From the Reports tab of your KnowBe4 console, 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 customize the reports to display specific data, such as training enrollments for individual campaigns, user groups, or training statuses.

If you would like to export 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.

Customize 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 only active users in a specific group, you would select the group in the User Groups filter and Active in the User Status filter.

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

1. Report Type: Select your report type. 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 subsections below.
2. Training Additional Criteria: Display data for optional learning content or AI-recommended learning content if these features are enabled on your account.
3. Training Campaigns: Select the training campaigns that you would like to display data for.
4. User Groups: Select the user groups that you would like to display data for.
5. Add Filter: Customize your training activity report with the following additional filters:
   • Training Status Criteria: Display data for the Past-Due training status only.
   • Training Progress Status: Select the training statuses that you would like to display data for.
   • Search User: Search for specific users by name or by email.
   • User Groups Criteria: Select specific criteria for the user groups that you would like to display data for.
   • Organization Chart: Search or select a user name or job title to show user data for all organization levels under the selected users or job titles. For example, you can search for a specific job title, such as Director or VP. You can also select from the two additional settings below:
     • Select Include All Team Members to include the direct and indirect reports of the selected managers in the report.
     • Select Include Selected Manager to include the selected manager in the report. This check box will aggregate the data of the selected manager and any selected team member in the report.
6. Content Types: Select the types of training content that you would like to display data for.
7. User Status: Select which user statuses you would like to display data for.
8. Exclude User Groups: 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.
9. Timeframe: Select the date range that you would like to display data for. You can choose additional date range options using the Add Timeframe drop-down menu.
10. Add Timeframe: Choose between the following date range options.
    • Enrolled On Date Range: Include users who enrolled in the selected training during the date range.
    • Training Started Date Range: Include users who started the selected training during the date range.
    • Training Completed Date Range: Include users who completed the selected training during the date range.
11. Include timestamp on PDF file: Enable this toggle to include a timestamp of when your report was last updated.

After you select your filters, click the Apply Changes button.

Viewing Training Activity Reports

After you customize your Training Activity Report, your report will display a graph and a table. You can export 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.

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 Enrollments from the legend to remove the User Enrollments 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. Manage Columns: Click this drop-down menu to display 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 export 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 near the top-right corner of the page, the columns that you have selected will display in the saved report.
2. Arrow icon: Click this icon in the column headers to sort the results in the table.

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's in progress, has been completed, has not been started, or 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. Manage Columns: Click this drop-down menu to display 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 export a CSV file of your report, the columns that you have selected in the Manage Columns 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.
2. Arrow icon: Click this icon in the column headers to sort the results in the table.

Exporting Training Activity Reports

If you would like to export your Training Activity Reports, you can use the Export As button near the top-right corner of the filter options to generate a CSV or PDF File.

This action will open a drop-down menu where you can choose to Generate CSV or Generate PDF. Generate CSV will generate a CSV file version of the report table. Generate PDF will generate the report's graphs and Report Details found at the bottom of the report table.

In the top-right corner of your console, a notification bell will display when the report that you generated is ready to be downloaded. Your generated reports can also be downloaded at any time from the Download Center subtab. For more information, see the Download Center Overview article.