A practical assessment is how a trainee completes a hands-on course such as Forklift Operation. An assessor watches the trainee work, ticks off the competency checklist on screen, attaches photo or video evidence where it helps, and both of them sign. QTRACA then decides the result from the checklist’s critical items and, on a pass, completes the trainee’s course.
Where to find it: Training > Courses, open the Practical Assessment course, then the Trainees tab and the Assess (clipboard) icon on the trainee’s row.
Concepts
| Term | What it means |
|---|---|
| Assessment | One sitting: the ticked checklist, notes, evidence and two signatures, recorded with the date and the assessor. |
| Assessor | Whoever is signed in and submits the assessment. It is taken from the login, not chosen. |
| Critical item | A checklist item that must pass for the assessment to pass. See Building a Competency Checklist. |
| Evidence | Photos or videos attached to individual checklist items. |
| Result | Passed or Failed, decided by QTRACA when the assessment is saved. |
Quick start
- Open the course’s Trainees tab and click Assess on the trainee’s row.
- As the trainee demonstrates each skill, click the circle beside it to mark it passed. Add a note or evidence where useful.
- Add any Assessor Notes, then click Proceed to Signatures.
- The trainee signs under Trainee Signature and you sign under Assessor Signature.
- Click Submit Assessment.
Opening an assessment
The Trainees tab of a practical assessment course has Signature and Assess icons on each row, and no quiz Answers. The dialog opens with the trainee’s name and the course at the top, and a Previous Assessments table if this trainee has been assessed on this course before.
Prerequisites come first
If the course has prerequisites the trainee has not completed, the dialog says so as it opens — Prerequisites not completed. followed by the trainee’s name and the courses still to do — and Proceed to Signatures and Submit Assessment stay disabled. The server refuses the assessment too, with a message in the form “<trainee> has not completed Site Induction, which must be completed before Forklift Operation.” This matches the Training Centre, where a trainee cannot open a course before its prerequisites are done.
Step 1: the checklist
| Part | What it does |
|---|---|
| Progress bar | Items passed out of the total, and the percentage. While a critical item is still unpassed it warns “Critical items must all pass to complete the assessment”. |
| Circle button on each item | Click to mark the item passed (green tick); click again to unmark it. Items start unpassed. |
| Add notes for this item… | A note recorded against that item. |
| Camera button (Capture photo) | Attaches a photo. On a phone or tablet it opens the camera. |
| Video button (Upload video) | Attaches a video of up to 50MB. A larger file is refused with “Video file too large. Maximum size is 50MB.” |
| Evidence attached | Lists the files on the item. The small cross removes one. |
| Assessor Notes | Overall observations for the record. |
The footer keeps a running summary: “N critical items remaining” until every critical item is passed, then “Ready for signatures - all critical items passed”. Proceed to Signatures is available either way, because a failed assessment is still worth recording.
Step 2: signatures
- The banner previews the outcome: Assessment Passed! when every critical item is passed, otherwise Assessment Incomplete, with the count and percentage.
- The trainee signs to confirm “I confirm that I have been assessed on the competencies listed above.” The assessor signs to confirm “I confirm that I have assessed the trainee on the competencies listed above.” Clear wipes a signature to sign again.
- Both signatures are required. Until both are there, Submit Assessment stays disabled and the dialog says “Both trainee and assessor signatures are required to submit the assessment.”
- Back to Checklist returns to step 1 without losing anything.
How pass and score are decided
The banner is only a preview. When you submit, QTRACA works the result out itself from the course’s checklist:
| Rule | |
|---|---|
| Passed | Every critical item was passed. If the checklist has no critical items, every item must be passed. |
| Failed | Any item that decides the result was not passed. |
| Score | The percentage of all checklist items passed, critical or not. |
The assessor is recorded as the signed-in user and the date as today. A copy of the checklist is kept with the assessment, so editing the course’s checklist later never rewrites what this trainee was assessed against. Both signatures are also required by the server: an assessment cannot be recorded as passed or failed without them.
What happens when you submit
| Result | Message | Effect on the trainee’s course |
|---|---|---|
| Passed | Assessment Passed: “Assessment passed and training completed. 3/4 items passed.” | Their open assignment on the course is Completed, with the score and today’s completion date. The trainee’s signature is stored on the assignment, so the row’s Signature icon shows it. The completion counts like any other: for renewals, learning paths, training roles and prerequisites. |
| Failed | Assessment Recorded: “Assessment recorded as not passed. N/M items passed.” | The assessment is kept in the trainee’s history, and the assignment stays open. Assess them again when they are ready. |
Evidence files are uploaded when you submit. If an upload fails, nothing is saved, the dialog stays open, and the message says “Evidence could not be uploaded, so the assessment was not saved. Please try again.” Files that already uploaded are not uploaded twice on the retry.
The row’s status and the Signature view update as soon as the assessment is saved.
Previous assessments
Opening Assess again for the same trainee shows every earlier assessment on the course:
The columns are Date, Result, Score and Notes. The paperclip (View evidence) opens the photos and videos attached to that assessment. Close the dialog with Cancel if you only came to look — nothing is saved until you submit.
Availability and permissions
- Part of the Training module, for courses of Type Practical Assessment with at least one checklist item.
- Recording an assessment needs the Admin, Setup Admin User, Supervisor or Training Coordinator role. Deleting one needs Admin or Setup Admin User.
- Trainees cannot complete a practical assessment in the Training Centre. They are told “This course is completed when your assessor signs off your practical assessment.” See Completing a Training Course.
Things to know
- Cancel discards everything, including evidence already attached in the dialog. Nothing is recorded until Submit Assessment.
- A trainee who has already completed the course can still be assessed. The assessment is recorded in their history, but their completed assignment is left as it was rather than completed a second time.
- Phone photos all have the same name. QTRACA names each file after its checklist item number, so several “image.jpg” photos do not overwrite one another.