📚 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 organization's learning activities for better compliance, reporting, and performance management.

📋 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)
• 🌐 Adding & Automating External Training
• ❓ Frequently Asked Questions
• 💡 Best Practices

🔍 What are Learning Records?

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

💡 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.
• Centralized 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, licenses, and specialized 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 organization. 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 organization

💡 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:

📥 Downloading Reports (CSV)

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 the same columns as the table (User Name, Email, Region, Team, Course, Category, Enrolment History, Start Date, Due Date, Completion Date, Time Spent, Duration, Progress, Score, Status, Days Late).
• Any custom field values are included in the export.

🌐 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.
3. Fill in the details — training name, provider, start and completion dates, duration, score, result, and an optional certificate.
4. Select the learner the training belongs to.
5. Save the record.

Add records in bulk:

Use Bulk upload to import many records at once. Download the CSV template, fill it in, and upload it for validation.

Automate recurring reports:

Use Automate Reports to schedule recurring CSV exports of external training, delivered automatically to chosen recipients on a set frequency.

⚠️ 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: 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: How long are learning records kept?

A: Learning records are typically retained permanently to maintain complete learning histories and support compliance requirements. Check your organization'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 standardized 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 organization's custom fields to slice data the way your business reports.
• Automate External Reports: Set up Automate Reports so stakeholders receive external training exports 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: July 13, 2026