The Course Activity Report provides you with access to review the progress of Users enrolled in an Online Course. This Report is specific to Active Online Courses. The Report will return all enrollments regardless of their Status (Complete, Not Started, In Progress, Pending Approval, or Pending Evaluation).
In addition to viewing Learner progress, you can also use this Report to change Course Enrollments for individual Users or carry out other administrative tasks.
The Course Activity Report is located in the Reports tab on the left side of the Admin Interface. Selecting the report name will redirect you to the Course Activity Report page. Upon arrival to this page, you will be prompted to choose the Course you want to review by selecting it from the Course drop-down menu. From here, you can filter results based on a variety of data fields.
The Course Activity Report will launch using the standard Report layout where you can:
- Manage Online Course Activity.
- View User Transcripts.
- Message User(s).
- View and Edit past and present Enrollments.
- View and Edit Users.
Please note that opening a Report may also bring up a favorite Saved Layout or a shared default organizational Report Layout.
Report Data
You can customize this Report to provide information on many different data fields to tailor it to your preferences. The available data fields, which are the columns in the report, are listed below.
Data Fields
Note the following in regards to the table of data fields:
- Fields that have an asterisk (*) symbol are included in the Report's default layout.
- Custom fields configured in your Portal Settings will also be available.
| Data Column | Description | ||||||||||||||||||||
| # of Times Accessed | This column displays the number of times the User launched the Course. | ||||||||||||||||||||
| Address | This column displays the value populated in the User's Profile > Address field. | ||||||||||||||||||||
| Address 2 | This column displays the value populated in the User's Profile > Address 2 field. | ||||||||||||||||||||
| Attained Certificate* | This column displays the User's status:
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| Certificate Date* | This column displays the calendar date and time that the User received their completion Certificate for the Online Course. | ||||||||||||||||||||
| Certificate Expiry Date | This column displays the date this Certificate expires on for the awarded Learner, as defined in the related Course's Settings. | ||||||||||||||||||||
| City | This column displays the value populated in the User's Profile > City field. | ||||||||||||||||||||
| Country | This column displays the value populated in the User's Profile > Country field. | ||||||||||||||||||||
| Course Language | This column displays the value set for Course Language in the Course’s configuration. | ||||||||||||||||||||
| Course Name | This column displays the name of the Course associated with each activity record. | ||||||||||||||||||||
| Course Version | This column displays the number indicating which iteration of the Online Course is currently being used. | ||||||||||||||||||||
| Course Version Notes | This column displays text information on the current iteration of the Online Course being used by the LMS. | ||||||||||||||||||||
| Credits | This column displays the credit amount awarded for successfully completing training in a scored or non-scored Online Course in the LMS. | ||||||||||||||||||||
| Date Completed* | This column displays the calendar date and time that the User concluded all requirements within the Online Course. | ||||||||||||||||||||
| Date Curriculum Expires | This column displays the calendar date and time the User will no longer have access to complete the Curriculum the Online Course is contained in. | ||||||||||||||||||||
| Date Edited | This column displays the calendar date and time that the User's Activity in the Online Course was last manually updated by an Admin. | ||||||||||||||||||||
| Date Electronically Signed | This column displays the date the User completed their electronic signature within the Online Course. | ||||||||||||||||||||
| Date Enrolled | This column displays the calendar date and time that the User was enrolled in the Online Course. | ||||||||||||||||||||
| Date Expires | This column displays the calendar date and time the User will no longer have access to complete the Online Course. | ||||||||||||||||||||
| Date First Accessed | This column displays the calendar date and time the User began their training on at least one Lesson contained inside the Online Course Chapter. | ||||||||||||||||||||
| Date Hired | This column displays the value populated in the User's Profile > Date Hired field. | ||||||||||||||||||||
| Date Last Accessed | This column displays the calendar date and time the User previously continued their training on at least one Lesson contained inside the Online Course Chapter. | ||||||||||||||||||||
| Date Terminated | This column displays the value populated in the User's Profile > Date Terminated field. | ||||||||||||||||||||
| Days Until Due | This column displays the number of days until the Enrollment Record is due. A negative numeric value will present after the due date has passed. | ||||||||||||||||||||
| Department* | This column displays the value populated in the User's Profile > Department field. | ||||||||||||||||||||
| Due Date | This column displays the calendar date and time an Online Course is due. | ||||||||||||||||||||
| Email Address | This column displays the value populated in the User's Profile > Email Address field. | ||||||||||||||||||||
| Employee Number | This column displays the value populated in the User's Profile > Employee Number field. | ||||||||||||||||||||
| Enable for Mobile App | This column displays the current configuration of the Enable for Mobile App toggle of the Course the User is enrolled in. Note: The Enable Mobile App toggle must be enabled in Portal Settings in order to view this option. | ||||||||||||||||||||
| Enrollment Method |
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| Enrollments* | This column displays the total number of times the User has been enrolled in the Online Course. | ||||||||||||||||||||
| Equivalency ID | This column displays the Equivalency ID for the Course if it has been defined as equivalent to other courses. | ||||||||||||||||||||
| External ID | This column displays the value populated in the External ID field of the Course’s Settings > Attribute section. | ||||||||||||||||||||
| First Name* | This column displays the value populated in the User's Profile > First Name field. | ||||||||||||||||||||
ID (Enrollment ID) | This column displays the Enrollment ID automatically generated by the LMS when the Course is created. Note: You can use this value to update a User's Enrollment via a file import or RESTful APIs. | ||||||||||||||||||||
Is Overdue | This column indicates whether the Enrollment Due Date has passed. It is calculated strictly from the Due Date (defined in Course's Settings > Availability) and is independent of completion status. If Yes: The Due Date has passed for the enrollment. This value does not clear when the Course is completed, so you may see Completed = Yes and Is Overdue = Yes when the Course was completed after the Due Date. If No: The Due Date has not passed for the enrollment. | ||||||||||||||||||||
| Job Title | This column displays the value populated in the User's Profile > Job Title field. | ||||||||||||||||||||
| Language | This column displays the value populated in the User's Profile > Language field. Note: If a Language has not been identified, this field will be blank. | ||||||||||||||||||||
| Last Logged In | This column displays the date and time that the User last logged into the LMS. | ||||||||||||||||||||
| Last Name* | This column displays the value populated in the User's Profile > Last Name field. | ||||||||||||||||||||
| Location | This column displays the value populated in the User's Profile > Location field. | ||||||||||||||||||||
| Manager | This column displays the Manager name of the enrolled User. | ||||||||||||||||||||
| Mandatory Course | This column displays the current configuration of the Mandatory Course toggle of the Course the User is enrolled in. | ||||||||||||||||||||
| Middle Name | This column displays the value populated in the User's Profile > Middle Name field. | ||||||||||||||||||||
| Notes | This column displays information about the User that an Admin has added to the User's Profile > Notes field. | ||||||||||||||||||||
| Phone | This column displays the value populated in the User's Profile > Phone field. | ||||||||||||||||||||
| Postal Code | This column displays the value populated in the User's Profile > Postal Code field. | ||||||||||||||||||||
| Progress (%) | This column displays the User's training progress, based on the total number of Lessons contained in the Online Course. | ||||||||||||||||||||
| Score (%)* | This column displays the User's overall Online Course grade based on the number of items capable of being scored in the Online Course. Within an Online Course, Admins can set a weighted average for each Lesson that has a Score. These values determine the overall Score percentage. | ||||||||||||||||||||
| State/Province | This column displays the value populated in the User's Profile > State/Province field. | ||||||||||||||||||||
| Status* | This column displays the current state of the User's enrollment in the Online Course.
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| Supervisor | This column displays the Manager name of the enrolled User. | ||||||||||||||||||||
| User Status | This column displays the User Status.
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| Username* | This column displays the value populated in the User's Profile > Username field. The Username is a name-based identity used to distinguish each User as they are added to the LMS. Also referred to as the User’s Login. | ||||||||||||||||||||
| Vendor | This column displays the value populated in the Vendor field of the Course’s Settings > Attribute section. |
Recommended Filters for Identifying Overdue Learners
To identify Learners who are currently overdue and have not yet completed the training, apply the following filters in the Course Activity Report:
Completion = Not Started or In Progress
Is Overdue = Yes
Equivalent Courses
If Course Equivalency has been enabled within the Portal, then the refinement Filter can be used to display Equivalent Courses associated with the chosen Course set in the Course Filter.
Report Action & Mass Action Options
After generating a Report, you can perform administrative actions on the data. When one or multiple items are selected, an options menu becomes available on the right-hand side of the page. This menu is context-sensitive. The options for Actions and Mass Actions that are available will change depending on the content you are selecting.
- An individual row selection will open the Actions menu.
- Multiple row selections will open the Mass Actions menu.
Note: Action options are dependent on your individual Admin Role permission(s). Some actions listed in the table below may not be available to all Admins. If you have questions related to your permission set, please contact your local System Admin for details.
Actions
The actions listed in the table below are can be applied to a single enrollment.
| Action Menu Option | Description |
| Edit Activity | Click this button to view and edit the selected User's Course Activity profile. |
| User Transcript | Click this button to view the selected User's full training history. |
| Edit User | Click this button to access the User Profile of the selected User. |
| Message User | Click this button to compose and send a message. |
| View Enrollments | Click this button to launch a Report where you can view and update the selected User's enrollment status in any training they are enrolled in. |
| View Historic Enrollments | Click this button to launch a Report where you can view the selected User's entire training history. |
| Un-enroll User | Click this button to launch a workspace where you can un-enroll the selected User from the selected Online Course. Note: Any enrollments removed using this method are permanently removed from the LMS and cannot be recovered. |
| Deselect | Click this button to clear current selections. |
Mass Actions
The actions listed in the table below are can be applied to multiple enrollments.
| Action Menu Option | Description |
| Edit Multiple | Click this button to launch an abbreviated version of the Edit Activity workspace where you can modify multiple User enrollments. |
| Message Users | Click this button to compose and send a message to individual Users, a Group, or a Department. |
| Change Department | Click this button to reassign the selected Users to a different Department. |
| Enroll Users | Click this button to enroll the selected Users in any training contained in the system. |
| Un-enroll Users | Click this button to un-enroll the selected Users from the selected Online Course. Note: Any enrollments removed using this method are permanently removed from the LMS and cannot be recovered. |
| Deselect | Click this button to clear current selections. |
Multi-Course Reporting
System Admins can toggle on our multi-course version of the Course Activity report. This toggle is located on the Portal Settings page under the Info tab.
This toggle is off by default. Once the toggle is turned on, all Admins with permission to utilize the Course Activity Report will be able to select up to 30 courses.
- This feature is in beta production: Multi-Course Reporting may cause slowdowns or report timeouts if your portal contains high data volumes.
- When the toggle is switched off the Course Activity Report will be scoped to the first Course in your selection. This is true for Saved Layouts, and Scheduled Reports.
If your reports time out, try the following:
- Refine your data by Departments, Dates, or other filters.
- Lower the number of selected Courses until the report runs as expected.
If you are a System Admin and this toggle isn't available under Portal Settings, reach out to your Absorb Client Success Representative for assistance in enabling the feature for your Portal.
Roles & Permissions
Below are the Required Role Permissions the Admin will need to access this Report and access the data to be populated.
- Your environment may use customized Role(s), Permissions, or a combination of both to perform these activities.
- If you would like to enable the Multi-Course Report, a System Admin must toggle on Enable Multi-Course Report - Course Activity in the Portal Settings.
- Once this is enabled, Admins with access to the Course Activity Report can select up to 30 Courses per Report.
- If you have questions or need assistance, please contact your local System Administrator to review your current permissions.
Required Role Permissions
| Role: Section Access | Permissions Needed |
| Courses > Online Courses | View or Modify permission |
| Users > Users | View or Modify permission |
| Reports > Course Activity Report | Access permission |
Suggested Role Permissions
| Role: Section Access | Permissions Suggested |
| Users > Department | View or Modify permission |
| Courses > Categories | View or Modify permission |
| Reports > Generated Reports* | Access permission |
*Admin must have Generated Reports permission in order to export report data to Excel or CSV.
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