, for example Issuing 3 of 12…. It takes a few seconds per certificate. You can leave the page while it runs. The work carries on in the background, and when you come back to the engagement the page picks up where it stopped. If one person's certificate fails, the others still go ahead and the problem is shown on that person's row.

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To issue one person's certificate

Select Issue on their row. This opens the same review box for that one person. If the PDF couldn't be made, the row says Needs attention with The PDF is missing. Select Retry PDF.

To issue automatically

A business admin can switch on Issue certificates automatically when a course finishes under Business settings → Certificates (see Setting up your business). Closing out the last session then makes everyone's certificate without you doing anything. It never emails them. Sending stays your decision, from this section.

To issue a certificate for someone who didn't attend every session

Under Can't issue yet, select Issue anyway… on their line. You must type a reason (for example "Joined the missed day by video link"). The reason is saved with the certificate and shown on the row as Issued anyway: …. It's not printed on the certificate.

This is only possible when the problem is that person's own attendance. You can't issue anyway while a session of the course is still not completed.

Viewing, downloading and the ZIP

• View opens the PDF in a new tab. Download saves it.
• Download all (N) as a ZIP (at the top of the section) saves every issued certificate of this course in one file, named like 2026-000142 - Pat Person.pdf. Revoked certificates aren't included.

Emailing certificates

Each certificate can be emailed to the participant. The email:

• comes from "Your business name via Train Track", and replies go to the Reply-to email for notifications from Business settings (if you set one);
• has the PDF attached, and a link to the public page where the certificate can be checked and downloaded;
• uses the subject and message from Admin → Certificates, so you can change the wording.

The line under the certificate number shows what happened:

At the top of the section, Email N certificates sends all the ones that haven't been emailed (or whose last attempt failed) in one go, with the same progress line as issuing. If you ticked Email each participant when issued in the review box, they're emailed as part of issuing.

To send someone another copy of a certificate they've already received, use Manage → Resend email.

Checking a certificate: the QR code and the public page

The QR code on the certificate, and the link in the email, open a public page. Nobody needs a Train Track login.

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For a genuine certificate it shows who it was awarded to, the course, the date, who issued it, the certificate number and the issue date, with a button to download the PDF.

• If the certificate has been revoked, the page says so and shows only the number, the issuer and the date it was revoked. It doesn't show the person's name or the course.
• If the link isn't recognised, the page says Certificate not found.
• The link contains a long random code, so it can't be guessed from a certificate number. Only someone holding the certificate (or the email) has it.
• Search engines are asked not to list these pages.

Changing things afterwards: the Manage menu

Each issued certificate has a Manage menu on its row.

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Every action in it asks for a reason, which is kept in the audit log. Revoking, reissuing and erasing open a box under the table where you type it.

Out of date certificates

A certificate is a copy of the facts on the day it was issued. If one of those facts is corrected afterwards (a misspelt surname fixed, the course renamed, a session's date or the hours changed), Train Track notices. The row gets an Out of date badge saying what changed, for example the name, and the summary line above the table counts it. The button beside the certificate becomes Correct and reissue….

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Changes to your own look (the signatory, colour or design) are not flagged. Those are choices for new certificates, not corrections.

Reissue

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Use this when something on the certificate needs correcting: a misspelt name, a new signatory, a changed course name. Train Track makes a new PDF from the current details and keeps:

• the same number, and
• the same QR code and link, so every copy already handed out still checks out, and now shows the corrected details.

The row then shows (version 2). The old PDF is kept on file, but the new one is what View, Download and the ZIP use. Leave Email the new version to the participant ticked to send them the corrected one.

Revoke

Use this when a certificate should no longer count (it was issued to the wrong person, for instance). From that moment:

• the public page says it has been revoked (and shows nothing about the person);
• the PDF is no longer available from the public page, or to clients and trainers;
• you and your colleagues can still open it from the engagement page.

Nothing is deleted and nobody is emailed. The row shows Revoked.

To undo a revoke, select Restore… on the row. It does a reissue: the same number and link come back.

Resend email

Sends the participant another copy (see Emailing certificates).

Erase personal data

Use this for a data-protection (erasure) request from a participant. It cannot be undone, so the box shows a red warning and you must type a reason.

It revokes the certificate for good, deletes every stored PDF of it, and removes the person's name, the course, the dates, the trainers and any "issue anyway" reason from our records. The email address in the email log is blanked too. What stays is the certificate number (never reused) and a note of who erased it and why. The row shows Personal data erased, and it can't be restored, reissued or emailed again. The person can't be given a new certificate for the same course either.

What it does not do:

• It doesn't change the person's own record (their name and email on your attendee lists). To erase that too, use Admin → Data retention → Erase now… (see Setting up your business). Erasing the person there erases all their certificates as well.
• It can't take back a PDF the person already has, though its QR code will then say revoked.
• Reasons you typed earlier when revoking or reissuing stay in the audit log. When you type the reason for an erasure, don't put the person's name in it.

Who can do what

On the engagement pages they can already open, trainers and client admins see a Certificates of attendance list of the ones that have been issued, with View and Download. They don't see the buttons above, the email status, or revoked certificates. Attendees don't see certificates in Train Track. They receive them by email or from you.

Common mistakes

• Issuing before the course is closed out. Nobody is eligible until every session is completed and attendance is recorded. Close the sessions out first. Everyone then appears under Can't issue yet until that's done.
• Leaving attendance unmarked. "Not recorded" counts as not attending. Mark everyone before you issue.
• Marking someone "partial" and expecting a certificate. Only present counts. Change the mark if they really did attend, or use Issue anyway… with a reason.
• Issuing with the email box ticked before checking addresses. In the review box, untick it, issue, look at the PDFs, then use Email N certificates.
• Expecting automatic issuing to email people. It never does. Use Email N certificates when you're ready.
• Expecting an old copy to change after a reissue. A copy someone already holds keeps its wording. Send them the new one.
• Revoking when you meant to correct. If a name is wrong, reissue (the row says Correct and reissue… when something is out of date). Revoke is for certificates that shouldn't count.
• Typing a person's name in an erasure reason. The reason stays in the audit log. Say "erasure request received on 5 October" instead.