Customizing and Viewing Training Activity Reports

From the Reports tab of your KnowBe4 account, you can view training activity reports to monitor your organization's training-related data. Training activity reports display comprehensive information about your users' enrollments in training campaigns. You can also customize the reports to display specific data, such as training enrollments for individual campaigns, user groups, or training statuses.

If you would like to download your training activity reports for future use, you can export information from the report as a CSV file or export a report overview graph as a PDF file. 

See the sections below to learn how to customize and view training activity reports. 

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Customizing Training Activity Reports

Viewing Training Activity Reports

• All Training Activity
• All Training Activity Grouped by User

Customizing Training Activity Reports

When you create a training activity report, you can apply filters to the report to view specific data. For example, to view data for the users in a specific group who have not started their training, you would select the group in the User Groups filter and In Progress in the Training Status filter. 

To learn about the filters you can apply to training activity reports, see the screenshot and list below:

1. Report Type: Use this filter to select your report type. You can select either All Training Activity or All Training Activity Grouped by User, depending on how you would like to organize your data. If you select All Training Activity, the report will display individual training enrollments. If you select All Training Activity Grouped by User, the report will display training enrollment data grouped by user. To learn more about these report types, see the All Training Activity and All Training Activity Grouped by User subsections below. 
2. Training Campaigns: Use this filter to select the training campaigns that you would like to display data for. If Optional Learning or AIDA Optional Learning is enabled for your account, you will also have the option to only display data for optional learning campaigns. 
3. User Groups: Use this filter to select the user groups that you would like to display data for. 
4. Date Range: Use this filter to select the date range that you would like to display data for. You can also select the type of date you would like to filter by, including the date users were enrolled, started training, or completed training. 
5. Content Types: Use this filter to select the types of training content that you would like to display data for.
6. Training Status: Use this filter to select the training statuses that you would like to display data for. 
7. User Status: Use this filter to select Active or Archived if you would like to display only one status. To view this filter, you will need to click the + Additional Filters menu.
8. Exclude User Groups: Use this filter to select the user groups that you would like to exclude from the report. If a user is included in both the User Groups filter and the Exclude User Groups filter, the user will be excluded from the report. To view this filter, you will need to click the + Additional Filters menu. 

After you select your filters, click the View Report button. 

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Viewing Training Activity Reports

After you customize your training activity report, your report will display a graph and a table. If you selected All Training Activity for the Report Type, your report will display a bar graph. If you selected All Training Activity Grouped by User for the Report Type, your report will display both a bar graph and a circle graph. If you would like, you can download the graphs as PDF files and the table data as a CSV file. 

To learn how to view your training activity reports based on report type, see the subsections below. 

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All Training Activity

If you selected All Training Activity for your report type, your report will display detailed information for each training enrollment, while the All Training Activity Grouped by User report displays combined data for all of a user's training enrollments.  

For this report type, you can view the bar graph to monitor the number of times your users have been enrolled in, started, and completed training. To view the exact numbers for each of these events, you can hover your mouse over the bar graph. You can also remove a bar from the graph by clicking the corresponding label in the legend at the bottom of the graph. For example, you can click User Enrolled from the legend to remove the User Enrolled bar from the graph. 

Below the graph, you can view a table that displays information about the training campaigns that each user is enrolled in. The table contains a separate row for each training module included in the campaign. For example, if a user is enrolled in a campaign that includes three training modules, the report will include three rows for the user.

You can customize the table by selecting columns to display and sort your results. To learn how to customize the table and download your report, see the screenshot and list below: 

1. Search: Search for a user by entering their name or email address into the search bar.
2. Add or Remove Columns: Click this icon to display a drop-down menu that contains a list of available columns. From the drop-down menu, you can deselect the default columns and select additional columns to display in the table.
   Note: If you download a CSV file of your report, the columns that you have selected from the drop-down menu will display in the CSV file. If you save your report by clicking the Save Report button, the columns that you have selected will display in the saved report. 
   
3. Arrow icon: Click this icon in the column headers to sort the results in the table.
4. Generate PDF: Click this button to generate a PDF file of the bar graph, which you can download from the Download Center. For information about the Download Center, see our Download Center Guide.
5. Generate CSV: Click this button to generate a CSV file of the table, which you can download from the Download Center. For information about the Download Center, see our Download Center Guide.

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All Training Activity Grouped by User

If you selected All Training Activity Grouped by User for your report type, your report will display more general data about your users' training enrollments, while the All Training Activity report displays data for individual training enrollments.

For this report type, you can view the bar graph to monitor the number of training content that is in progress, completed, or has not been started. The bar graph also displays the number of incomplete training content that is past due. To view the exact numbers for each of these events, you can hover your mouse over each bar in the bar graph. You can also view the circle graph to monitor the percentage of training content that is complete. 

Below the graphs, you can view a table that displays information about each user's overall training activity. You can customize the table by selecting columns to display and sort your results. The table contains one row for each user by combining the data for all of the training modules the user is enrolled in.

To learn how to customize the table and download your report, see the screenshot and list below:

1. Search: Search for a user by entering their name or email address into the search bar.
2. Add or Remove Columns: Click this button to display a drop-down menu that contains a list of available columns. From the drop-down menu, you can deselect the default columns and select additional columns to display in the table.
   Note: If you download a CSV file of your report, the columns that you have selected from the drop-down menu will display in the CSV file. If you save your report by clicking the Save Report button, the columns that you have selected will display in the saved report. 
   
3. Arrow icon: Click this icon in the column headers to sort the results in the table.
4. Generate PDF: Click this button to generate a PDF file of the bar graph, which you can download from the Download Center. For information about the Download Center, see our Download Center Guide.
5. Generate CSV: Click this button to generate a CSV file of the table, which you can download from the Download Center. For information about the Download Center, see our Download Center Guide.

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