Reviewing Student Course Progress
Summary
Monitor a student's advancement through a training course from the Admin Portal. The course progress view shows enrollment status, stage-by-stage lesson completion, time and activity totals, and provides access to enrollment management, transfer credits, and log details. This is the primary oversight view for tracking whether students are progressing on schedule and meeting Part 141 requirements.
Who this is for
- Admins monitoring student progress across the organization
- Chief Instructors and Assistant Chief Instructors reviewing training records and signing check lessons
- Instructors with admin portal access reviewing student details
Before you begin
- You must have access to the Admin Portal (requires an Admin, Chief Instructor, or Assistant Chief Instructor role)
- The student must be an active member of your organization
- The student must be enrolled in at least one course with lessons assigned
Steps
1. Navigate to the student
From the Admin Portal dashboard, click Members in the sidebar. The members table lists all organization members with their name, email, date added, and role(s).
Use the search bar to filter by name or email. Use the filter chips at the top to show or hide member categories:
| Filter | Default | What it shows |
|---|---|---|
| Paid | Selected | Members occupying a paid subscription seat |
| Unpaid | Selected | Guest members not on a paid seat |
| Inactive | Hidden | Members who have been deactivated |
2. Open the Course Progress tab
The student detail overlay opens with multiple tabs. The Course Progress tab is available for any member with a Student role. Click it to view their progress.
3. Review course information
At the top of the tab, you'll see:
- Course name—If the student is enrolled in multiple courses, a dropdown lets you switch between them
- Enrollment status—A color-coded chip showing the current state:
| Status | Color | Meaning |
|---|---|---|
| Active | Blue | Student is currently training |
| Graduated | Green | Student has completed the course |
| Withdrawn | Yellow | Student withdrew from training |
| Terminated | Red | Student was terminated from the course |
- Enrollment date and status date (graduation, withdrawal, or termination date if applicable)
- Enrollment duration—Total days enrolled
- Progress bar with completion percentage
- Completion count—"X/Y lessons (Z%)"
- Last activity date—When the most recent lesson activity occurred
4. Review stages and lessons
Stages appear as expandable accordion panels. Click a stage header to expand it and see lessons grouped by type: Ground, Flight, Progress Check, and Stage Check.
Each lesson row shows:
- Status icon and chip—Color-coded to match completion state (green for complete, orange for incomplete, red for requires repeat, blue for transferred credit)
- Retry count—If a lesson has been attempted more than once, the count displays
- "Transferred Credit" label for lessons credited from prior training
- "View" button—Opens the full log detail for any lesson with an associated debrief
5. View a log detail
Click View on any lesson to open the log detail dialog, which shows:
- Date, time, and duration
- Flight type and aircraft
- Departure/arrival airports, route, and conditions
- Pilot roles (PIC, dual, solo)
- Lesson assignment (course, stage, lesson, status)
- Activity data breakdown (flight time, landings, approaches)
- Instructor debrief notes and student notes
6. Review time and activity totals
The Total Time & Activity card shows aggregated hours and counts for the selected course, broken into the same categories as the mobile app: Flight Time, Instrument Time, Ground & Simulator, and Landings & Approaches. All values are computed per course—switching courses updates the totals.
7. Manage enrollment (optional)
Click Manage Enrollment to create enrollment events or review the enrollment history. This button is disabled for inactive members.
The enrollment dialog has two sections:
Create a new event—Select an event type, date, reason, and optional notes:
| Event Type | Available Reasons |
|---|---|
| Enrollment | New student, Course change, Re-enrollment, Transfer, Other |
| Graduation | Completed requirements, Checkride passed, Early completion, Other |
| Withdrawal | Personal, Financial, Medical, Schedule conflicts, Transfer, Other |
| Termination | Failed requirements, Behavioral, Safety, Non-payment, Policy violation, Other |
Enrollment history timeline—Shows all events in reverse chronological order. Each event displays the type (as a badge), date, reason, notes, and who created it. Events can be edited or deleted.
Enrollment events must follow chronological order—a graduation date cannot precede an enrollment date, and a re-enrollment must come after a withdrawal or termination.
What happens next
Changes to enrollment status are reflected immediately in the student's record. The enrollment history provides a complete audit trail for Part 141 compliance. Students see their course progress update in the mobile app on their next refresh, though they do not have visibility into enrollment event details—they only see the resulting course access.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Course Progress tab doesn't appear | Member doesn't have the Student role | Check the member's assigned roles in the Members table. Course progress is only available for members with a Student role. |
| "Manage Enrollment" button is disabled | Member is inactive | Reactivate the member before managing their enrollment. A tooltip on the button explains this. |
| Enrollment event won't save | Date is out of chronological order | Events must be in sequence—an enrollment before a graduation, a withdrawal before a re-enrollment. Check the enrollment timeline for conflicts. |
| No lessons visible in a stage | Lessons haven't been assigned to this student yet | The instructor needs to associate logs with course lessons for them to appear. Unassigned lessons show in the course structure but without student data. |
| "View" button missing on a lesson | No log associated | Only lessons linked to a debrief log have a viewable detail. Not-started lessons and transferred credits don't have logs to view. |
| Time and activity shows all zeros | No activity logs entered for this course's lessons | The instructor enters time and activity through the mobile app's Time & Activity form per lesson. |
How this works
What the Admin Portal shows that mobile doesn't
The Admin Portal provides several capabilities beyond what's available on mobile:
- Enrollment management—Full CRUD for enrollment events with reason tracking and an audit timeline
- Transfer credit management—Award credit for prior training
- Check lesson signing—Chief Instructors and Assistant Chief Instructors can sign check lessons (requires the check lesson signing permission)
- Flight log detail—Expanded view with all flight metadata, activity breakdown, and notes
- Member filtering—Search and filter by payment status and activity
- Analytics dashboard—Instructor and student activity tracking with sortable tables
Permission differences by role
| Capability | Admin | Chief Instructor | Asst. Chief Instructor | Instructor |
|---|---|---|---|---|
| View enrollment data | Yes | Yes | Yes | No |
| Manage enrollment events | Yes | Yes | Yes | No |
| Sign check lessons | No | Yes | Yes | No |
| Edit member roles and paid status | Yes | No | No | No |
| View activity logs | Yes | Yes | Yes | Yes |
| Edit activity logs | Yes | Yes | No | No |
Enrollment events and compliance
Enrollment events create a formal record of each student's training lifecycle—from initial enrollment through graduation, withdrawal, or termination. Each event captures who created it and when, providing the audit trail that Part 141 schools need for regulatory compliance. The enrollment history timeline shows the complete sequence and can be exported for record-keeping.