Exporting a Student Training Record
Summary
FlightSense can generate a complete training record PDF for any student in your organization—compiled from their course progress, debrief logs, lesson grades, ACS task feedback, and endorsements. Use this when preparing for an FAA audit, handing off a student to a new school, or giving a student a formal record of their training so far.
Exports are one-click from the student's Documents tab. The generated PDF opens in a new tab and is also saved automatically into the student's Documents so you can retrieve it later.
Who this is for
- Owners and Admins — full access; gated on organization file management permission
- Chief Instructors and Assistant Chiefs — full access; gated on the same permission
- Instructors — cannot export (file management permission is not granted to this role)
Students and inactive members cannot have records exported from their side. The button is disabled for inactive members to protect historical integrity.
Before you begin
- Confirm the student is active in your organization. Inactive members show the Export button disabled with the tooltip "This action is not available for inactive members."
- Ensure you have file management permission. If the button shows "You do not have permission to manage documents," ask an Owner or Admin to export on your behalf.
- Decide whether you need the student's record as-of today (default) or scoped to a specific range (currently a one-click export — date-range scoping is available on the API but not yet surfaced in the UI; see How this works).
Steps
1. Open the student's Documents tab
From the Admin Portal, navigate to Members, click the student's name to open their details overlay, and select the Documents tab.
2. Click Export Training Record
In the top right of the Documents section, click Export Training Record (next to Upload Document). The button shows a loading spinner while the PDF is generated on the backend.
3. The PDF opens in a new tab
When generation completes, the PDF opens in a new browser tab for immediate review. A snackbar confirms "Training record exported!" in the original tab.
4. The PDF is also filed in Documents
The exported PDF is automatically added to the student's Documents list with a category of Records. Refresh or scroll the table to see it—you do not need to upload the file manually.
What happens next
- The file exists permanently in the student's Documents until someone deletes it. This gives you a timestamped record of what the student's training looked like at the moment of export.
- Each export creates a new file — generating twice produces two records. Keep track so you know which is the current audit snapshot.
- The student themselves does not automatically receive the PDF. If they need it, download and share out-of-band.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Export button is disabled with "permission" tooltip | Role lacks org file management | Owner, Admin, Chief, or Assistant Chief must export on your behalf. |
| Export button is disabled with "inactive members" tooltip | Student is marked inactive | Reactivate the student temporarily, or export by restoring an earlier export from Documents. |
| "Failed to export training record. Please try again." | Backend error or network issue | Retry the export. If it persists, check your connection and confirm the student has enough training data to compile. |
| PDF opens blank or stalls | Browser popup blocker or download setting | Allow popups for the Admin Portal domain, or check the Documents list — the file was still saved and can be downloaded from there. |
| PDF doesn't appear in Documents after export | Table hasn't refreshed | Refresh the page or re-open the Documents tab. |
How this works
What the export includes
The training record compiles data already in FlightSense for this student:
- Enrollment history and current status (Active, Graduated, Withdrawn, Terminated)
- Course stages and lesson completion, including grades and instructor notes
- Debrief logs with AI summaries and any associated ACS task feedback
- Endorsement records signed by instructors
- Time-and-activity totals
The output is a consolidated PDF — the same information you can see across the student's detail tabs, formatted for printing and filing.
Where the PDF is filed
The backend creates an organization file record in the student's Documents tab with category records (distinct from student-uploaded documents in categories like licenses or medicals). This means the export is discoverable later without tracking external copies.
Date ranges and section filters
The backend export endpoint supports optional date ranges and section filters — for example, "only the past six months" or "skip endorsements." The current UI does not expose these options; it always generates a full export as-of the moment of click. If you need a scoped export, coordinate with FlightSense support or wait for the UI controls to ship.
When to export
- Before FAA audits — a fresh export gives you a self-contained document for each student reviewed.
- At a transfer — when a student leaves so the receiving school has a complete handoff packet.
- At graduation or termination — close out the training cycle with a permanent record.
- Periodically for in-progress students — some schools export quarterly as a backup against data loss or software changes.