For a room full of people, typing names is the slow part. TrainGrid prints a QR badge for each employee and lets you scan them in at the session.
Printing badges
From Employees → Print QR badges. Narrow the sheet before printing:
- by department,
- by training course — everyone assigned that course, across every version of it,
- or individually — untick anyone you don't need and they drop off the printed sheet.
Each badge encodes the employee's identifier, not personal data. The Print button stays disabled until every QR image has actually rendered, so you never print a sheet with blanks on it.
Scan check-in vs the class roll — which one do I want?
They solve opposite halves of the same session, and it's worth being precise about the difference:
| Class roll | Scan check-in | |
|---|---|---|
| What it is | A printed sign-in sheet | A live screen that records completions |
| When you use it | Before/during the session | During or right after the session |
| What it lists | People with the training still pending | Whoever you scan, in the order you scan them |
| What it produces | Paper with signatures — evidence to attach | Completed records in TrainGrid |
| Does it change data? | No. Printing changes nothing. | Yes — “Mark complete” writes the records. |
Most sites use both: print the class roll for wet signatures (auditors like those), run the scan to record the completions, then attach the signed sheet to the records as an attendance sheet.
What actually happens when you scan
Open Record Completion → Scan check-in, pick the course and the date, then scan badges with the camera or type an employee number. Each scan adds that person to the on-screen roster — nothing is saved yet. When the room is done, press Mark complete and every person on the roster gets a completed record for that course, dated as you set it.
- Scanning the same badge twice does nothing — the person appears once, and re-running a session cannot double-record.
- Someone who wasn't assigned the course can still be checked in if your role may assign training; the record is created for them and noted as added at check-in.
- The camera needs a secure connection (https, or localhost), which is a browser rule rather than a TrainGrid one. Manual entry always works.
- Scanning does not capture training hours. It records attendance and the completion date. If you track hours, either record the session from the Record Completion list instead — where Hours is applied to everyone you selected at once — or add them afterwards through Edit completion on each record.
Note: Scan check-in records the training. If the course also requires a competency assessment, that is still assessed per person afterwards — scanning a badge proves attendance, not competence.