Generate the training duration report

Introduction

By default, the Training duration report shows the expected amount of time that learners spend on training (as specified in the training settings) in the current catalog. When running the report to show the expected amount of time spent, only training where the Duration (standard formats) is configured is included. To see if a course has this parameter set up, go to the Learn365 Admin Center > Training Management > select the relevant course > Edit course.

LMS admins and Microsoft 365 global admins can choose to track the actual amount of time learners took to complete e-learning courses, based on how long they spent consuming content displayed in the Learn365 player. Time spent in content that is launched and accessed outside of the Learn365 player isn't tracked.

If this option in Global Settings is selected, when catalog admins run the Training duration report, they can choose whether they want to show the expected or actual amount of time learners spend in courses. For information about how LMS admins and Microsoft 365 global admins can enable real-time tracking, see Enable and disable real-time tracking for the Training duration report.

The tracking of the actual amount of time learners took to complete e-learning courses starts the moment real-time tracking is enabled. It isn't possible to capture the actual amount of time learners spend in courses that are completed before this option is enabled.

In this article, you'll find information about how to generate the Training duration report, and how to download and read it, via the Reports page.

Generate the Training duration report

Required role: catalog admin.

1. Go to the Learn365 Admin Center > Reports. The Reports page opens.

2. Select Download reports > Training duration report. The Training duration report panel opens.

3. From the opened Training duration report panel, set the relevant Start date and End date. The report will include all training in the current catalog that was completed between these dates.

If your organization has enabled real-time tracking to show the actual amount of time it took learners to complete courses, you'll see additional options.

4. Select the radio button of the time-tracking method you want to apply to the report:

• Actual time. Tracks the actual amount of time a learner spends in a course.
• Estimated time. The expected duration of the course, as specified in the Duration (standard formats) field course settings.

For information about how LMS admins and Microsoft 365 global admins can enable real-time tracking, see Enable and disable real-time tracking for the Training duration report. 

5. When you're ready, select Export to Excel to generate the report.

When the report is generated, it will be downloaded to your device as an Excel file and will be available under Notifications (the bell icon). The report will display information in the language defined for the catalog via the Locale setting in the Learn365 Admin Center > Catalog settings > LMS Configuration > Regional settings. For more information, see this article.

Example of the Training duration report panel where real-time tracking is enabled.

Explanation of the Training duration report (expected duration)

Example of the Training duration report showing the expected duration.

The expected duration version of the Training duration report includes the following columns:

• Learner’s name. Displays the name of the learner.
• Email, Department. Displays additional information about learners, if this is available.
• Catalog name. Displays the name of the catalog that contains the training.
• Course Name. The name of the course.
• Category. Categories associated with the course.
• Course Duration (minutes). Shows the duration of the course in minutes. This number is taken from the Duration (standard formats) field in the Basic details section of the training configuration panel. The report shows the course duration that was valid when the learner enrolled in the training.
• Completion date. The date and time the training was completed. Select the cell to see the time it was completed. The time is displayed according to the UTC time zone configured in the regional settings of the training.

Explanation of the Training duration report (actual duration)

Example of the Training duration report showing the actual duration.

The Training duration report shows one row per learning session. If a learner visits a course in multiple sessions, there will be a row for each time they visit the course and make progress.

The following columns are displayed:

• Learner’s Name. Displays the name of the learner.
• Course ID. The ID of the course.
• Course title. The title of the course.
• Course Duration (minutes). Shows the actual amount of time the learner spent in content displayed the Learn365 player during learning session. Time spent in content that is launched and accessed outside of the Learn365 player isn't tracked.
• Start date. The date and time the learner started the learning session.
• End Date. The date and time the learner left the Learn365 player or completed the course.
• Has certificate. Shows whether a certificate was awarded to the learner on successful completion of the course.

Times are displayed according to the UTC time zone configured in the regional settings of the training.

You can determine the amount of time a learner spends in a course by adding up the values in the Course Duration (minutes) column for that user and course combination.

Enable and disable real-time tracking for the Training duration report

Required role: LMS admin or Microsoft 365 global admin.

LMS admins and Microsoft 365 global admins can choose to track the actual amount of time learners took to complete e-learning courses, instead of the default expected amount of time.

Before enabling this feature, we strongly recommend you check official regulatory guidance in your region to determine whether you're required or allowed to track time spent on learning in this way.

If you choose to track the actual amount of time, real-time tracking information will be available to catalog admins when they run the Training duration report.

To enable real-time tracking for the Training duration report, follow these steps:

1. In the Learn365 Admin Center, go to Global Settings > LMS Configuration > Advanced settings.

2. On the opened Advanced settings panel, drag the Use real time tracking toggle to On. To revert to showing the expected amount of time that learners spend on training when running the Training duration report, and remove the option to run the report using actual time, drag the toggle to Off.

3. Select Save. To cancel the action, select Cancel.