This guide will walk you through accessing and using the reporting and analytics features in Training Diaries. You'll learn how to monitor compliance across your team, view learning activity breakdowns, track completion trends, and export reports in various formats.
Accessing the reporting dashboard
The reporting dashboard provides a comprehensive overview of training diary activity for a specific jurisdiction.
Navigate to the Manage Apps section in your admin panel
Select the Training Diary module
Locate the training diary jurisdiction you want to review
Click on the Reporting option
Use the Current period dropdown at the top of the page to switch between the current and earlier reporting periods
Understanding the dashboard overview
The dashboard presents high-level information at a glance, helping you quickly assess activity and compliance status. The page adapts to how the jurisdiction is set up, so the cards you see depend on its requirement basis.
For jurisdictions measured against a numeric target (typically Activity log diaries), you'll see:
Assigned Users in the jurisdiction
Hours Logged, in whichever unit you configured
Categories Covered, shown against the number required
Reporting Period, with the exact start and end dates of the cycle
For reflection-based jurisdictions (typically Full Cycle diaries), you'll see:
Assigned Users in the jurisdiction
Reflections Captured
Evaluations Outstanding
Reporting Period, with the exact start and end dates of the cycle
Below the cards, a summary panel breaks the cohort down. On numeric-target diaries this is Progress Overview — how many users are On target, At Risk, Behind, or have No data, alongside Total Hours Logged, Average per User, Required per User, and Total Shortfall. On reflection-based diaries it's Cycle Overview — how many users have Declared, are In Progress, need Attention, or have No Activity, alongside counts for reflections, goals completed, activities, evaluations, and declarations.
Beside it, Learning Categories breaks activity down by category for the selected reporting period.
Reviewing user engagement and compliance
Scroll down the dashboard to see the per-user breakdown. As with the cards above, the table matches the type of diary:
On numeric-target diaries, User Progress Status lists each user with the amount they've logged, the amount Required, their Progress as a percentage, their Last Activity date, and a status of On target, At Risk, or Behind
On reflection-based diaries, User Cycle Status tracks each user through Reflections, Plan, Activities, and Evaluations, shows whether they have Declared, and gives their Last Activity date
The dashboard includes tools to help you find and organise information quickly.
Click on column headers to sort the table (e.g. by employee, progress, or last activity)
Use the search icon on the table to find a specific user
Switch the Current period dropdown to compare against an earlier reporting period
Review the Learning Categories panel to see which areas have more or less activity
Exporting reports
The reporting dashboard offers several export options to help you analyse data in more detail or share it with stakeholders. They're gathered in the Export & Tools card at the foot of the page:
Export Progress Report — on numeric-target diaries, downloads each assigned user's progress against target
Export Cycle Report — on reflection-based diaries, downloads cycle status and declaration readiness for all users
Export All Entries — downloads the CPD entries for the selected reporting period
The per-user table also has its own Export button, which generates an Excel report of exactly what the table is showing — so filtering or changing the reporting period first will change what you get.
Taking action from the dashboard
Beyond viewing data, the reporting dashboard provides tools to help you take action.
From the dashboard, you can:
Use Send Email Campaign in Export & Tools — click Launch to send a reminder or notification to the users assigned to this jurisdiction
Go back to the jurisdiction list and click Configure to adjust the diary's settings
Use leadership views to track team progress and support managers in monitoring their direct reports
Who can access reporting
Reporting is available to Super Admins and to restricted Training Diary admins — compliance or L&D leads who can manage and report on a diary without access to wider HR data. See Set up restricted admin access for Training Diaries.