Use Reports to see learning and user activity across your organisation and to export it as a CSV file.
Before you start
You need the permission to view reports in your organisation. These are the default roles with this permission: Organisation Admin, Organisation Tutor, User Manager, Learning Experience Creator and Group Creator.
A custom role also works when it includes the permission to view reports.
Open Reports and choose a view
Reports has two views.
- Select Reports in the navigation.
- Select the Report view list.
- Select Learning experiences or Users.
The page opens on Learning experiences. The page title is "Reports" and the subtitle is "View learning and user activity across your organisation." After step 3 the page shows the summary cards and the table of the view you chose.
The Period filter stays when you switch views. The search, filters, sort order and column changes reset. The view then shows your saved column layout, if you have one.
Limit a report to a period
Use the Period filter to limit the summary cards and the table to a date range. The filter is optional. Leave it empty to include all dates.
- Select the Period filter above the table.
- Choose the dates of the period.
The cards and the table update, and the table returns to its first page.
Read the Learning experiences table
The Learning experiences view lists one learning experience in each row. The toolbar shows the hint "Filter or sort any column from its header".
| Column | What it shows |
|---|---|
| Learning experience | The name of the learning experience. |
| Owner | The owner of the learning experience. |
| Status | "Published", "Upcoming" or "Archived". |
| Start date | The start date of the learning experience. |
| Close date | The close date of the learning experience. |
| Enrolments | The number of active enrolments. |
| Completion | The percentage of enrolled learners who have completed it. The bar shows 0 when there are no enrolments. |
Hover over the information icon in a column heading to read what the column shows.
Read the Learning experiences summary cards
Two summary cards sit above the table in the Learning experiences view. They use the same filters as the table, including the Period.
- The "Learning experiences" card shows a count with "of <total> fully completed" and a progress bar.
- The "Users" card shows a count with "of <total> fully completed". It also shows "Total enrolments" and "Required".
The cards disappear when Learn:Go cannot load the summary. The table still shows.
Narrow the Learning experiences report
You can search the Learning experiences table and filter it by column. Each change returns the table to its first page.
- Type in Search learning experiences to find a learning experience by name.
- Select the filter button in the Learning experience or Owner heading, search the list, and tick one or more items.
- Select the filter button in the Status heading and tick Published, Upcoming or Archived.
- Select the Enrolments list and choose All enrolments, Required only or Optional only.
The Enrolments list keeps the learning experiences that have at least one enrolment of that type. When nothing matches, the table shows "No records match these filters."
Read the Users table
The Users view lists one enrolment in each row, so a user with several enrolments appears several times.
| Column | What it shows |
|---|---|
| User | The name of the user, with their job title below. |
| Location | The location of the user. |
| Learning experience | The learning experience of the enrolment. |
| Progress % | The progress of the learner, shown as a bar. |
| Completed date | The date the learner completed it. The cell is empty while the enrolment is incomplete. |
| Owner | The owner of the learning experience. |
| Required | "Required" or "Optional". |
The table hides Location and Owner at first. To show them, use the Columns panel.
The profile custom fields of your organisation are also columns, for fields of the types short text, long text, selections, date and time, and checkbox. Each shows the value of that field for the user. The table hides these columns at first.
Read the Users summary cards
Two summary cards sit above the table in the Users view. They use the same filters as the table, including the Period.
- The "Users" card shows a percentage with "completed all learning experiences". It also shows "Users completed" and "In progress".
- The "Completed enrolments" card shows a percentage with "of all enrolments are completed". It also shows "Total enrolments" and "Completed".
The cards disappear when Learn:Go cannot load the summary. The table still shows.
Narrow the Users report
You can search the Users table and filter it by column. Each change returns the table to its first page.
- Type in Search users to find a user by name, email address or username.
- Select the filter button in the User, Learning experience or Owner heading, search the list, and tick one or more items.
- Select the filter button in the Location heading, type the location, and select Apply. Select Clear to remove it.
- Select the Enrolments list and choose All enrolments, Required only or Optional only.
The Location and Owner filters sit in column headings, so show those columns first. When nothing matches, the table shows "No records match these filters."
Sort a report
Sort a table by any column that has a sort button in its heading, in both views.
- Select the sort button in the column heading. The table sorts in ascending order.
- Select the button again to sort in descending order.
- Select it a third time to remove the sort.
The table returns to its first page after each press. The sort applies to every row of the report, not only the rows on the page.
Clear all filters
Select Clear filters in the toolbar to remove every filter at once. The button stays disabled until a filter is active. When it is active, a number on the button shows how many filters apply.
The button clears the search, the column filters, the Enrolments list and the Period. The table returns to its first page. The sort and the columns stay as they are.
Choose the columns of a report
Show, hide and reorder the columns of the table you are viewing.
- Select Columns in the toolbar.
- Tick or clear the box of a column to show or hide it.
- Drag a column by its grip to move it.
- Select Done.
The panel is titled "Columns" and says "Show, hide and reorder columns for this view." The table changes as soon as you tick, clear or drag a column. After step 4 the panel closes.
Type in Search fields to find a column. While you search, you cannot reorder. When no column matches, you see "No fields match your search."
The panel lists the standard columns under the heading "Core". In the Users view, it lists the profile custom fields of your organisation that are of the types short text, long text, selections, date and time, or checkbox under the heading "Profile / Custom Fields".
The first column (Learning experience or User) always shows and stays first. You cannot hide the last visible column. The CSV export includes only the columns you show. Press Escape to close the panel.
Save your column layout
Keep your column choice for the next time you open a view.
- Select Columns and set the columns and their order.
- Select Save as default.
You see "Column layout saved".
Learn:Go saves the layout in your browser, for you, for that view and for that organisation. Another browser or device does not have it. The Learning experiences and Users views each keep their own layout.
To go back to the standard columns of the view, select Reset to default. You see "Columns reset" and the table shows the standard columns.
A link that carries its own column choice overrides your saved layout.
Download a report as a CSV file
Download the table you are viewing as a CSV file that opens in a spreadsheet.
- Set the Period, search, filters and columns you want in the file.
- Select Export.
- Select Download CSV.
Your browser downloads the file. Below the table, the note "CSV exports visible columns only, with current filters applied" reminds you what the file holds. In the Users view, each row of the file holds one enrolment, so a user with several enrolments appears several times. In the Users view, the User column becomes three columns in the file: "First Name", "Last Name" and "Job Title".
A download holds up to 5,000 rows. When the report is larger, you see "This report exceeds the 5,000 row download limit." Use Email CSV for that report.
In the Learning experiences view the file follows your sort. The Users file is not sorted.
Email a report as a CSV file
Have Learn:Go email you the table as a CSV file. This works for reports that are too large to download.
- Set the Period, search, filters and columns you want in the file.
- Select Export.
- Select Email CSV.
You see "Export queued" and the message "Your export is being processed in the background and will be emailed to you when it is ready." The file holds the visible columns with the current filters applied. Learn:Go sends it to your own email address. No other person receives it.
The Learning experiences file has no row limit. The Users file holds up to 100,000 rows.
Share a report view
Share what you see with a colleague by sending them the address of the Reports page.
- Set the view, Period, search, filters, sort and columns you want to show.
- Copy the address from your browser.
- Send it to your colleague.
They need the permission to view reports. Without it, Learn:Go takes them to "Home". When you change columns in the Columns panel, the address carries your column choice, and it replaces their own saved column layout.
Troubleshooting
If Reports does not appear in the navigation, your roles do not include the permission to view reports. Ask an Organisation Admin to check your roles.
If you open a link to Reports and Learn:Go takes you to "Home", your roles do not include the permission to view reports.
If the CSV file lacks a column, show that column in the Columns panel and export again. The file holds only the visible columns.
If you see "The export could not be completed. Please try again.", select Export and try again.
If a report loads slowly, you see "Fetching your data…" and later "Still retrieving your data. Large reports can take a little longer…" Wait for the table to appear.