The Expiry Forecast report provides an overview of training that has already expired or is due to expire within the next 7, 30, 60 or 90 days.
The report helps managers proactively manage training renewals by identifying upcoming expiries and allowing them to contact trainees before their training expires.
Accessing the Expiry Forecast
Go to Reporting Dashboard.
Select Expiry Forecast.
The report displays training expiry information for the organisation.
Expiry Summary
The summary cards at the top of the report provide a quick overview of training records based on their expiry date.
Status | Description |
Expired | Training that has already passed its expiry date. |
Expiring ≤7D | Training due to expire within the next 7 days. |
Expiring ≤30 Days | Training due to expire within the next 30 days. |
Expiring ≤60 Days | Training due to expire within the next 60 days. |
Expiring ≤90 Days | Training due to expire within the next 90 days. |
These summary figures allow managers to quickly assess the organisation's current and upcoming training expiry requirements.
Site Location / Department Breakdown
The Site Location / Department Breakdown provides a detailed view of training expiry information by site location and department.
The table includes the following information:
Column | Description |
Site Location | The site or location associated with the training record. |
Department | The department associated with the user. |
Training Code | The code of the training. |
Training Title | The name of the training. |
Valid | The number of users with a valid training record. |
Expired | The number of users whose training has expired. |
Expiring ≤7D | The number of users whose training expires within the next 7 days. |
Expiring ≤30D | The number of users whose training expires within the next 30 days. |
Expiring ≤60D | The number of users whose training expires within the next 60 days. |
Expiring ≤90D | The number of users whose training expires within the next 90 days. |
Risk | Indicates the level of risk based on the training expiry status. |
This breakdown allows managers to identify specific training that requires attention and determine which sites or departments may be affected.
Viewing Users by Training Status
The figures displayed under Expired, Expiring ≤7D, Expiring ≤30D, Expiring ≤60D and Expiring ≤90D are interactive.
To view the affected users:
Locate the relevant training in the table.
Select the number under the required expiry status.
A list of users whose training falls within that status is displayed.
Select or expand a user to view further details about their training record.
For example, selecting the number under Expired displays the users whose training has already expired for that particular training.
View User Details
The user list provides additional information about trainees affected by the selected expiry status.
To view a user's training details:
Select the relevant expiry status.
Locate the required user in the list.
Expand the user record to view additional training details.
Review the relevant expiry information and determine whether any action is required.
This makes it easier for managers to identify individual users who need to complete or renew their training.
Send Email Reminders
Managers can send an email reminder directly to a trainee from the user details.
To send a reminder:
Open the relevant expiry status.
Locate the trainee.
Expand the trainee's details.
Select the option to send an email reminder.
Send the reminder to notify the trainee that their training has expired or is approaching its expiry date.
This allows managers to proactively remind users about upcoming training renewals and help reduce the number of expired training records.
Using Filters
The Filters option allows you to refine the information displayed in the report.
To filter the report:
Select Filters.
Select the required filtering criteria.
Apply the filters.
The report updates to display the relevant expiry information.
Filters can be used to focus on specific training, users, site locations, departments or other available criteria.
Exporting to Excel
The Export to Excel option allows the expiry forecast information to be exported for further analysis, reporting or record keeping.
To export the report:
Apply any required filters.
Select Export to Excel.
The expiry forecast data is exported as an Excel file.
Changing the Number of Records per Page
The report allows you to control how many records are displayed on each page.
To change the number of records displayed:
Locate the Records per page option.
Select the required number of records.
The report updates to display the selected number of records per page.
This is particularly useful when reviewing larger sets of training expiry data.
Key benefits
The Expiry Forecast report helps managers to:
Identify training that has already expired.
Monitor training due to expire within the next 7, 30, 60 or 90 days.
Identify affected users quickly.
Review training expiry details at site and department level.
Contact trainees directly with email reminders.
Prioritise areas requiring immediate attention.
Export expiry information for further analysis and record keeping.