08. Get the data out: Learning Records

Get the data out: Learning Records

This is for new 5Mins admins who can now read completion data on screen and need to hand it to someone else as a file. By the end you'll be able to find the right records, filter them down, and download them as a CSV.

Learning Records is your single source of truth for who has done what. Course Completion, from article 6, answers "how is this landing?" at a glance. Learning Records answers "give me the underlying rows", which is what you need for an audit, a compliance check, or a conversation with a manager who wants names.

Before you start

• Finish article 6, See what's landing: course completion. Reading the data on screen first makes the export much easier to sanity-check.

• Have people enrolled in at least one course, so there are records to pull.

• Know what you actually need before you export: which people, which course, and over what dates. Filtering first keeps the file small and readable.

The two tabs

Learning Records splits into two tabs, and picking the wrong one is the most common reason an admin cannot find a record.

• 5Mins Courses is the default tab. It covers course enrolments inside 5Mins: the courses your learners have been enrolled into and worked through on the platform.

• External Training covers training completed outside 5Mins. If someone did a face-to-face workshop or a third-party certification, that record lives here, not on the 5Mins Courses tab.

🎬 Watch this as a short narrated video

Steps shown in this video

1. Learning Records is your single source of truth for who has done what

2. The 5Mins Courses tab lists every enrolment: the learner, their team, the course, dates and status

3. Narrow it down first — filter by status, team, course, category or date

4. Then Download Report exports exactly what you're looking at as a CSV

5. And training completed outside 5Mins lives on the External Training tab

The steps

1. Open Learning Records in the admin sidebar. You land on the 5Mins Courses tab with your records already loaded in the table.

2. Read a row. Every row is one enrolment: the learner's name and email, their team and region, the course and its category, and the enrolment status. If a person is enrolled in three courses, they appear three times, once per enrolment.

3. Narrow it down with Filters. You can filter by status, team, course, category, or date. Do this before you export rather than after, because the download gives you exactly what is on screen.

4. Click Download Report, at the top right. This exports exactly what you are looking at as a CSV.

5. Take the file. It finishes in about 2 seconds and lands in your downloads as learning-records.csv.

6. Switch to the External Training tab if you also need training completed outside 5Mins. It is a separate set of records, so export it separately.

The bit that catches people out

The export is not a report builder. Download Report takes the view you are looking at right now, filters and all, and writes it straight to a file. There is no separate step where you choose columns or a date range after clicking.

So the work happens before you click. Set your filters first, check the rows on screen are the ones you want, then download. If the CSV is wrong, the fix is to change the filters and download again.

What you should see now

• Learning Records is open on the 5Mins Courses tab with rows in the table.

• Your filters are reflected in what the table shows: only the status, team, course, category, or dates you asked for.

• learning-records.csv has arrived in your downloads, containing the same rows you filtered to on screen.

• The External Training tab is there when you need records for learning completed outside 5Mins.

Common questions

The table looks empty. Is something broken?Records load by default, so an empty table usually means your filters are too narrow. Clear them and the rows come back. If it is still empty, check there are enrolments behind the course you are looking at.

How long does the download take?About 2 seconds. It is a direct export rather than a background job, so the file lands in your downloads as learning-records.csv almost straight away.

Why isn't a workshop someone attended showing in my export?Check the tab. Training completed outside 5Mins lives on External Training, and the 5Mins Courses tab only covers enrolments inside the platform.

How do I get a smaller file?Filter before you download. Download Report exports exactly what you are looking at, so narrowing by status, team, course, category, or date is what shapes the CSV.

Next up

You can now get the underlying data out of 5Mins and into a file. Next: Your first week as an admin, which pulls the whole course together and gives you a checklist to work through.