Who is this article for?
Client Administrators Who will be able to run a report on all users on the system
Client Managers Who will be able to run a report on the users they are responsible for.
This report will enable you to gain non-training data on both Active and Inactive users on the system.
This article looks at running a Users Report in the Reporting System
Note Depending what courses are licenced to your system will depend on what reports you will have access to.
The article has been split into sections, so if there is something specific you want to look at you can select from the options below to jump to that section.
- Primary Filters
- Secondary Filters
- Results Table
- Add more columns?
- Emailing users
- Saving the reports
- Exporting the report
In this report, you can choose the Role of the user you require data on. By default these will be all ticked.
You can also select to filter by the User Active Status. By default both Active and Inactive will be selected.
If this is all the data you need you can select Apply Filter, however if you need to narrow your results down further, you can start looking at applying Secondary Filters.
These filters will enable you to filter the data down more to narrow down the information that you need. When you select from these, a new option will appear on the screen. You can then choose the required groups/information from there.
Then click Apply Filter for the data to update in the table below.
The results will show in here based on the Primary and Secondary Filters, and any additional Columns you have selected (see next step for adding columns). You can increase the rows that show in this report by changing the Items Per Page drop down.
All of the columns can be re-ordered by clicking on the header or column name.
Add more columns?
This allows you to simply populate extra data on the report in additional columns. To do this, click on the Add more columns? drop down to show the column options you can add.
Once you have chosen the column you want to add to the report a Get Data button will appear. Click this for the results to show the information in a new column.
The dashboard will show a range of information linked to these users and groups you have selected from the Primary and Secondary Filters.
The first box on the left will show you the total overall users based on the filters you have applied. The remaining 3 show a summary of information which can be expanded via the blue arrow in the top right corner.
Users by Role will provide you a breakdown in pie chart form of who are Students, Client Managers and Client Administrators in the report you are running. You can hover over a section of the pie chart to view information in more detail.
Users Assigned By Course will provide you with a breakdown of how many users are in each course you have on the system. This is not broken down based on the filters you have selected. You can click on the bar in the graph and the report will re-run to show you users specifically on those courses and will be displayed in the table at the bottom of the report.
Users by Manager will provide you with a breakdown of the users and their managers on the system. You can also click on this graph to load the information in the table at the bottom of the report.
This allows you to set a users status to active/inactive, add/remove users to groups and add notes to selected users profiles.
To do this, select the users from the report you wish to action, then select the relevant option from the drop down menu, press Action>>, and a further box will open up as shown below depending what action you have selected allowing you to complete this.
You can bulk email all users on the system (or select a smaller group of users to email) from the Reporting System. To bulk email all users simply select Items per page to show 'All', and select all users by checking the 'Select all (##)' box
Alternatively if you want to only email a handful of users, you can check the box next to those individuals forenames on the left of the page. Once you have selected the users you want to email, you then need to go to the Email button. From here, a new screen will load.
You will need to choose the Email type from the drop down list, tick the email template. The Email subject and body will load, here you can edit the content if required before pressing Send.
Training Notifications and Reminders will automatically contain the login link, but for all other email templates you will need to select Append login details to include this (image below is taken from selecting a 'Miscellaneous' email type).
If you do not want to send the email to the user(s) straight away, you can select Schedule you can then enter the date for the email to be sent and then click Submit. The email will be released from the system on the date you have entered.
Saving the report
Once you have run a report you are happy with you can then save this for future use. Simply select Save in the middle of the screen
This will load a new screen where you can add a name and description for your report
When you have saved the report, it will show up in a list of Your saved reports when you go back to the main Reporting System screen.
Selecting Run from this page will run an up to date report based on the filters you previously saved.
Selecting Schedule/Share will allow you to schedule when the report is run e.g. daily, weekly, and share your report with other colleagues by entering their email address in the relevant fields.
Exporting the report
Exporting the report
Your report can be exported in to Excel/Csv format from the dashboard panel.