Course Activity Report

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 only. The report will return all enrollments regardless of their Status (complete, not started, in progress, pending approval, or pending evaluation).

The purpose of this report is to show progress toward completion of the Online Course. You can use this report to make changes in the Course enrollment for individual Users or carry out various 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 choose the Course you want to review by selecting its name from the drop-down menu of the Course pop-up. From here, you can filter results based on a variety of data points.

Course-Activity-Report-Course-Selection.gif

 

The Course Activity Report will launch using the standard Report layout where you can:  

  • Manage Online Course Activity 
  • View User Transcripts 
  • Message a User(s) 
  • View and Edit past and present Enrollments 
  • View and Edit Users

Be mindful 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 points in order to tailor it to your preferences. The available data fields, which are the columns in the report, are listed below.

Data Fields

Notes

  • 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 until their enrollment expired or they completed the training.

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:

  • If YES, the User has earned the Courses Certificate
  • If No, the User has not earned the Course Certificate
Certificate Date* This column displays the calendar date and time that the User received their completion Certificate for the Online Course. 
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.
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.
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 or not the Course Enrollment is overdue. Due Date is defined in the Course's Settings > Availability section.

If Yes = The specified Due Date has passed, and the Course is overdue.
If No = The specified Due Date has not passed, and the Course is not overdue.

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.
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.

If... Then...
Complete The User has fulfilled all requirements within the Online Course
Declined An Approver has declined the User's request to enroll in the Online Course.
Failed The User did not meet the minimum score required within the Assessment(s) contained in the Online Course.
In Progress The User has launched or began at least one Lesson within the Online Course.
Not Complete This status will display when an Admin edited a User's enrollment so that the User can retake the Online Course.
Not Started The User has not taken any action towards completing the Online Course.
Pending Approval This status indicates that the User is waiting on a Manager or Admin to approve the enrollment.
Pending Evaluation Required The User needs to complete an Evaluation before receiving a completion for the Online Course.
Pending Proctor The Online Course is waiting for the Proctor to sign off on the User's completion of the Online Course.

 

User Status

This column displays the User Status.

  • If Active = The User can receive training assignments
  • If Inactive = The User cannot participate in or record new training events.
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.


Including 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.

Course Equivalency Refinement Filter - Course Activity.PNG

 

Report Action & Mass Action Options

After generating a report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand frame 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 launch a workspace to view and edit the selected User's Course Activity profile.
User Transcript Click this button to launch a workspace to view the selected User's full training history.
Edit User Click this button to launch a workspace to access the User Profile of the selected User.
Message User Click this button to launch a workspace 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 into.
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 at a time. 

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 launch a workspace to compose and send a message to individual Users, a Group, or a Department.
Change Department Click this button to launch a workspace where you can reassign the selected Users to a different Department.
Enroll Users Click this button to launch a workspace where you can enroll the selected Users in any training contained in the system.
Un-enroll Users Click this button to launch a workspace where you can 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.

 

Course-Activity-Report-Course-Selection.gif

 

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.

A screenshot of a computer

Description automatically generated

  • 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.

 

Report Roles & Permissions

Below are the Required Role Permissions the Admin will need to access this Report and access the data to be populated.

Please note:

  • 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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