Documents

The Documents tab provides training-related file storage within a student's training record. It keeps all supporting files, signed material, and generated output in one place alongside the student's gradings and progress data.

How to access the Documents tab

1. Open the Training list and find the student.
2. Click the student row to open their training record.
3. Select the Documents tab.

What types of documents belong here

The Documents tab is intended for files that directly support or relate to the student's training record. Typical document types include:

Scanned forms

Paper-based forms that have been signed and scanned, such as medical declarations, student agreements, training contracts, or authority-issued forms. Storing scans here ensures the digital training record has a complete audit trail.

Signed material

Documents that carry signatures from the student, flight instructor, examiner, or other parties. Examples include signed progress checks, skill test reports, recommendation forms, and authorisation letters.

Supporting evidence

Any file that provides evidence for training-related decisions or milestones. This might include copies of previous licences, certificates from other training organisations, language proficiency results, or examination results.

Progress documents

Documents that track or summarise progress at specific points in the training. These might include periodic progress reports, phase completion summaries, or remedial training plans.

Generated training summaries

Where supported, the system can generate summary documents (such as a training summary report) and store them automatically in the Documents tab. These generated files provide a snapshot of the student's training status at the time of generation.

How to upload a document

1. Open the student's training record and go to the Documents tab.
2. Click the option to add or upload a new document.
3. Select the file from your device.
4. Add a descriptive name or label if prompted, so the document is easy to identify later.
5. Save or confirm the upload.

How to view or download a document

1. Open the student's training record and go to the Documents tab.
2. Browse the list of stored documents.
3. Click the document you want to view or download.
4. The file opens in a viewer or downloads to your device depending on the file type and system configuration.

How to remove a document

1. Open the student's training record and go to the Documents tab.
2. Locate the document you want to remove.
3. Select the delete or remove option.
4. Confirm the removal.

Note that removing a document is permanent. If you are unsure whether a document is still needed, consider keeping it rather than deleting it.

Common tasks

• Store a signed skill test report -- upload the scanned report immediately after the test so it is linked to the correct training record.
• Attach prior experience evidence -- when recording prior experience in the Intake & Progress tab, upload supporting documents (previous logbook copies, certificates) here.
• File a progress check report -- after a formal progress review, upload the signed report to maintain a documented trail.
• Retrieve a document for an audit -- use the Documents tab to quickly find and download signed material when needed for regulatory review or audit purposes.
• Generate and store a training summary -- where the system supports it, generate a training summary report and keep it in the Documents tab as a point-in-time snapshot.

Good practices

• Keep the Documents tab relevant and structured. Only store files that directly relate to the student's training. Do not use it as a general file dump for unrelated material.
• Use clear, descriptive names for uploaded files. A name like Phase1_ProgressCheck_Signed_2026-03-15 is far more useful than scan001.pdf when you need to find a specific document months later.
• Upload documents promptly. The sooner a signed form or evidence file is stored, the less likely it is to be misplaced or forgotten.
• Before uploading, verify that the document is legible and complete. A partially scanned or blurry document will not be useful when it is needed for a review or audit.
• Periodically review the Documents tab to ensure all expected documents are present, especially before key milestones like phase completions or skill tests.
• If a document relates to a specific event (such as a check flight), consider noting the connection in the document name or description so it is easy to cross-reference with Gradings records.