Custom Report Generator

This report allows you to build your own customised reports from a larger selection of available filters to suit your individual needs. You can save report settings to reuse in future, making it easy to run the same report again. 

Using Custom Report Generator

1. Navigate to Report > Report Generator
   
   
   

2. First, select your desired filters. The filters highlighted below are mandatory and must have a selection specified in order for the report to generate properly. 

   Filter by: select enrolment date (students that were enrolled in the specified date range) or start date (students that started their training in the specified date range)

   Date range: populate the period of time you want to view enrolment data from

   Course type: select whether the report should include data from public timetable items, private timetable items or partner timetable items

   Enrolment status: Select whether the report should include data for students with a particular enrolment status, and whether archived enrolments should be included

   
   
   The filters below are optional: use these if they are applicable to your desired reporting

   Recognised code: populate a course or unit code/s to view data for select courses/units only

   Venue: select a venue from the drop down to show only data for a specific location venue

   Student ID: populate student ID numbers to view data for specific student/s only
   
   
   
   

3. Next, select your desired data fields for the report. These are broken down into three categories;

   Student data: information about that student 

   Booking information: information about that booking or enrolment

   Results: information about the outcome results and certificates

   
   
   

4. Finally, select whether the report should be generated and displayed on screen, or generated and exported as an Excel file.
   

   Generate to screen is useful where data results are small and easy to interpret or analyse (ie. running report for a single student) or to confirm the selected report criteria are returning the intended results.

   Typically larger reports we would recommend exporting so that data can be manipulated or filtered further. 

    

Saving a Custom Report

Custom report setting selections can be saved, making it easier to run the same report again in future.

1. As outlined above, select the desired report filters and data fields. 
   
   
2. At the top of the page click the button to 'Save current as new'
   
   
   
3. Populate a name for the report, and click button to save
   
   
4. A notification will confirm the settings have been saved
   
   
   
   

Using a Saved Custom Report 

1. Use the drop down selector at top of the page to select previously saved report settings 
   
   
   
2. Click button to apply selected
   
   
   

3. A notification will confirm the report parameters have been applied successfully

   
   
   

4. NOTE: filter by (enrolment or start date), and the date range will not be saved and must be selected each time prior to running a saved report. Make your selections for these fields 

   

5. Finally, select whether the report should be generated and displayed on screen, or generated and exported as an Excel file.

   
   
   

Delete a Saved Custom Report 

1. Click the "cog wheel" button next to the previously saved report selector
   
   
   
   

2. Click the orange trash button on the right to permanently delete a report you no longer require

NOTE: Saved reports may still display in the drop down box until you have refreshed you page.
Use CTRL + F5 to refresh and clear these from the user display.

Extract Data for Single Unit Results/Hours

When applying a unit code as a filter this will also return results related to this unit - specifically where this unit is included within a course, the other units within said course will be picked up for the report.

Refer the below example to use the custom report generator to display results for only a single unit and exclude any related units.

Example:

Student is enrolled into a course (CRSE1) which comprises four units (UNT1, UNT2, UNT3, UNT4).

If you enter any one of those five codes as a filter option (CRSE1, UNT1, UNT2, UNT3 or UNT4), the report will show results for all of these - because they all relate to the same enrolment.

To display only your selections and not all related units, enter the desired unit/s (UNT1, UNT3) as filters in the results section. Only data for UNT1 and UNT3 relating to that enrolment will be presented.

Frequently Asked Questions

Question: Why are some students not showing in my Custom Generated Report?

This could be that the date range you have nominated is too narrow.

Question: I have selected the data field white card reference, but the data is not showing in my report at all?

You must select unit code as a requested data field (in the results section) in order for the white card reference field to show.

Question: When I try to generate the report it's not displaying any data at all

Check that the student name field (in the student data section) has not been un-selected. The report MUST have student name selected in order to return results.

Question: When generating a report, I get a time-out error

Very large data sets may time-out before completing. The more data you are returning, the longer the data generation running time will be.

We recommend that you narrow your data selection criteria, or run several reports for smaller data sets (which you can then combine in Excel if necessary)