This guide answers common questions about Ciphr LMS reports, including what report dates mean, why user counts differ and what you can and can’t change. It’s for LMS administrators who run reports on learning progress and compliance.
Questions
- Why do dates in the Learning Due Date report look wrong?
- Why does Activity Results Detail show users who aren’t assigned or are exempt?
- Why do two activities on the same plan show different numbers of users?
- Why does the Learning Progress report count “approaching renewal” as not compliant?
- Can I see when a user’s status changed?
- Does renaming an activity affect my reports?
- Can I change the columns in a report or export?
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Is there a report listing every activity in the Learning Library?
Why do dates in the Learning Due Date report look wrong?
Query: What does Result Date mean? | Due dates don’t match between reports | Expiry dates are inconsistent
Answer: Due Date is the deadline set by your due date rules. Result Date is the date and time the learner last got a result, such as Passed or Completed. If due dates look wrong, or differ between reports, the rule that sets them usually needs correcting.
How to fix it
- Go to Admin > Advanced > Manage Rules and open the rule that sets the due date
- Check the action is Activity: Set due date for, against the right activity, with the period you expect
- Select ... then Trial Run to check which learners the rule affects
See Learning due dates & refreshers for more information.
Why does Activity Results Detail show users who aren’t assigned or are exempt?
Query: Assigned filter shows unassigned users | Exempt users showing as mandatory | Report ignores restrictions
Answer: If the activity is part of a learning plan assigned to all users, everyone counts as assigned through that plan, even if the activity’s own restrictions exclude them. The report doesn’t currently remove restricted users.
How to fix it
- Check which learning plans include the activity in Admin > Manage Training > Manage Learning Plan
- If some users shouldn’t have it, change the plan’s assignments, or move the activity to a plan assigned only to those who need it
- To report on the current data, export to Excel and filter out the users who don’t need the activity
Why do two activities on the same plan show different numbers of users?
Query: Different user counts on the same learning plan | Assigned numbers don’t match
Answer: An activity can have its own assignments as well as the plan’s, so one activity may be assigned to more users than another.
How to fix it
- For each activity, go to Admin > Manage Training > Manage Learning Activities, select Edit and open the Restrictions & Assignments tab
- Compare the assignments on each activity
- For accurate assigned counts, run the Activity Status List report with the Assignment filter
Why does the Learning Progress report count “approaching renewal” as not compliant?
Query: Approaching renewal counted as non-compliant | Compliance percentage is wrong
Answer: This is how the report calculates progress, and you can’t change it with filters or settings. To count learners who are still in date as compliant, use Activity Results Detail and Excel instead.
How to fix it
- Select Reports > Reports and run Activity Results Detail.
- Export to Excel
- Add a column with
=IF(X2>TODAY(),"Compliant","Not compliant"), replacingX2with the first cell in the expiry date column, and copy it down
Can I see when a user’s status changed?
Query: When was a user made dormant? | History of status changes | When did a user become inactive?
Answer: The LMS doesn’t keep a dated history of user status changes. If your statuses come from Ciphr HR, check the change in HR. The Audit report only shows changes made in the LMS itself.
Does renaming an activity affect my reports?
Query: Change an activity title | Rename a course | Will reports break if I change the name?
Answer: No. Reports track activities by their Activity Code, so changing the Activity Name doesn’t affect results. If you have scheduled or saved reports that filter by activity name, check them after renaming.
Can I change the columns in a report or export?
Query: Remove email addresses from export | Customise report columns | Change export layout
Answer: No. Report and export layouts are fixed. If you need a different layout, raise a request through the Customer Care Portal so we can pass it to our product team.
Is there a report listing every activity in the Learning Library?
Query: List of all courses | Export all activities | Report of the Learning Library
Answer: There’s no standard report for this. Raise a ticket and Customer Care can provide an extract.
Related articles
- LMS Reports
- Scheduled reports
- Learning due dates & refreshers
- Why does the Team Learning Progress widget only show limited statuses?
- Known Issues - Ciphr LMS
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