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Learning Records

5Mins Records

Overview

The Learning Records section allows you to easily track, manage, view, filter, search, and export course enrolments from your employees' 5Mins Courses. You can use this data to gain insights into overall team course completion and learning behaviour.

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🎬 Watch this as a short narrated video

Steps shown in this video

  1. Learning Records is your single source of truth for who has done what
  2. The 5Mins Courses tab lists every enrolment: the learner, their team, the course, dates and status
  3. Narrow it down first — filter by status, team, course, category or date
  4. Then Download Report exports exactly what you're looking at as a CSV
  5. And training completed outside 5Mins lives on the External Training tab

Accessing Learning Records

  1. Log in with your admin credentials to your admin portal.
  2. Navigate to Admin > Learning Records and open the 5Mins Courses tab. (The External Training tab tracks training completed outside 5Mins.)

You will find a comprehensive table displaying the following data:

  • User: The learner's name, with their email address underneath.
  • Team: The learner's team.
  • Region (if regions are configured): The learner's region.
  • Course: The course title.
  • Category: The course category.
  • Enrolment History: Whether this enrolment is Current or Archived.
  • Attempt no: Which attempt at the course this is. It starts at 1 and goes up by one each time an admin uses Reset progress on the enrolment.
  • Start Date: Date the enrolment started.
  • Due Date: The enrolment due date, if set.
  • Completion Date: Date the course reached 100% progress.
  • Time Spent: How long the learner took to complete the course, from their first activity to completion (shown once completed).
  • Days Late: How many days after the due date the course was completed (if applicable).
  • Duration: Duration of the course (shown in mins/hrs).
  • Progress: The learner's progress percentage.
  • Status: The enrolment status (Completed, In Progress, Not Started, Overdue, Failed, Retaking quizzes, or Scheduled).

Click Add Filter to filter records by status, progress, enrolment history, days late, course, category, compliance course, email, team, region, employee number, dates, and any configured custom fields.

Deactivated learners are hidden by default. Turn on Include: Deactivated users to show them; their rows are marked with a Deactivated tag.

Downloading Reports

You can export learning record data for internal reviews or reports.

  1. Click "Download Report" on the learning records page.
  2. A CSV file with the records matching your current filters will be downloaded to your device.

The CSV file includes User Name, Email, Employee Number, Region, Team, Course, Category, Enrolment History, Attempt No, Start Date, Due Date, Completion Date, Time Spent, Duration, Progress, Score, Status, and Days Late, plus any configured custom fields. When deactivated users are included, a User Status column (Active or Deactivated) is added too.

If you run the same report regularly, click Save New Report to save your filters. Saved reports appear under Reports, where you can download them again or email them on a schedule. See Learning Records - Complete Guide for Administrators for details.

How is "Duration" Calculated?

A course's duration is the sum of the durations of all its lessons. Each lesson type counts as follows:

  • Video and audio lessons: The length of the video or audio.
  • External links: The length detected from the linked page, or 5 minutes if none is found.
  • PDFs and flashcards: 15 seconds per page.

In the table, durations under an hour are shown in minutes (for example, 45 mins). Durations of an hour or more are shown in whole hours, rounded down (for example, 1 hr or 2 hrs). The CSV export always shows the duration in minutes.

Frequently Asked Questions (FAQs)

1. Can one user have multiple records for the same course?

Yes. A learner can have more than one enrolment for the same course over time. Earlier enrolments appear as Archived in the "Enrolment History" column, while the active one appears as Current.

2. What does the "Status" column show?

It reflects the current enrolment status - Completed, In Progress, Not Started, Overdue, Failed (completed but did not pass an assessment), Retaking quizzes (using remaining quiz retries to reach the pass score), or Scheduled (a future start date).

3. Is the training provider always "5Mins" for these records?

Yes. The 5Mins Courses tab covers courses completed on your 5Mins platform. Training delivered elsewhere is tracked separately under the External Training tab.

4. How frequently is the data updated in Learning Records?

Records update almost instantaneously as learners make progress and complete 5Mins Courses.

5. Who has access to view Learning Records?

Admins can see all learning records, including the External Training tab. Limited Admins can see the 5Mins Courses tab for the people in their scope only.

Need Additional Support?

If you have questions or require further assistance, please contact our support team at support@5mins.ai

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