Send learner reports to managers automatically

This is for admins who want team managers to get regular learner reports without having to send them by hand.

🎬 Watch this as a short narrated video

Steps shown in this video

1. To get learner reports to managers, open Learning Records in the admin sidebar. You land on the 5Mins Courses tab
2. Use Add Filter to narrow the table to exactly what a manager needs
3. For mandatory training, filter Compliance Course = Yes and Status = Overdue to see who still owes it
4. Or filter by Team to pull one manager's people
5. Open the team picker
6. Choose the manager's team, and the table updates to just their records
7. Every row is now one of that team's course enrolments
8. Click Download Report. The CSV contains exactly the rows you filtered to, including custom field values, ready to send to the manager
9. For External Training records, Automate Reports can email the report on a schedule instead
10. Open Automate Reports
11. Choose how often the report is emailed
12. Add each recipient's email address, then select Add email
13. Select Update Automation to save, and reports arrive on schedule. Managers can also open My Team, then Team Course Tracker, to see their team's progress live

Can I send learner reports to team managers automatically?

Yes. In Learning Records, you can save a filtered view of your 5Mins Courses records as a report and schedule it. 5Mins then emails it as a CSV attachment to the people you choose - for example, each team manager - every week, month, or quarter. You need full admin access to save and schedule reports.

Training completed outside 5Mins is handled separately: the External Training tab has its own Automate Reports option.

How do I set up an automated report?

1. Open Learning Records in the admin sidebar. You land on the 5Mins Courses tab.
2. Use Add Filter to narrow the table to what the manager needs, for example Team for one manager's people.
3. Click Save New Report and give the report a name, for example Weekly overdue learners - Sales.
4. Turn on Schedule this report.
5. Choose the Frequency (Weekly, Monthly, or Quarterly), the day, the Time, and the Timezone.
6. In Send reports to, add the manager by name or type their email address. A schedule needs at least one recipient.
7. Click Save New Report.

Your saved reports appear under Reports, next to Save New Report, where you can download, edit, or delete them. If each manager should only receive their own team, create one report per manager.

For External Training records, open the External Training tab and use Automate Reports to choose the recipients and how often the CSV is sent.

How do I export a learner report for a manager myself?

1. Open Learning Records. You land on the 5Mins Courses tab.
2. Use Add Filter to narrow the table, for example by Team for one manager's people, or by Compliance Course = Yes and Status = Overdue to see who still owes mandatory training.
3. Click Download Report. The CSV contains exactly the rows you filtered to, including any custom field values.

On Reports → Course Completion, Download full report also exports per-learner, per-course records for the filters you apply.

Can managers see their team's progress without a report?

Yes. Team managers can open My Team in the sidebar. The course tracker lists each of their people with their Overdue and total Courses counts and their Overall progress, and can be switched to Compliance Only. They can also tick people and send reminders from there, without anyone sending a file.

Related articles

• Learning Records - Complete Guide for Administrators
• Get the data out: Learning Records
• Go deeper on Learning Records
• Team Course Tracker
• Course Completion Reports