Reports Overview
Training reports with course counts, unit outcomes, certificates, trainer timesheets and CSV exports.
Last updated 18 Oct 2026
Reports Overview
The Reports page answers the questions managers and auditors actually ask: how many students are in each course, how enrolment activity is trending, which certificates were issued, and what outcome each unit of competency is at. Every section is framed as a question, and every section can download its answer as a CSV.
Counts cover every enrolment, including imported records that are not attached to a class, so historical data brought in from another system is always represented.
Access required
Choose the task you are doing. Each row is a separate action.
| Task | Required access |
|---|---|
| Open Reports, prepare exports and download trainer timesheets | Reports and exports: Manage |
Access to a source record, such as a learner or invoice, is still checked separately. A report does not grant permission to edit those records.
Accessing the page
- Click Reports in the sidebar (Reports and exports: Manage)
- The page loads with all-time figures; use the year picker in the top-right to focus on a calendar year
The year picker reaches back to your earliest recorded enrolment activity, so old imported history stays selectable.
Trainer timesheets
Members with Reports and exports: Manage can open Trainer timesheets under Reports to prepare scheduled hours for payroll review. The page opens on This fortnight. Choose This week, Last week, This fortnight, Last fortnight or Custom dates, or type the From and To dates. Weeks run Monday to Sunday, days follow the organisation's stored timezone, and a range can cover up to a year. Select Download CSV to save one row per trainer. Every active trainer appears, plus any inactive trainer with sessions or time recorded in the range.
Each trainer's row shows:
- Sessions and Hours: scheduled and completed booked sessions they hold, and class days for classes they train. Cancelled and no-show sessions are left out. Unpaid breaks inside a session are not counted. A class day with a date but no time counts as a session with no hours.
- Other work hrs and PD hrs: other work and professional development blocks on the trainer's availability. Overlapping blocks count once. Time already counted as a session is not counted again, and other work comes before PD.
- Leave days: each day touched by annual leave, sick leave or other leave, counted once.
- To record: booked sessions that have ended without a session entry, and class days that have ended without the trainer's sign-off.
Hours follow the schedule as the office sets it. Fix a time on the booking board and the timesheet follows. Trainers cannot add paid time, lengthen it or change its kind themselves. Other work, PD and leave reach the timesheet when the office approves a trainer request or adds the block-out.
Review the figures before using them for payroll. Pay rates, wage calculations and payroll processing remain in your payroll system.
What each section answers
How is the business tracking?Headline totals: distinct students, enrolments, currently active, and completed (with withdrawn and deferred counts alongside).
How is enrolment activity trending?A monthly chart of enrolments started and completed, covering the selected year, or the last 24 months in the all-time view.
Which courses have the most students?The top courses by enrolments, with each bar split by status, including a neutral segment for deferred and archived enrolments so bars always sum to the course totals.
How are courses tracking each financial year?Enrolments and completions per course for each Australian financial year (1 July to 30 June), including the current year to date. Choose Export → How are courses tracking each financial year?, pick the first and last financial year, and include all courses or only the ones you tick. The year range reaches back to your earliest enrolment or recorded completion, including imported history. An enrolment that started in an earlier year still counts as a completion in the year it completed. Built in the background and delivered under Your exports.
Who is behind the numbers?A row-per-enrolment export with student, course, status, and dates. Built in the background and delivered under Your exports.
Which certificates were issued?An exact count plus the most recent certificates for the selected period, with a full-list background export.
What outcome is each unit at?For courses with units of competency, click View units on a course row to open the unit breakdown: per-unit counts of competent, RPL, credit transfer, not competent, withdrawn, and in progress. Units with no recorded outcome yet count as In progress. This section only appears when your courses have unit lists.
Background exports
Large exports, including enrolment detail, financial-year activity, certificates, and CPD activity, are built in the background so the page never freezes on big datasets. Queue the CPD file from CPD → Activity; it appears alongside the other files under Your exports.
Queue the export
Choose the export from the Export menu. Repeat clicks while a build is running are coalesced into the same job.
Wait for the file
The job appears under Your exports with a live status. Most files are ready within a minute.
Download
Click Download when the job shows Ready. Files are kept for 7 days and then deleted automatically, because they contain student information.
Note
CSV files download with Excel-friendly encoding, so student and course names with accents or macrons display correctly.
Tip
You can also ask the in-app AI assistant questions like "how many students completed in 2025?" or ask it to queue an export for you; it reads the same report figures.