Track Course Completions and Follow Up with Users Who Have Incomplete Courses

We'll take you through how you can see who hasn't completed the training and give you a follow up email template you can send to remind them

Jump to the email templates

Why follow up in the first place?

It's important to remind everyone that they should complete their courses. This shows that you prioritize the training and it's something your organisation takes seriously. 

The platform will automatically send out reminder emails every week to all users who have unfinished courses. 

But automated emails are not always that effective. They can seem impersonal and it's easy to ignore them. After all, there's not an actual person on the other end of the email. There's no sense of accountability.

So, we suggest that admins write personal follow up emails to their users who have unfinished courses. This communicates that you believe the training is important and that you're actually following the progress. An email from the admin or even the user's manager requires little effort, but can substantially increase completion rates.  

If you want a quick list of users who have incomplete courses

You can quickly jump to a list of users with incomplete courses from the dashboard. 

1. Go to the admin dashboard and find the "User Status" section
2. Click on "Have Not Completed All Courses"

Now you will see a list of all users with their email addresses and their number of incomplete courses:

You can export the data to get an email list for following up. To do this: 

1. Click on "Export" 
2. Select "Filtered data" so you only export users with incomplete courses
3. Click "Export"
4. Click on the link to download the file
   
   

You can see the same data by filtering the "Summary" report

If you're already looking at the summary report, you might choose this option. Otherwise, it's easier to access the report straight from the dashboard. 

1. Click on "Reports" and then click on "Summary"
2. Click on "Add filter"
3. Select "Have completed all courses" 
4. Select "No" to apply the filter

You can now see the list of users with incomplete courses and the number of incomplete courses each of them has. 

If you want detailed information on which courses are incomplete and how long they have been enrolled 

As an admin, you have access to a report called "Awareness." For each of your users, the report shows you:

• Which courses are enrolled
• The enroll date
• The completion date
• The status ("Enrolled" "In Progress" or "Completed")
• The score

You can use this report to see who has unfinished courses.

• The status of "Enrolled" means the user has been notified that they have a new course to take, but they have not opened/started taking the course.
• The status "In Progress" means the user started taking the course, but did not make it to the end of the course.

Since you can see when users were enrolled to the course, you can decide if they've had enough time to warrant a personalized follow up email from you or their nearest manager. 

Export the report data so you can sort and filter it

One of the main reasons you're probably looking at the report is to figure out who you should follow up with. The best way to get a quick overview of who hasn't completed their courses is by exporting the data. You do this by clicking on the "Export" button in the top right corner. 

Once you export the data, you get the report in an Excel spreadsheet. 

1. Under "Reports" click on "Awareness"
2. Click "Export"
3. Indicate if you want to export "All data" or "Filtered data"
   1. You can filter the report data by, e.g., branch, group, or department. If you export filtered data only, you will only download the data for the filters you've already applied. 
4. Click on the link in the pop-up box to download the report as an Excel file.
5. Open the file

Sort and filter the exported data to see only the users with incomplete courses - Do this in the Excel spreadsheet

The spreadsheet you downloaded will have many columns of data. You can delete any columns that are not relevant to you to clean up the data. The columns we always recommend keeping are:

• Name
• Email
• Enrolled course
• Enroll date
• Status

Next you can filter the data in the "Status" column. To see only users with incomplete courses, filter the "Status" column to show only "Enrolled" and "In Progress." This will give you a view of only the incomplete courses and who they've been assigned to. 

You can now use the filtered spreadsheet as an email list to remind specific employees to complete their training.