How to work with custom reports in TalentLMS

TalentLMS lets you create your own custom reports to narrow report results to specific groups of users and find the exact stats and attributes you’re looking for.

Note: Custom Reports are available on the Grow, Pro, and Enterprise plans.

To create your first custom report, follow these simple steps:

1. Sign in to your TalentLMS account as an Administrator, go to Reports (1), and click Custom reports (2).

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Note: Custom Reports can be set up only through the main domain.

2. Click Add report (3).

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3. Type a distinct Name (4) for your report (i.e., make the name indicative of the results you want your report to return).

Note: The next step is a critical one. Pay attention to setting the optimal rules for user selection. These are the rules by which the system selects the users whose activity is to be reported.

4. Choose the Type (5) for your report. You have two options:

Click Specific Users (6) to view your selected users’ account-related and general activity data (i.e., User Type, Last login, Assigned courses, etc.). To specify what data you want your report to include, click the Output (7) field and choose from the respective drop-down list.

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Click Learning progress (8) to view your selected users’ course-related data (i.e., Course, Status, Average score, etc.). To specify what data you want your report to include, click the Output (9) field and choose from the respective drop-down list.

Note: If you have added any custom fields to user profiles, those will automatically become available in the Columns drop-down list if you have selected them to be visible on the Reports.

You can extend Learning progress reports to offer more control over an exact set of users/courses. Use the Ruleset (10). Add one of the following rules from the drop-down list,:

A. System decides for learning progress: the default option. You can find important scenarios on how this option works in this article.
B. Learning progress belongs to branches: the Administrator can select specific branches.
C. Learning progress belongs to groups: the Administrator can select specific groups.
D. Learning progress belongs to list: the Administrator can select specific courses.
E. Learning progress belongs to categories: the Administrator can select categories of courses.

Note: You can select only one option but you can use different items. E.g. Select users that “Belong to groups” and select multiple groups. Different items use a logical OR operation.

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Here’s what your report looks like for the two custom report types:

Users

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Learning progress

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5. Next, click Select a rule (11).

6. Choose one of the available rules from the Ruleset drop-down list (12):

Belong to branch
Do not belong to branch
Belong to group
Do not belong to group
Have the course
Do not have the course
Have been assigned to a course within a period of time
Have completed the course
Have not completed the course
Have completed a course within a period of time
Have not completed a course within a period of time
Have not completed a course expiring within a period of time
Have started but not completed a course
The course has expired
Have a certificate for course
Have an expired certificate for course
Have a certificate expiring within a period of time
Got a certificate within a period of time
Have logged in within a period of time
Have not logged within a period of time
Have signed up within a period of time
Have the user type
Have a specific value on a custom field
Are active
Are inactive
Have at least X points
Have reached level X or higher
Have accepted terms of service
Have not accepted terms of service
Are excluded from emails
Their email includes

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7. From the second drop-down list, choose a specific course, branch, group, etc. (13) to which the rule should apply.

To add another rule, just follow the same steps. To delete a rule, point to the rule and click the delete rule symbol (14).

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Note: You can set up to 5 rules for each report. The rules are combined by logic AND operation (i.e., they all have to be true at the same time). The different values within a rule are combined by logic OR operation (i.e., one of them has to be true at any moment). To save you time and effort, TalentLMS lets you clone and reuse your custom reports.

Now, you can:

Click Export in Excel (15) to export your report to an Excel file.
Click Schedule to schedule your custom report (15) like you can do with all reports.
Click Mass actions (16) to perform an action on all the users included in the report with one click (i.e., activate, deactivate, etc.).