02. Go deeper on Learning Records

Go deeper on Learning Records

This is for admins who can already open Learning Records and download a filtered CSV, and now need to use it like an auditor would. By the end you'll read enrolment statuses with confidence, filter to exactly the rows an audit asks for, and add training that happened outside 5Mins so it lives alongside everything else.

In Week 1 you learned that Learning Records is your single source of truth, that it splits into 5Mins Courses and External Training, and that Download Report exports the current view as learning-records.csv in about 2 seconds. This article assumes all of that and builds on top of it.

Before you start

  • Finish the Week 1 article Get the data out: Learning Records. This one does not repeat the basics of the two tabs or the export.
  • Have a real question in mind: the kind an audit or a manager actually asks, for example "show me everyone overdue on this compliance course".
help-video-7484774

🎬 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

Read the status, then filter on it

Every row on the 5Mins Courses tab is one enrolment, and its enrolment status is the column an audit cares about most. The same columns you already know, User Name, Email, Team, Region, Course and Category, are what you filter and group by.

  1. Open Learning Records and stay on the 5Mins Courses tab. Records are already loaded.
  2. Read across a row to the enrolment status. That status is what turns "everyone on the course" into "everyone who still needs to finish it".
  3. Filter to the audit question. You can filter by status, team, course, category and date. Combine them: a course plus a status plus a date range is usually the whole of what an audit wants.
  4. Check the rows on screen are the ones you mean before you go near the export. What you see is what you'll get.

Pull the export an audit needs

The export is deliberately not a report builder, so the shaping happens in the filters, not after the click.

  1. Set your filters so the table shows exactly the population the audit asks for, and nothing more.
  2. Click Download Report at the top right. It exports exactly the view on screen.
  3. Take learning-records.csv from your downloads. It arrives in about 2 seconds, because it is a direct export rather than a background job.
  4. If the file is wrong, don't edit the CSV. Change the filters and download again.

Add training that happened outside 5Mins

Not all evidence starts in 5Mins. A face-to-face workshop or a third-party certification belongs on the External Training tab, so it shows up in the same records an auditor is already looking at.

help-video-1886875

🎬 Watch this as a short narrated video

Steps shown in this video

  1. Open Learning Records from the admin sidebar
  2. Switch to the External Training tab
  3. Click Add training
  4. Choose Add training to create a single record
  5. Enter the learner's company email — it works even before they register
  6. Name the training
  7. Add the organisation that provided it
  8. Add dates, duration, result and an optional certificate — then click Add Training to save
  1. In Learning Records, switch to the External Training tab.
  2. Click Add training.
  3. Choose Add training from the menu to create a single record.
  4. Enter the learner's company email. It works even before that person has registered on 5Mins.
  5. Name the training, for example Food Hygiene Level 2.
  6. Add the organisation that provided it, for example Highfield Training.
  7. Add the dates, duration and result, and an optional certificate, then click Add Training to save.

What you should see now

  • On 5Mins Courses, the table shows only the statuses, teams, courses, categories or dates you filtered to.
  • learning-records.csv in your downloads matches those rows exactly.
  • On External Training, your new record appears with its learner, training name and provider, ready to export alongside the rest.

Common questions

An audit wants both platform and external evidence. Do I get one file?No. The two tabs are separate sets of records, so export 5Mins Courses and External Training separately and hand over both.

Can I record a workshop for someone who hasn't signed up yet?Yes. When you add an external training record, the learner's company email works even before they register, so the evidence is captured either way.

My filtered table looks empty. Is it broken?Records load by default, so an empty table almost always means the filters are too narrow. Loosen them and the rows return.

Next up

Learning Records now gives you the rows an audit needs, from inside and outside 5Mins. Next: Read the wider reports: engagement, activation, insights, leaderboard, the last article, where you step back from single enrolments to the whole organisation.