Users with Admin rights, Training Managers, and Managers with the Reporting permission enabled to have access to the Reporting dashboard, where they can find very detailed data about their employees’ training performance, simply by checking the relevant Dashboard tab.
You, as an Admin, have now the option to apply a setting regarding the view access to courses & curricula to non-admins that have reporting permission enabled.
In order to do so, navigate to the Your Academy tab from the left-hand panel and select Academy Settings. From there, open the Reporting Visibility Controls tab and expand the corresponding setting.
Managers with the Reporting permission enabled will be able to see all academy courses & curricula (that have at least 1 enrolled user) if the “Show all Courses and Curricula” toggle is set to “Yes”.
If you want to apply specific access restrictions, and allow Reporters to see only those courses / curricula that are permitted through category permissions, set the “Show all Courses and Curricula” toggle to “No”. Once you update this setting, please allow up to 5 minutes for the changes to take effect.
Two new settings will appear where you have the option to decide whether the Reporters will be able to see the following or not:
- Uncategorized Private Courses and Curricula
- Categorized Private Courses and Curricula
Another available option is "Courses and curricula without enrollment". If you turn this setting off Managers with reporting permissions will not be able to see the courses and curricula with no enrolled employees. Stats will be visible if the "Show All Courses and Curricula" setting is enabled even if this setting is turned off.
That means, that if the "Show All Courses and Curricula" and "Courses and curricula without enrollment" settings are both enabled, managers with reporting permissions will be able to view all courses & curricula under reporting, even those that have no enrolled users.
As an example, if you have applied the settings presented in the previous image, the Reporter will be able to see only the data related to the employees that are under his/her authorization and their courses/curricula that are not private & listed under the “Without category” section at the same time.
- Selecting a date range or downloading the excel file will give you the option to check some basic information regarding your employees’ training performance, such as Total hours spent, Total number of courses, number of course completions, and Completion rate.
- Clicking an individual's name will bring up a list of user’s associated courses, curricula, exams, and on the job trainings that the reporter has permission to access.
The presented data are associated only with the courses/curricula that the reporter has permission to access, based on the academy settings.
Some top-level dashboard statistics — such as the percentage of learners who have reached completion — are precalculated across all of your academy's courses and curricula, which is why they're always available to Admins and Training Managers. For Managers with the Reporting permission enabled, these same precalculated statistics depend on a reporting-visibility setting: when it restricts a Manager to only the courses/curricula their category permissions allow, these academy-wide precalculated statistics won't appear on their dashboard — this is expected behavior tied to the setting, not a missing permission or a fault.
Note: If a course has over 4000 enrolled users, the dashboard will display a "Refresh now" link.
This link is designed to provide greater flexibility in managing course statistics for large user groups. By clicking the "Refresh now" link, you can manually initiate the recalculation of the course's statistics to ensure the displayed information is up-to-date. This process can be particularly useful for courses with significant enrollment numbers, as it allows administrators to maintain accurate data.
A Note on Dropped-Out Courses
A learner is marked as Dropped out of a course when they're unassigned from it (for example, after a license change or a manual removal) while Schoox still keeps a record that they were once enrolled. Course counts and "All Courses" views — both in the Reporting dashboard and on a learner's own profile — only include active and archived enrollments by default; dropped-out courses are excluded unless the separate "Dropped out" filter is applied. If a learner's course numbers look lower than expected, check whether some of their courses have moved into Dropped-out status.