Trainer guide

This section is designed for safety trainers conducting VR training sessions using EHS Academy. Here you’ll find setup instructions, hygiene and maintenance guidelines, and best practices to help your sessions run smoothly and efficiently.

The sections below give step-by-step guidance on preparing the equipment, assisting participants and resetting the headset after training.

How to run a VR training session

A recommended training flow and best practices to help you lead effective, engaging sessions.

The training flow at a glance

Preparing the participant

• Begin with a short introduction: explain that VR simulates real-life situations to safely practice correct reactions and procedures.
• Emphasize that VR is a safe learning environment: mistakes are a natural and valuable part of the process.
• Ensure the participant understands the movement system (teleportation, hand gestures, no physical walking).
• Check that the participant feels comfortable and that the image is clear and properly centered.

Introducing the scenario

• Explain which scenario will be conducted (e.g., office fire, confined space).
• Clarify the objective of the session, for example “we’re practicing an evacuation procedure.”
• Highlight that the training is interactive, not a passive video experience.
• If it’s the participant’s first time in VR, let them explore the environment for a few seconds before starting.

Guiding the training

• Stay calm and patient: avoid giving too many instructions at once.
• Observe the participant’s actions and reactions.
• If they seem uncertain, remind them about the hint system (question mark icon on the virtual watch).
• Allow the participant to act independently, even if they make mistakes: it’s part of experiential learning.
• Repeat the scenario if needed to reinforce correct behavior.

Debrief after the session

Always conduct a short discussion after each session:

• What went well?
• What could be improved?
• What did the participant learn?

Emphasize that VR helps participants understand the real consequences of actions in a safe environment. For group sessions, consider a collective discussion, comparing different decisions and reactions among participants.

Best practices for VR trainers

• Follow a clear structure for every session: introduction → action → reflection.
• Maintain hygiene and proper equipment handling between users.
• Adjust the pace and complexity of the training based on participants’ experience.
• Keep trainer notes to track progress and plan follow-up sessions.
• Foster a safe and supportive atmosphere: participants should feel confident and encouraged to learn.

Before the training session

Before starting any session, make sure the headset and training environment are properly prepared. These steps will help ensure a smooth and comfortable experience for every participant:

• Charge the headset: make sure it’s fully charged before use.
• Connect to a stable Wi-Fi network: open Quick Settings → Wi-Fi and verify the connection quality. (Note: the applications can also work in offline mode for up to 90 days, depending on your plan. Internet access is only needed for the initial setup and updates.)
• Launch EHS Academy: open the app and select the course you plan to use.
• Check the Guardian (safety boundary): make sure the training area is properly defined and free from obstacles.
• Test the audio level: use the side buttons on the headset to adjust the volume to a comfortable level.
• Prepare a short briefing for participants: explain how to use the headset with hand tracking, how to navigate using gestures, and what to expect during the training.

Handing the headset to the participant

When handing the headset to a participant, make sure everything is ready for a smooth and safe start:

• Prepare the course in advance: open the selected training in EHS Academy, set it up, and pause it just before starting.
• Ask the participant to stand in the center of the safety boundary (Guardian).
• Explain the basic usage rules:
  • Interact with objects using your hands.
  • Do not walk physically: move using the teleport gesture.
  • Small steps toward nearby objects are acceptable.
  • Listen carefully to the narrator’s voice instructions.
  • If unsure, hold the question mark icon on the left wrist to display a hint.
  • To begin the training, press the “Start” button in the bottom-right corner.

Streaming the headset view to a screen

The three ways of casting the Meta Quest view to a phone, a browser or a computer, with step-by-step instructions, are described in the Meta Quest Guides.

Cleaning and disinfection

After each training session, make sure the headset is properly cleaned and disinfected to ensure hygiene and user comfort:

• Use VR-safe or alcohol-free wipes to disinfect all contact surfaces (especially the face area and straps).
• Wipe the lenses gently with a microfiber cloth; never use paper towels or rough materials.
• Clean or replace the face pad after every user.
• Do not expose the headset to direct sunlight or heat sources, as this may damage the lenses or sensors.
• Store the device in its protective case or charging station after cleaning.

Offline mode: using EHS Academy without internet

All EHS VR training modules support offline mode, allowing you to use the application without an internet connection. This is particularly useful at off-site events, presentations or industrial training sessions, where Wi-Fi may be limited.

Offline availability period:

Business plans:

• 30 days: Standard, Office, Industry
• 90 days: Professional

Education and fire brigade plans:

• 90 days: all plans

How to prepare the headset for offline use:

1. Before disconnecting from the internet, connect the headset to Wi-Fi and launch EHS Academy.
2. Log in to your organization account and make sure all required training modules are visible.
3. Open each selected module at least once to store it locally on the device.
4. The headset can then work offline for 30 or 90 days, depending on your plan.
5. After that period, it must reconnect to the internet to refresh access.

Note: User progress is stored locally and will automatically synchronize once the headset reconnects to Wi-Fi.

Factory reset and data deletion

A factory reset is not required for regular use, but it can be helpful if you want to clear the device after tests, events, or before passing it to another organization.

To perform a factory reset:

1. Open Settings → System → Reset → Factory Reset.
2. Confirm to delete all stored data.
3. After the restart, reconnect the headset to the company account if needed.

This option removes all user data, ensuring privacy protection and restoring the device to its default state.

Trainer’s checklist

Before and during each training session, go through this quick checklist to make sure everything runs smoothly and safely: