📚 Learning Records - Complete Guide for Administrators

Learning Records is your complete educational audit trail. It captures both automatic data from 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?

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 allows you to manually add external training, creating a complete learning picture for compliance, reporting, and performance analysis.

🏢 5Mins Courses (Automatic Tracking)

Automatic - No manual input required

✅ Every course attempt is automatically recorded
✅ Multiple completions by the same user are tracked
✅ Detailed progress and timing data captured
✅ Scores and pass/fail status included
✅ Perfect for tracking skill reinforcement

🌐 External Training (Manual Entry)

Manual Entry - Added by administrators

✅ Add conferences and workshops
✅ Record professional certifications
✅ Track compliance training from other sources
✅ Include university courses or seminars
✅ Maintain complete learning profiles

⚙️ 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
    User gets enrolled a course in 5Mins or completes external training

  2. 📊 Data Capture
    System automatically tracks 5Mins courses or admin manually enters details for external training

  3. 💾 Record Storage
    Information is permanently 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 interact with courses on your platform:

What Gets Tracked Automatically:

  1. Course Attempts
    Every time a user starts a course, a new record is created

  2. Multiple Completions
    If users retake courses, each attempt is recorded separately

  3. Progress Tracking
    Real-time completion percentage and time spent

  4. Assessment Results
    Scores, pass/fail status, and detailed performance metrics

🌐 External Training (Manual Entry)

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

Common External Training Types:

  1. Professional Conferences
    Industry events, seminars, and networking sessions

  2. Certifications
    Professional credentials, licenses, and specialized qualifications

  3. Compliance Training
    Required training from regulatory bodies or third-party providers

  4. Academic Courses
    University classes, online courses, and continuing education

➕ Adding External Training

Follow these steps to manually add external training records to maintain complete learning profiles:

Step-by-Step Process:

  1. Navigate to External Training Tab
    Click on the "External Training" tab in the Learning Records section

  2. Click "Add New Record"
    Look for the add button to create a new external training entry

  3. Fill in Training Details
    Enter the course name, provider, completion date, and any scores or certifications

  4. Select User
    Choose which team member completed this training

  5. Save the Record
    Submit the form to add the external training to their learning history

⚠️ Important Notes

Verification: Always verify external training details with certificates or transcripts when possible.

Consistency: Use consistent naming conventions for training providers and course titles.

Documentation: Keep supporting documents for compliance audits.

Bulk Upload: You can also upload external training records in bulk

❓ Frequently Asked Questions

Q: Why do I see multiple records for the same course and user?

A: This is normal and by design! Learning Records tracks every attempt, so if a user retakes a course for refresher training or to improve their score, each attempt creates a separate record.

This feature is valuable for tracking skill reinforcement and identifying users who may need additional support.

Q: How do I know if a record is from internal courses or external training?

A: Look for the source indicators in the table:

  • 🏢 Internal: Blue badge indicating automatically tracked 5Mins courses

  • 🌐 External: Orange badge indicating manually entered external training

Q: Can I edit or delete learning records?

A:

  • Internal Records: These are automatically generated and cannot be edited to maintain data integrity.

  • External Records: These can typically be edited or removed since they're manually entered. Contact your system administrator for specific permissions.

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

A:

  • Progress: Shows how much of the course content was completed (0-100%)

  • Score: Shows the final assessment or quiz score achieved

A user can have 100% progress but a low score if they completed all content but didn't perform well on the assessment.

Q: How long are learning records kept?

A: Learning records are typically retained permanently to maintain complete learning histories and support compliance requirements.

Check with your organization's data retention policy for specific details about your implementation.

Q: Can users see their own learning records?

A: This depends on your system configuration. Some organizations allow users to view their own learning history, while others restrict access to administrators only.

Check your user permissions settings or contact your system administrator for details.

💡 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: Apply date ranges and user filters to focus on specific time periods or teams.

Export Data: Download reports regularly for backup and offline analysis.

Track Trends: Monitor completion rates and scores to identify training effectiveness.

Compliance Tracking: Use Learning Records to ensure all required training is completed on time.

🆘 Need Help?

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

Last updated: June 12, 2025