The Training Matrix shows how much assigned training has been completed across every Site Location, Department and User Group in your organisation. Use it to spot training gaps, check compliance and look at individual users.
The report brings together:
Totals: the number of users and training records in your current view.
Status cards: counts of training that is Passed, In Progress, To Do, Expiring, Expired or Failed.
The matrix grid: one row per Site Location and Department combination, and one column per User Group.
Drill-downs: user lists, percentage progress and statistics for any row, column or cell.
Exports: four spreadsheet reports for sharing or offline analysis.
Important: users who are not in a User Group are not shown in this report. Make sure every user is assigned to at least one User Group.
Opening the Training Matrix
Select Reporting Dashboard in the left-hand navigation menu.
Click the Training Matrix tile.
The report opens showing all active users and all training by default, unless you have saved filters.
At the top right of the page:
Help opens help for this report.
Back returns you to the Reporting Dashboard.
Tip: use the search icon at the top right of the Reporting Dashboard to find the Training Matrix tile quickly.
Understanding the report layout
The page has four parts, from top to bottom: the toolbar, the information banner, the status cards and the matrix grid.
Toolbar
Item | What it does |
Filters | Opens the filter panel (see Filtering the report). |
Total Users | The number of users in the current view. Hover over the ⓘ icon for a reminder that this count does not include users in the “-” (no) User Group. |
Total Training | The number of training records assigned to the users in view. |
Export type drop-down and Export | Choose a report type and export it (see Exporting the report). |
Status cards
Seven coloured cards show how the Total Training figure breaks down by status. The numbers update when you apply filters. The cards are counts only and cannot be clicked.
Card | Colour | Meaning |
All | Dark blue | Every training record in the current view. |
Passed | Green | Training completed and passed, and still in date. |
In Progress | Light blue | Training the user has started but not finished. |
To Do | Grey | Training assigned but not yet started. |
Expiring | Yellow | Passed training that is close to its expiry date and will need renewing soon. |
Expired | Orange | Training that was passed but is now past its expiry date. |
Failed | Red | Training the user attempted and failed. |
The matrix grid
Rows: each row is a combination of Site Location and Department. A dash (“-”) means users with no Site Location or Department set.
Columns: each column under the User Group heading is one of your User Groups. A User Group only appears as a column when it has both users and training assigned. If either is missing, the group is not shown.
Cells: each cell shows two buttons:
User(s) shows how many users are in that Site Location, Department and User Group. Click it to open the detailed user list.
% shows the percentage of that cell’s training that has been passed. Click it to see a progress breakdown.
Greyed-out cells (“0 User(s)” and a blank “%”) have no users and cannot be clicked.
Row Progress (the bar-chart icon at the start of each row) shows progress for the whole row across all User Groups.
Column Progress (the bar-chart icon under each User Group name) shows progress for that whole User Group across all rows.
Filtering the report
Filters narrow the matrix, totals and status cards to just the users and training you want to review.
To apply filters:
Click Filters at the top left of the report.
Choose one or more of the filters described below. You can combine as many as you need.
Click Apply.
Filter | Type | How to use it |
Site Location | Multi-select with search | Tick one or more sites. Use the top tick box to select all, or type in Search here… to find a site. Tick “-” to include users with no site. |
User Group | Multi-select with search | Tick one or more User Groups to show only those columns. |
User Status | Single choice | Choose Active (the default), Archived or All users. |
Department | Multi-select with search | Tick one or more departments. |
From Date / To Date | Date picker | Pick a date range to review training within that period. Future dates cannot be selected. |
Job Role | Drop-down with search | Show only users with a particular job role. |
Job Title | Free text | Type a job title to show only users with that title. |
Shift | Drop-down with search | Show only users on a particular shift, for example Day Shift or Weekend Shift. |
Compliance Based on | Single choice | Choose All (Mandatory / Optional) (the default), Mandatory Training Only or Optional Training Only. This changes which training counts towards the totals, status cards and percentages. |
To remove a single selection, click the × in that filter box. To clear everything, use Reset.
Sorting, saving and resetting your view
Sort the matrix
Click Filters, then open Sort By.
Choose the order in which the rows and columns are grouped:
Department, Site Location, User Group
Department, User Group, Site Location
Site Location, Department, User Group (default)
Site Location, User Group, Department
User Group, Department, Site Location
User Group, Site Location, Department
Click Apply to rearrange the report.
Applied filters bar
Once you click Apply, a summary bar appears above the information banner. It lists every filter in use, for example Sort By: Site Location, Department, User Group, User Status: Active and Compliance Based on: Mandatory Training Only, so you can always see what the report is showing.
Save your filters
Click Filters and choose your filters.
Click Save Filters. The message “Filter(s) saved successfully” confirms the save.
Click Apply if you also want to see the result now. Saving on its own does not refresh the report.
The next time you open the Training Matrix, your saved filters are applied automatically and shown in the applied filters bar.
Clicking Reset also clears your saved filters, so the report opens with the default view next time.
Reset filters
To return to the default view (all Active users and all training), either:
click Reset at the left of the applied filters bar, or
click Filters, then Reset at the bottom of the panel.
Reviewing statistics and detailed results
Progress pop-ups (% button, Row Progress, Column Progress)
Click any % button, Row Progress icon or Column Progress icon to open a progress pop-up. It shows:
a colour-coded progress bar and the overall pass percentage
the count of training that is Passed, In Progress, To Do, Expiring, Expired and Failed
the Number of Users and Number of Trainings included
Click anywhere outside the pop-up to close it.
Detailed user list (User(s) button)
Click a blue User(s) button to open the detailed user list for that cell.
Header: shows the Site Location, Department, User Group, Job Role, Job Title and Shift you are looking at.
Grid: one row per person and one column per assigned training course, shown as the course code and title. Scroll sideways to see all courses. Each cell shows a status icon:
Icon | Status |
Green tick | Passed |
Blue dots (…) | In Progress |
Grey question mark | To Do |
Yellow exclamation mark | Expiring |
Orange exclamation mark | Expired |
Red cross | Failed |
Hover over any icon to see the Status and Completion Date, which shows N/A if the training is not completed.
Tools in the user list:
Tool | What it does |
Overall Progress bar | Shows the pass percentage for everyone in the list. Hover over a colour segment to see its status and share, for example To Do 60%. |
Statistics icon (next to a name) | Opens User Progress for that person, with status counts and the Number of Training. |
Email (next to a name) | Opens an Email Reminder for that user (see below). |
Filters | Narrow the list by Site Location, Department, User Group, Training, Person Name, Job Role, Job Title or Shift, then click Apply (or Reset). |
Sort By | Select a column, such as Person Name, and Ascending or Descending order, then click Apply. |
Export to Excel | Downloads the list as a spreadsheet. If queued exports are enabled, the file is emailed to you instead. |
Records Per Page | Show 10, 25, 50 or All records. Use the page numbers below the grid to move between pages. |
Sending an Email Reminder
Click Email next to a person to open the Email Reminder panel. It shows a preview of the email before anything is sent:
To shows the user’s email address, and Subject reads “Training Action Required”.
A list of every assigned course that is not yet completed, with its Training provider and Status (for example To Do, In Progress or Expired).
A request to log in and complete the training, with the administrator’s contact details.
The user’s access login codes: the login address, Organisation Identifier and Person Identifier, plus a reminder to use Forgot Password if needed.
Click Send Email to send it, or Cancel (or ×) to close without sending.
Click Close at the bottom right of the user list to return to the matrix.
Exporting the report
Go to Reporting Dashboard > Training Matrix.
Apply any filters you need.
Open the drop-down next to Export at the top right and choose a report type.
Click Export.
Export type | What you get |
Training Summary (default) | The matrix as a spreadsheet: Site Location, Department and one column per User Group showing the pass percentage (N/A where there are no users). |
User Group Data | All current training records for all users, as assigned through their User Groups. |
Completed Data | A report of all completed training. |
Percentage Report by Groups (without filters) | The total passed-training percentage for each User Group. This export ignores any filters you have applied. |
By default, exports are created straight away and download as Excel files.
If the queued exports feature is enabled for your organisation, exports are added to a processing queue instead of downloading straight away. They are emailed to you once ready.
When you click Export, a Confirmation message explains that the request will be added to the processing queue. Click Continue to submit it, or Cancel. A second message confirms the email address the export will be sent to, with a My Exports button and a Close button.
Frequently asked questions
A user is missing from the report. Why?
The Training Matrix only shows users who belong to at least one User Group. Add the user to a User Group, then refresh the report. Also check that User Status is not hiding them, because Archived users are hidden by default.
Why does Total Users differ from the number of users I expect?
Total Users excludes anyone in the “-” (no) User Group, and it reflects any filters currently applied. Check the applied filters bar.
Why is a cell greyed out?
There are no users for that Site Location, Department and User Group combination, so there is nothing to show.
Why is a user’s percentage low when they have completed training?
Only Passed training counts towards the percentage. Expired, Expiring, In Progress, To Do and Failed training does not.
How do I see only mandatory training?
Open Filters, set Compliance Based on to Mandatory Training Only and click Apply.
How do I go back to the default view?
Click Reset on the applied filters bar or in the filter panel.
Why does my Percentage Report by Groups export not match the screen?
That export always runs without filters, so it covers all users and training.
I exported a report but nothing downloaded. Where is it?
If queued exports are enabled for your organisation, the file is emailed to you once it is ready. Check My Exports for its status. If the row shows an ⓘ icon, no records matched your filters and no file was created.
Why doesn’t a User Group I created appear as a column?
A User Group only appears once it has both users and training assigned.
My filters are already set when I open the report. Why?
Filters were saved earlier with Save Filters. Click Reset to clear them and return to the default view.
Can I click the status cards to see the users?
No. The cards are counts only. Use the User(s) buttons in the matrix to see individual users.