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What Is the Gradebook?
The Gradebook is a customizable table that gives trainers a holistic view of learner performance, enabling them to track the success of their teams and see where employees are thriving or struggling. The Gradebook can be made as wide as your entire organization or as narrow as an individual's record.
Only admins and users with people management permissions can access the Gradebook. In the case of the latter, the user can only filter the Gradebook by the people they supervise or the content for which they have ownership. See this article for more information on sharing content ownership.
Locating the Gradebook
The Gradebook is conveniently located in Lessonly's navigation bar.
The Gradebook can also be accessed from a Lesson, Path, User, or Group Page. Look for the View Gradebook button in the upper right corner of these pages, as pictured below.
💡 Tip: Accessing the Gradebook from a Lesson, Path, User, or Group page will filter the Gradebook accordingly. For illustration, selecting "View Gradebook" from the lesson pictured above, "Being an Ideal Team Player," will load the data collected from completion of that lesson.👇
The Gradebook menu includes several filters to help you select the data you wish to analyze. You can view learning data such as scores, lesson completions, and the status of a learner's progress. You can also filter by:
Groups: review learning data collected from all members of a given group.
Lessons, Paths, or Certifications: see which learners have completed particular kinds of training content.
Events: see which learners attended a given event.
Locate particular groups, lessons, and so forth by typing their names in the relevant search fields. Lessonly's typeahead feature will attempt to automatically identify the title you have in mind. Alternatively, select Show Full List to choose among all available options in a given category.
In the example below, data from the Sales group has been loaded in the Gradebook.
💡 Tip: If you want to view learning data from an individual user, access the Gradebook from his or her overview page.
Additionally, data can be sorted by applying one or both of the following filters:
Sort by Lesson
Sort by title (alphabetical or reverse alphabetical)
Sort by recency (of assignment, creation, or update)
See completion data from the past 7, 30, or 90 days, from all time, or from a custom range you specify
📝 Note: When filtering by completion date, incomplete lessons will not show in the report.
Finally, you can choose to include non-assigned progresses in your report by enabling the checkbox highlighted below. Non-assigned progresses are learning data collected from optional learning content.
When this option is toggled, the Gradebook will refresh to show all learner progresses, assigned and non-assigned. In the video below, note how the column headers change when the checkbox is selected.
Filtering by Groups
When filtering by a specific group, only content assigned to that group will be displayed. You can choose to include, within the same report, assignments made to individual group members. Just enable the checkbox that reads Add individual assignments.
In the example below, adding individual assignments to the Gradebook reveals that Jenny Erickson, unlike other members of her team, was assigned the lesson "Best Practices for Phone Conversations" (and that she has yet to complete the lesson!)
Color Coding in the Gradebook
Cells in the gradebook are color coded. Here are the five colors you'll see most often and the meaning of each one.
Green = content that has been completed
Red = content that is overdue
Yellow = content awaiting a grade
Dark Gray = incomplete content
Light Gray = unassigned content
In addition to these five colors, there are two colors that deserve special mention.
A 50/50 cell like the one pictured below indicates optional learning content that a learner has started but not yet completed. Once the learner completes the content, the cell will refresh to show a score or a completed status.
White (or empty) cells indicate lessons that have not been assigned. When users complete lessons that happen to be included in a learning path, these completions will be displayed in the Gradebook, whether or not the learner was assigned that path. Any path contents not completed by the learner will be displayed as white cells in the Gradebook.
🔎 A closer look: In the example above, Carl Bennett has completed two lessons "Differentiation" and "Quipol: Competitive Analysis." These lessons are also included in a learning path that Carl was not assigned. Because Carl completed these lessons as direct assignments, independent of the path that includes them, the third lesson in the path, "Hooli," appears as an empty cell on Carl's report.
When learning content includes graded answers, the average score will be published at the top of its column.
If a lesson includes a retake score, and a learner completes the lesson multiple times, only the most recent attempt is included in the average.
If a lesson doesn't include graded questions, this cell will be blank.
Export Gradebook Data
From the Gradebook, you can export your data as an .xlsx file. This will format your data as plain text in a basic structured table, making it easy to import your data to other systems. This report does not include archived users, nor does it include information about event attendance.
The report includes two tabs: Summary and Details.
The Summary tab is a direct translation of the Gradebook but in Excel format. The sheet includes users' names, lesson or path titles, and completion status or score.
The Details tab is like the Summary tab but, well, more detailed! It includes all variables found in the Summary tab but adds user details such as email address and hire date, as well as timestamps (i.e., the day a lesson was started and completed). Consult the Details tab to see if users have completed or taken a lesson multiple times.
Using Exported Gradebook Data
Here are a few examples of the different ways your data can be used:
Offline Data Records. Keep a personal backup of your training records. Export your data from Lessonly and attach it to employee records that exist in other parts of your organization.
HR Software. Your HRIS may allow you to store training records, helping you centralize employee information in one place.
CRM Software. If you offer client education, you may want to track training results in your company’s CRM. Exporting Gradebook data can help you see how training affects variables such as renewal rates or cases created by a customer.
📝 Note: Lessonly tracks all lesson attempts. When you export Gradebook data, the file will include all attempts for a given lesson, not just the most recent attempt.
Frequently Asked Questions
Q. Can scores in the Gradebook be rendered as points instead of percentages?
A. No, it's not possible to convert scores this way. Is this functionality important to you? Tell our product team!
Q. Can Gradebook data be visualized as charts, bar graphs, etc.?
A. Gradebook data can be exported as an .xlsx file and manipulated with Excel or Google Sheets, but Lessonly doesn't have built-in data visualization features at this time.
Q. Why is a lesson showing as incomplete in the Gradebook when there are no incomplete assignments on the learner's overview page?
A. This situation occurs when (1) a new lesson is added to a path that a learner previously completed and (2) the following option was selected: "Do not require the new content, but make it visible to them." Because the learner was not reassigned the updated path, it remains listed among her completed assignments, while the new lesson, which she hasn't taken, displays in the Gradebook as incomplete. If the learner completes this new lesson, the Gradebook will be updated accordingly.
Q. I exported my Gradebook data but I don't see event attendance in the report. Why?
A. Attendance data is not included in the Gradebook export report. Instead, download the event attendance report from Lessonly's Insights page.
Questions? Contact the Support team at email@example.com