Reports: What they are and how to use them
We’ve all heard that saying, ‘that which cannot be measured cannot be managed,’ right? Maybe not. Either way—we know a major component of any eLearning initiative is the ability to track learner actions. Lucky for you, we have a variety of reports around many learner actions that you can pull from the site. Keep reading to learn how you can run, save, and schedule these critical reports.
Admin tool: Reports Tab
Reports have their very own tab in the admin tool. Here, you’ll see the complete list of system reports. Admins have the ability to create custom reports—they’re created from existing system reports, but custom ones have specific filters and data that an admin has saved for repeat viewing. Admins can also pull reports within the LMS on various system features, ranging from content and media to users and merits.
Start with the Basics
Navigate to the reports tab, select the reports pill. This lists all reports and provides quick access to system report and custom report views.
We offer a ton of reports. As such, we don’t expect you to remember precisely what each one does. Select the gray arrow to the left of a report name to see a short description of each one.
Filters! Depending on the type of report you select, you’ll have details to report on, as well as the ability to filter information for more precise data. Filtering a report is the same as setting up a rule for a module or course audience (it’s based on the profile fields available in your LMS.) The filter feature helps an admin drill down to the desired reporting audience.
*Filter not available on all reports
Custom vs. Saved Reports
A saved report can include any filters an admin places within the report—but it’s only ‘saved’ for that individual admin. This will display in the saved reports tab, or in the admin tool dashboard if they’re using the ‘My Saved Reports’ widget. Saved reports can also be scheduled! More on that further down.
Custom reports adhere to the same description as above, with one key difference: they’re accessible under the reports tab to any admin, not just the one who saved the report. Custom reports can also be delegated for viewing, via the ‘roles’ feature.
To save a system report, select the blue ‘Save Report’ button on the top right of the report. Give it a title, then save. The report you just saved will then be listed under the ‘Saved Reports’ pill within your individual profile. You also have the option to select “Save as Custom Report.” If you select this option, a custom report will be created within the reports pill with the new title and a blue “Custom Report” label next to it.
Oh yeah, we’re about to get fancy. Imagine the time you’ll get back by not having to manually send out a report every Friday ever again. Until the end of time. You could learn to knit. Or learn another language. Or take a nap!
To schedule a report, open a custom or saved report, scroll down to the ‘Schedule Report’ section. Specify the date and time, as well as the people who should receive the report. Reports are sent to an individual’s email (to as many people as you want, added as comma-separated values). It’s that easy! Reports are sent as a .CSV file. If you want to stop the report from being sent, select the blue ‘Cancel’ button above the ‘send to (emails only)’ text box.
PRO TIP: Add the ‘saved reports’ dashboard widget on your admin dashboard for quick access.
Additional Areas to Find Reports
You can find all of the reports listed below by navigating to a user profile, selecting a module, on a badge, in content pieces, or within an enrollment rule. You get it, they are everywhere. The list of reports is always located in the sidebar.
Individual User Profile Reports
Module and Course Level Reports
Reporting is an important and powerful tool! It provides a window into the health of your site and allows admins to gather critical metrics and data points. Please reach out to your CX rep for more best practices and reporting tips based on your specific needs!