Overview of Training Register Reporting
Export data from your Training Register account as an Excel spreadsheet.
See what training has been completed, what's expiring soon, or their current status
Set filters to customise your reports and see what's relevant for you and your team.
Filter by timeframe, training type, role, divisions, line managers
Estimate cost and time budgets for completed and upcoming training
Where to find it
Go to Training > Reporting. You can export your data from your Training Register account into a spreadsheet. Apply your filters and download instantly.
Who can use this feature?
🏘 Supported on all active Training Register plans
👷♂️ Available to all users who have personnel access in the relevant divisions (minimum personnel viewer)
What's covered in this article?
Report types explained
There are three options:
Expiring training
Completed training
Current training status
Each type is explained below. Once you've selected your report type, you can add additional filters.
Expiring training
Expiring training
This report focuses on the future, showing you information based on the training's expiry date. The report is based on the date when the record is set to expire.
If you need to look at what's expiring soon, who needs to refresh their training next, what's up for renewal next year, how much time training is estimated to take and how much it'll cost and so on - this is the report to select.
The expiring training report only includes the last recorded training for each course and not any historical training.
Completed training
Completed training
This report focuses on what training has been completed in the past. It's based on the "valid from" date entered on the training record.
It will help you answer questions such as how many people completed a specific course last month, how many hours were spent doing training last year, how much training cost, which courses have been completed, and so on.
The completed training report includes each course's current and historical recorded training.
Current training status
Current training status
The Current training status report focuses on the status as of today: what's expired, what's expiring soon, what's in date, and what's missing.
This is similar to the current training matrix download but gives you more options to filter and choose what type of training is included.
The Current training status export allows you to select which training statuses you want to include:
Up to date
Expiring soon
Expired
Missing
The Current training status report only includes the last recorded training for each course and not any historical training.
Available options and filters
All three report types have multiple options to filter your data to help you narrow down the final export.
The filter selection depends on your account access, setup, and report type.
Time frame
Time frame
Choose from multiple pre-programmed options, or select a custom time frame.
This is only available for expiring and completed training reports.
Cost and time estimates
Cost and time estimates
Selecting the "Cost and time" option will include estimated sums for the cost and time for completed or future training courses.
This option was created with budgeting and forecasting in mind. It calculates estimates on how much time and cost will be (or has been) spent on training in your selected time frame and filter(s).
These estimates rely on data in your course information in the course register.
Course register recommendation: add time and cost estimates to your course information to ensure accurate reports!
Line manager
Line manager
If line managers are assigned to your personnel, you can filter your report with this option. For example, if you want to see the training data for the personnel who report directly to you, use this filter.
Divisions
Divisions
If your account is split into different divisions, e.g. by location or department, you can select
Note: you will only be able to filter by the divisions you have access to.
Course requirements
Course requirements
Training records can be marked as required or optional. If you want to include or exclude required and optional courses, you can select these options.
Required training
Optional training
Required courses affect training status and notifications, whereas optional courses don't.
Personnel type
Personnel type
In HandsHQ, your personnel can be split into two types:
Employees
Sub-contractors
You can filter by these options in your report.
Note: if your subcontractors are marked as personnel type "Employee" this filter might not be accurate.
Roles and courses
Roles and courses
Select all the role(s) and course(s) you want to filter the report by. If your organisation uses division-specific course or roles names, please keep this in mind when making your selection.
When filtering by roles, you can include "additional training" as well. This will add all training courses for the matching personnel, including training that is assigned to them outside the core role requirements.
Teams ✨ NEW ✨
Teams ✨ NEW ✨
Export the training report just for certain Teams. This is more granular than the divisions but higher level than roles.
Note: This requires you to enable and configure the Teams feature first.
Filters are combined. For example, selecting the role 'Engineer' + course 'First Aid at Work' will only include personnel with both that role and that course (all engineers who also have first aid training).
Downloading and interpreting the report
Once you have selected your report type and applied filters, you will be able to download the report in the below window.
The download will start immediately. Bigger datasets might take longer to generate. The report will be downloaded to your device as an Excel document.
You can then apply further filters to the spreadsheet once downloaded.
Cost and time reports
If you select the 'Cost and Time' option, your report will contain estimates of the time and cost for the courses taken/renewing.
Cost and time estimates are included in a separate tab (sheet) in the downloaded document.
Cost estimates include both the monetary GBP value for the selected courses as well as the number of eLearning credits, if applicable.
Course Register recommendation: Review the time and cost values you've added for each course to ensure accurate reports!
FAQs
Why am I getting the error: Report contains no data?
Why am I getting the error: Report contains no data?
If you have selected filters that have no matching results, the below error will show. For example, if you generate a report for Electrical engineers who also have First aid training, but no one actually has this training, there won't be any matching results.
Try to select less specific filters or review that they are applied correctly.
Other types of reports available
While the reporting function is new, we already have some other report types available in HandsHQ.
Training Matrix
Training Matrix
All your training data is summarised in one 'master' spreadsheet.
Download it from the Personnel Dashboard - read more here.
Personnel training records
Personnel training records
This summarises all the training record information for individual personnel. You can choose to include or exclude the evidence, i.e. the visual copy of the card or certificate.
You can download it as a PDF from each individual personnel profile - more info here.
Project training reports
Project training reports
When adding personnel to a (RAMS) project, you can also generate a training report (PDF) summarising all the training records for the personnel named on this project. You can choose to include or exclude evidence.
This option is available for customers with both RAMS and Training Register subscriptions.
Download and include from your project - more info here.