📚 Learning Records - Complete Guide for Administrators

Learning Records is your complete educational audit trail. It captures both automatic data from your 5Mins Courses and manual entries for External Training, giving you a comprehensive view of your organisation's learning activities for better compliance, reporting, and performance management.

🎬 Watch this as a short narrated video

Steps shown in this video

1. Learning Records is your organisation's complete audit trail — every 5Mins enrolment, plus training completed elsewhere
2. The 5Mins Courses tab tracks automatically — one row per enrolment, with the learner, team, course, category, dates and progress
3. Enrolment History marks the latest enrolment Current and keeps the previous one Archived — re-enrolments never overwrite the record
4. Add Filter narrows the table — by status, progress, course, category, compliance, team, region, dates, or your own custom fields
5. Download Report exports exactly what you're viewing — the CSV respects every active filter. Compliance Course plus a status of Overdue shows who still owes mandatory training
6. The External Training tab holds learning done outside 5Mins — conferences, certifications, university courses
7. Add training records one manually — name, provider, dates, duration, score, result and an optional certificate. Bulk upload imports many at once
8. Automate Reports schedules recurring CSV exports of external training, delivered to whoever needs them — so your compliance reporting runs itself

📋 Table of Contents

• 🔍 What are Learning Records?
• ⚙️ How Learning Records Work
• 📊 Two Types of Learning Data
• 🏢 Understanding the 5Mins Courses Tab
• 🔎 Filtering & Finding Records
• 🚦 Enrolment Status Explained
• 📥 Downloading reports (CSV): what the training report includes
• 💾 Saving and scheduling reports
• 🌐 Adding & Automating External Training
• ❓ Frequently Asked Questions
• 💡 Best Practices

🔍 What are Learning Records?

Learning Records is your organisation's comprehensive educational tracking system. Think of it as a detailed academic transcript that captures every learning activity across your entire organisation.

💡 Key Concept Learning Records automatically captures data from your 5Mins courses and lets you manually add external training, creating a complete learning picture for compliance, reporting, and performance analysis.

Learning Records is split into two tabs:

🏢 5Mins Courses (Automatic Tracking)

Automatic - no manual input required.

• ✅ Every course enrolment is automatically recorded
• ✅ Re-enrolments are kept as separate Current and Archived records
• ✅ Detailed progress, due dates, and completion dates are captured
• ✅ A unified Status shows exactly where each learner stands
• ✅ Compliance courses can be tracked and filtered separately

🌐 External Training (Manual Entry)

Manual entry - added by administrators.

• ✅ Add conferences and workshops
• ✅ Record professional certifications (with certificate uploads)
• ✅ Track compliance training from other sources
• ✅ Include university courses or seminars
• ✅ Add records individually or in bulk, and automate recurring reports

⚙️ How Learning Records Work

Learning Records follow a simple four-step process to capture and store all learning activities:

🎓 Learning Activity → 📊 Data Capture → 💾 Record Storage → 📈 Reports & Analysis

Step-by-Step Process:

1. 🎓 Learning Activity - A user is enrolled in a 5Mins course, or completes external training.
2. 📊 Data Capture - The system automatically tracks 5Mins courses, or an admin enters the details for external training.
3. 💾 Record Storage - The information is stored in Learning Records.
4. 📈 Reports & Analysis - Generate insights for compliance and performance tracking.

✅ Benefits for Administrators

• Complete Audit Trail: Every learning activity is timestamped and tracked for compliance reporting.
• Performance Insights: Identify engagement patterns, skill gaps, and training effectiveness.
• Centralised Management: All learning data in one place, regardless of source.

📊 Two Types of Learning Data

🏢 5Mins Courses (Internal Training)

These records are created automatically whenever users are enrolled in courses on your platform.

What gets tracked automatically:

• Enrolments - Every enrolment creates a record.
• Enrolment History - When a learner is re-enrolled (for example via a repeat enrolment or an automation), the new enrolment becomes Current and the previous one is kept as Archived.
• Progress - Real-time completion percentage and time spent.
• Dates - Start date, due date, and completion date.
• Status - A single unified status reflecting where the learner is in the course.

🌐 External Training (Manual Entry)

Add training completed outside your platform to maintain comprehensive learning profiles:

• Professional Conferences - Industry events, seminars, and networking sessions.
• Certifications - Professional credentials, licences, and specialised qualifications.
• Compliance Training - Required training from regulatory bodies or third-party providers.
• Academic Courses - University classes, online courses, and continuing education.

🏢 Understanding the 5Mins Courses Tab

The 5Mins Courses tab shows a table of every course enrolment across your organisation. Each row includes:

💡 Tip The table sorts by Completion Date by default. Use the column headers and filters to focus on exactly the records you need.

🔎 Filtering & Finding Records

Use the filters at the top of the 5Mins Courses tab to narrow down records:

• Email - One or more specific learners
• Team - One or more teams
• Employee Number - One or more employee numbers
• Enrolment History - Current or Archived
• Compliance Course - Yes / No, to isolate compliance-marked courses
• Start Date - A date range
• Due Date - A date range
• Completion Date - A date range
• Days Late - Number of days past the due date
• Category - One or more course categories
• Course - One or more specific courses
• Region - One or more regions (when configured)
• Progress - A percentage range (0-100%)
• Status - One or more enrolment statuses
• Custom Fields - Any custom fields configured for your organisation

Include deactivated users: Learners whose accounts were deactivated on the People page are hidden by default. Turn on Include: Deactivated users below the filters to show their records too.

💡 Compliance reporting made easy Combine the Compliance Course = Yes filter with a Status of Overdue to instantly see who still needs to complete mandatory training.

🚦 Enrolment Status Explained

The Status column shows a single, unified status for each enrolment:

📥 How do I download a training report (CSV), and what does it include?

Can the CSV training report show which modules or lessons were completed?

Each row in the export is one course enrolment, so the report lists the course (and its category) rather than individual lessons or modules. How far through the course's lessons a learner got is shown in the Progress column (0-100%), and the Status column gives the overall outcome. The full list of columns is below.

Click Download Report on the 5Mins Courses tab to export the records to CSV.

• The export respects all active filters - so you can download exactly the slice of data you're viewing.
• The CSV includes these columns: User Name, Email, Employee Number, Region, Team, Course, Category, Enrolment History, Attempt No, Start Date, Due Date, Completion Date, Time Spent, Duration, Progress, Score, Status, and Days Late.
• When Include: Deactivated users is on, a User Status column (Active or Deactivated) is added.
• Any custom field values are included in the export.

💾 Saving and scheduling reports

If you run the same report regularly, save your filters so you don't have to rebuild them each time. Saved reports are available to admins on the 5Mins Courses tab.

Save a report:

1. Set up the filters you want on the 5Mins Courses tab.
2. Click Save New Report.
3. Enter a Name and, optionally, a Description. Check the filters listed in the drawer.
4. To email the report automatically, turn on Schedule this report. Choose a Frequency (Weekly, Monthly, or Quarterly), the day, Time, and Timezone, then add at least one person under Send reports to. Reports are sent as a CSV attachment.
5. Click Save New Report.

Use a saved report:

Click Reports (the button shows how many reports you have saved) to see your saved reports. From there you can download a report's CSV, open its records in the table, edit its name, description, or schedule, or delete it. Deleting a scheduled report also stops its emails.

🌐 Adding & Automating External Training

Use the External Training tab to keep a complete record of learning that happens outside 5Mins.

Add a single record:

1. Open the External Training tab.
2. Click Add training, then choose Add training from the menu.
3. Enter the learner's company email. This works even if they haven't registered yet.
4. Fill in the details - training name, provider, start and completion dates, duration, score, result, and an optional certificate.
5. Click Add Training to save the record.

Add records in bulk:

Click Add training, then choose Bulk upload CSV to import up to 1,000 records at once. Download the CSV template, fill it in, and upload it for validation.

Automate recurring reports:

Use Automate Reports to email chosen recipients a recurring report of external training that is about to expire. You choose how often it is sent and the look-ahead window (for example, training expiring in the next 3 months).

⚠️ Important Notes - Verification: Verify external training details against certificates or transcripts where possible. - Consistency: Use consistent naming for training providers and course titles. - Documentation: Keep supporting documents for compliance audits.

❓ Frequently Asked Questions

Q: Does the downloaded report show the modules or lessons each learner completed?

A: The CSV has one row per course enrolment, not one row per lesson. Lesson completion within a course shows as the Progress percentage (0-100%). See How do I download a training report (CSV), and what does it include? above for every column.

Q: Why do I see more than one record for the same course and user?

A: This is by design. When a learner is re-enrolled in a course (for example through a repeat enrolment or an automation), the latest enrolment is marked Current and the earlier one becomes Archived. Use the Enrolment History filter to switch between Current and Archived records.

Q: How do I tell internal 5Mins records apart from external training?

A: They live on separate tabs - 5Mins Courses for automatically tracked platform courses, and External Training for manually entered third-party training.

Q: Can I edit or delete learning records?

A: 5Mins Courses records are generated automatically and cannot be edited, to maintain data integrity. External Training records can be edited or deleted, since they're entered manually (subject to your permissions).

Q: What's the difference between Progress and Status?

A: Progress shows how much of the course content was completed (0-100%). Status is the overall outcome of the enrolment (Completed, Failed, In Progress, Not Started, Overdue, Retaking quizzes, or Scheduled). A learner can be at 100% progress but show Failed if they didn't meet the pass score.

Q: What does the "Scheduled" status mean?

A: The enrolment has a start date in the future, so the course hasn't opened for the learner yet.

Q: How do I report on mandatory/compliance training?

A: Use the Compliance Course filter (Yes) on the 5Mins Courses tab, optionally combined with a Status filter (e.g. Overdue), then Download Report to export the results.

Q: Can Limited Admins see Learning Records?

A: Yes, but only the 5Mins Courses tab, and only for the people in their scope. The External Training tab and saved reports are available to admins only.

Q: How long are learning records kept?

A: Learning records are typically retained permanently to maintain complete learning histories and support compliance requirements. Check your organisation's data retention policy for specifics.

💡 Best Practices

✅ Recommended Practices

• Regular Reviews: Check learning records monthly to identify trends and gaps.
• External Training: Add external training records promptly while details are fresh.
• Documentation: Keep certificates and transcripts for external training verification.
• Consistent Naming: Use standardised course and provider names for better reporting.

💡 Pro Tips

• Use Filters: Combine date, status, region, and compliance filters to focus on specific teams or time periods.
• Custom Fields: Filter and export by your organisation's custom fields to slice data the way your business reports.
• Save and schedule reports: Use Save New Report for views you run often, and schedule them so stakeholders receive the CSV automatically.
• Automate External Reports: Set up Automate Reports so stakeholders are warned about expiring external training on a schedule.
• Track Compliance: Use the Compliance Course filter and Overdue status to ensure required training is completed on time.

🆘 Need Help?

Need additional help? Contact your system administrator or support team.

Last updated: 20 October 2026