Using Training Reports

The Reports tab provides comprehensive analytics and detailed reporting capabilities that enable administrators to monitor training program effectiveness, track learner progress, analyze completion trends, and measure license utilization across employee and community learning environments. Reports support data-driven decision-making through visual dashboards, exportable datasets, and drill-down capabilities that transform training activity into actionable insights.

Training reports serve multiple stakeholder needs including executive summaries for leadership communication, detailed analytics for program optimization, compliance documentation for regulatory requirements, and operational metrics for training administration. Effective report utilization supports continuous improvement of training programs and demonstrates training value across organizational objectives.

Requirements

To access training reports, users must be assigned a security role with one of the following permissions:

• Administrator System Role
• Access Level: Training Manager

Reports Tab Overview

The Reports tab organizes training analytics into two primary components: an overview dashboard providing high-level visual insights and quick-access charts, and a collection of detailed reports offering comprehensive data views with filtering, sorting, and export capabilities for in-depth analysis.

Accessing the Reports Tab

1. Navigate to the Training module from your portal navigation menu
2. Select the Reports tab in the primary navigation bar
3. The Reports page opens displaying the overview dashboard with summary charts
4. Scroll down to access the detailed reports section with links to comprehensive data views
5. Click individual report names to open detailed report interfaces with filtering and export options

Reports Tab Organization

Overview Dashboard Section:

• Visual charts and summary metrics displayed prominently at the top of the Reports page
• Quick-access insights about training activity, license usage, and program status
• Real-time or near-real-time data updates reflecting current training environment state

Detailed Reports Section:

• Collection of report links organized by data category or reporting focus
• Each report provides comprehensive dataset with multiple columns and filtering capabilities
• Reports support drill-down navigation, custom date ranges, and data export for external analysis

Overview Dashboard Charts

The overview dashboard presents key training metrics through visual charts that provide at-a-glance understanding of training program health, participation patterns, and resource utilization.

License Usage Tracking

License usage charts display consumption of employee training licenses and community training licenses, helping administrators monitor capacity, plan procurement, and optimize license allocation across organizational populations.

Employee Training License Chart:

• Shows number of employee users currently assigned to courses or learning paths
• Displays total available employee training licenses
• Calculates percentage of license capacity consumed
• Enables capacity planning for employee training programs

Community Training License Chart:

• Shows number of community users (partners, customers, external learners) currently assigned to training
• Displays total available community training licenses
• Calculates percentage of license capacity consumed
• Supports capacity management for external training programs

License usage insights:

• Monitor approaching capacity limits requiring license procurement
• Identify underutilized licenses that may indicate opportunity for increased training deployment
• Track license consumption trends over time to inform license planning and budget forecasting
• Distinguish between employee and community license usage for resource allocation decisions

Course Publication Status

Course publication status charts display the distribution of courses across Draft and Published states, providing visibility into content development pipelines and training program readiness.

Publication status breakdown:

• Shows number of courses in Draft status under development or revision
• Displays number of Published courses available for learner access
• Calculates percentage distribution across publication states
• Identifies content development capacity and program availability

Publication status insights:

• Monitor draft course volumes to assess content development workload
• Track publication rates to understand content release velocity
• Identify opportunities to publish completed draft courses for program expansion
• Evaluate content pipeline health and development capacity

Completion Trends

Completion trend charts visualize course completion patterns over time, enabling administrators to identify program effectiveness, seasonal patterns, and completion rate changes requiring investigation or celebration.

Completion trend visualization:

• Displays course completions aggregated by time period (daily, weekly, monthly)
• Shows completion volume trends over configurable date ranges
• Identifies peaks and valleys in completion activity
• Enables comparison across time periods for trend analysis

Completion trend insights:

• Recognize completion increases indicating successful training initiatives or program improvements
• Investigate completion decreases that may signal program issues or reduced engagement
• Identify seasonal patterns affecting training participation (holiday periods, fiscal year cycles, busy seasons)
• Measure impact of training program changes or content updates on completion rates
• Celebrate achievement milestones when completions reach significant volumes

Chart Interaction and Customization

Date range selection:

• Many dashboard charts support date range customization through calendar pickers or preset options
• Select "Last 30 days," "Last 90 days," "This year," or custom date ranges for analysis
• Date range changes update chart data to reflect selected time periods

Drill-down capabilities:

• Click chart elements to access underlying detailed data in some implementations
• Navigate from summary visualizations to detailed reports for deeper investigation
• Use dashboard as starting point for comprehensive analysis workflows

Refresh frequency:

• Dashboard charts update on regular schedules (hourly, daily) to reflect current training state
• Manual refresh options may be available to force immediate data updates
• Understand refresh frequency to interpret data currency and timeliness

Available Detail Reports

The detailed reports section provides access to comprehensive datasets covering courses, assignments, lessons, quizzes, and assessment results. Each report offers extensive filtering, sorting, and export capabilities supporting detailed analysis and stakeholder reporting.

Courses Detail Report

The Courses Detail Report provides comprehensive information about all courses within the Training Module including configuration settings, content structure, publication status, and program characteristics.

Report columns:

• Course name and description
• Reference codes and category assignments
• Publication status (Draft or Published)
• Course owner and manager assignments
• Creation and modification dates
• Number of chapters, lessons, and quizzes
• Compliance settings and due date configurations
• Self-registration and sharing settings
• License type assignments (employee or community)

Use cases for Courses Detail Report:

• Audit course catalog structure and organization
• Identify courses requiring publication or content updates
• Review course ownership and management assignments
• Analyze course configuration patterns across training programs
• Export course inventory for external documentation or stakeholder communication
• Verify compliance settings across regulated training programs

Course Assignments Detail Report

The Course Assignments Detail Report displays all active and historical course assignments including learner information, assignment dates, progress status, and completion outcomes.

Report columns:

• Learner names and contact information
• Course names and reference codes
• Assignment dates and due dates
• Assignment status (Assigned, Completed, Incomplete, Pending)
• Progress percentages for active assignments
• Start dates indicating when learners first accessed courses
• Completion dates for finished courses
• Quiz scores and assessment results
• Compliance expiration dates if configured

Use cases for Course Assignments Detail Report:

• Generate compliance documentation showing training completion
• Identify learners with approaching due dates requiring reminders
• Track overall assignment volumes and training participation levels
• Analyze completion rates across courses, departments, or learner populations
• Export assignment data for integration with HR systems or learning record repositories
• Monitor overdue assignments requiring intervention or administrative action

Lessons Detail Report

The Lessons Detail Report provides comprehensive information about all lessons within courses including lesson types, content organization, and chapter associations.

Report columns:

• Lesson names and descriptions
• Course and chapter associations
• Lesson types (Text, Upload, Embed, YouTube/Vimeo, Quiz, Import)
• Lesson sequence ordering within chapters
• Creation and modification dates
• Lesson status and availability settings
• Content summary or preview information

Use cases for Lessons Detail Report:

• Audit course content structure and organization
• Analyze lesson type distribution across training programs
• Identify courses with minimal or excessive lesson counts
• Track content development activity through creation dates
• Export lesson inventories for content planning or curriculum documentation
• Review lesson sequencing for instructional design evaluation

Quizzes Detail Report

The Quizzes Detail Report displays information about all quizzes within courses including assessment configuration, attempt settings, and pass requirements.

Report columns:

• Quiz names and descriptions
• Course and chapter associations
• Passmark percentages and pass requirements
• Number of allowed attempts
• Time limits for quiz completion
• Question counts and quiz structure
• Result display settings
• Review-before-submission enablement
• Quiz status (active, draft, archived)

Use cases for Quizzes Detail Report:

• Audit assessment configuration across training programs
• Identify quizzes with overly restrictive or lenient pass requirements
• Review attempt limitations and time constraints for appropriateness
• Analyze quiz complexity through question counts
• Export quiz inventories for instructional design review
• Monitor assessment standards consistency across courses

Quiz Content Report

The Quiz Content Report provides detailed information about quiz structure including question groups, display methods, and question organization within assessments.

Report columns:

• Quiz names and associated courses
• Question group names and configurations
• Display methods (Show All Questions, Random Order, Question Pool)
• Number of questions in each group
• Question pool sizes if applicable
• Group visibility settings
• Question ordering information

Use cases for Quiz Content Report:

• Review quiz structure complexity and organization
• Verify question randomization and pooling settings
• Audit question group naming and organization conventions
• Identify quizzes requiring structural improvements
• Export quiz architecture for instructional design documentation
• Analyze assessment variety through display method distributions

Quiz Question Report

The Quiz Question Report displays comprehensive information about individual quiz questions including question text, types, correct answers, and configuration settings.

Report columns:

• Question text or summary
• Question types (Multiple Choice Single Answer, Multiple Choice Multiple Answers, Keyword, Free Text, File Upload, Info Page)
• Correct answers or answer keys
• Question mark values (point values)
• Answer explanations if configured
• Question configuration settings
• Associated quizzes and courses

Use cases for Quiz Question Report:

• Review question quality and appropriateness
• Audit answer keys and correct response configurations
• Analyze question type distributions across assessments
• Identify questions requiring updates or improvements
• Export question banks for content review or question library development
• Verify marking values align with assessment importance

Quiz Results Report

The Quiz Results Report provides learner-specific assessment outcomes including scores, attempts, completion status, and individual question performance.

Report columns:

• Learner names and contact information
• Quiz names and associated courses
• Attempt numbers and dates
• Overall quiz scores and percentages
• Pass/fail status based on passmarks
• Individual question responses and scores
• Time spent on quiz completion
• Submission timestamps

Use cases for Quiz Results Report:

• Analyze learner performance patterns across assessments
• Identify questions with high failure rates requiring revision
• Track assessment scores for individual learners or populations
• Generate compliance documentation with assessment results
• Export quiz outcome data for statistical analysis or performance management
• Monitor assessment difficulty through score distributions

Exporting Report Data

Most detailed reports support data export functionality enabling administrators to download report datasets for external analysis, stakeholder distribution, integration with other systems, or archival documentation.

Export Process

1. Open a detailed report by clicking its name in the Reports tab
2. Apply any desired filters to narrow the dataset before export
3. Locate the Export button typically positioned near the top or bottom of the report interface
4. Click the Export button to initiate data download
5. Select export format if multiple options are available (CSV, Excel, PDF)
6. The system generates the export file and initiates download to your computer
7. Open the exported file in appropriate software for further analysis or distribution

Export Formats

CSV (Comma-Separated Values):

• Universal format compatible with spreadsheet applications, databases, and analysis tools
• Lightweight files suitable for large datasets
• Easily imported into Excel, Google Sheets, statistical software, or custom applications
• Best for data manipulation, analysis, and integration with other systems

Excel (XLSX/XLS):

• Native Microsoft Excel format preserving formatting and structure
• Supports multiple sheets, formulas, and advanced Excel features in some implementations
• Ideal for stakeholder distribution and professional presentation
• Enables immediate analysis using Excel's built-in capabilities

PDF (Portable Document Format):

• Fixed-layout format preserving exact visual presentation
• Ideal for archival documentation and formal reporting
• Cannot be easily manipulated for further analysis
• Best for compliance documentation, audit records, and official distribution

Export Best Practices

Filter before export: Apply report filters to export only relevant data rather than complete datasets requiring post-export filtering

Document export parameters: Maintain records of what filters, date ranges, or settings were applied when generating exports for reproducibility

Schedule regular exports: Establish routines for periodic data exports supporting historical trend analysis and longitudinal reporting

Secure exported data: Protect exported files containing learner information according to privacy policies and data protection regulations

Validate export accuracy: Review exported data to verify completeness and accuracy before distribution or analysis

Maintain export archives: Store historical exports to support year-over-year comparisons and trend analysis over extended periods

Best Practices and Recommendations

Strategic Report Utilization

Establish reporting routines: Schedule regular report reviews (weekly, monthly, quarterly) to maintain awareness of training program health and trends

Align reports with objectives: Select reports and metrics that directly inform organizational training goals and decision-making needs

Combine dashboard and detail views: Use overview dashboard for high-level monitoring and detailed reports for investigation and analysis

Share insights broadly: Communicate report findings with stakeholders to demonstrate training value and inform program support

Act on data: Use report insights to drive concrete improvements rather than collecting data without application

Stakeholder Communication

Tailor reporting to audiences: Provide executive summaries with high-level metrics to leadership and detailed analytics to operational teams

Visualize key metrics: Create charts, graphs, and visual representations of report data for stakeholder presentations

Highlight achievements: Use completion reports and success metrics to recognize learning accomplishments and program effectiveness

Explain trends: Provide context and interpretation when sharing data rather than presenting numbers without analysis

Support with narratives: Combine quantitative report data with qualitative stories illustrating training impact on organizational success

Data Quality and Accuracy

Verify report parameters: Ensure date ranges, filters, and settings are configured correctly before drawing conclusions from report data

Understand refresh timing: Know how frequently reports update to interpret data currency and avoid acting on outdated information

Cross-reference sources: Validate important metrics by comparing across multiple reports or data sources when possible

Document methodology: Maintain clear records of how reports were generated, filtered, and analyzed to support reproducibility

Report discrepancies: Notify system administrators if report data appears inconsistent or inaccurate for investigation

Compliance and Audit Support

Export regularly for archival: Generate periodic exports of compliance-relevant reports for audit documentation and regulatory requirements

Secure sensitive data: Protect learner information in reports according to privacy regulations (GDPR, FERPA, organizational policies)

Document completion records: Maintain comprehensive records of training completions supporting compliance verification and certification validation

Track compliance expiration: Use assignment reports to monitor approaching compliance expiration dates requiring recertification

Prepare for audits: Organize historical reports systematically to support efficient audit processes and regulatory inspections

Continuous Improvement

Monitor completion trends: Track whether completion rates improve or decline after program changes to evaluate effectiveness

Analyze failure patterns: Use quiz results reports to identify knowledge gaps or assessment issues requiring content improvement

Identify bottlenecks: Review assignment progress reports to find where learners stall or abandon training

Evaluate resource utilization: Use license reports to optimize resource allocation and inform procurement planning

Benchmark performance: Compare metrics across time periods, departments, or programs to identify best practices and improvement opportunities

Reporting Efficiency

Create report templates: Develop standardized report formats for recurring reporting needs to reduce preparation time

Automate when possible: Leverage any available report scheduling or automation features to generate reports automatically

Document report purposes: Maintain clear descriptions of what each report shows and when it should be used

Train report users: Ensure administrators and stakeholders understand how to interpret and use reports effectively

Consolidate reporting: Coordinate reporting needs across teams to reduce redundant report generation and analysis

Troubleshooting Tips

Reports Not Displaying Data

Verify date ranges: Ensure report date filters include the time period containing expected data

Check filter settings: Confirm report filters aren't excluding the data you expect to see

Review permissions: Verify you have appropriate access to view data for all courses or users

Refresh reports: Reload report pages to ensure you're viewing most current data

Understand data latency: Recognize that some reports may not reflect real-time changes immediately

Export Functions Not Working

Check browser settings: Ensure pop-up blockers aren't preventing download dialogs from appearing

Verify file permissions: Confirm you have write permissions to the download location on your computer

Try different formats: If one export format fails, attempt alternative formats

Reduce dataset size: Apply filters to decrease exported data volume if large datasets cause timeout issues

Clear browser cache: Remove cached data that may interfere with export functionality

Data Appears Incorrect

Validate filter application: Verify filters are applied correctly and showing intended data subset

Cross-reference sources: Compare questionable data across multiple reports to identify discrepancies

Review recent changes: Check if recent course modifications, user assignment changes, or system updates affect data

Understand calculation methods: Verify you correctly interpret how metrics are calculated (percentages, totals, averages)

Report issues: Contact system administrators if data consistently appears inaccurate for investigation

Cannot Find Specific Reports

Search thoroughly: Review all report sections systematically—reports may be organized differently than expected

Check permissions: Verify your security role includes access to all available reports

Consult documentation: Review system documentation for report availability and location

Request custom reports: Work with administrators or technical teams to create custom reports if standard reports don't meet needs

Use export workarounds: Export detailed reports and filter externally if built-in reports don't provide desired views

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