This guide explains how to export Training Matrix data for reporting, auditing, compliance monitoring, and record keeping.

The Training Matrix export feature allows authorized users to download training records and compliance information for further analysis or sharing with stakeholders.

Depending on the academy configuration, reports may be available in PDF format, CSV format, or both.

Who Can Export Training Matrix Reports?

Access to Training Matrix exports is controlled by user permissions.

Group Leaders

Group leaders can export training matrix data for all users within their group.

This allows group leaders to:

·        Review organization-wide training records.

·        Monitor compliance.

·        Share reports with management.

·        Prepare for audits and inspections.

·        Analyze training performance.

Site Leaders

Site leaders can also export training matrix reports.

However, Site Leaders can only export data for users assigned to their site.

This allows site leaders to monitor compliance and training activity within their own location.

Subscribers

Subscribers do not have access to Training Matrix reports or export functionality.

Available Export Formats

The export formats available depend on the academy configuration.

PDF Export

The PDF export generates a formatted training matrix report that can be viewed, shared, or printed.

The report is designed to provide a clear snapshot of current training records and compliance status.

PDF exports are particularly useful for:

·        Internal audits.

·        External audits.

·        Compliance inspections.

·        Management meetings.

·        Training reviews.

·        Record keeping.

The PDF layout displays training information in a structured format, making it easy to review user progress and compliance status.

CSV Export

The CSV export downloads Training Matrix data into a spreadsheet-compatible format.

This format is useful when additional analysis or manipulation of the data is required.

Managers often use CSV exports to:

·        Sort training data.

·        Create custom reports.

·        Analyze compliance trends.

·        Filter large data sets.

·        Share information with stakeholders.

What Information Is Included?

The information included in exports depends on the current training matrix view and the academy configuration.

Exported reports may contain:

·        User names.

·        Course names.

·        Course status.

·        Completion dates.

·        Refresher status.

·        Compliance information.

The exported data reflects the information currently available within the training matrix.

How Filters Affect Exports

Training matrix exports work together with the available filters.

Any filters applied before exporting will also be applied to the exported report.

This means that exports only contain the data currently displayed within the training matrix.

Example 1 - Site Filter

If a Site filter has been applied:

·        Only users from the selected site will be included.

·        Users from other sites will not appear in the report.

Example 2 - Course Filter

If a Course filter has been applied:

·        Only information relating to the selected course will be included.

Example 3 - Status Filter

If the Status filter is set to Refresher Overdue:

·        Only users with refresher overdue courses will be included.

This allows managers to create highly targeted reports without manually filtering the exported file afterwards.

Exporting Compliance Reports

Many organizations use training matrix exports to monitor compliance across their workforce.

Common examples include:

Identifying Outstanding Training

Managers can export users who have:

·        Not started training.

·        In-progress training.

·        Refresher required courses.

·        Refresher overdue courses.

This allows follow-up action to be taken quickly.

Preparing for Audits

Training matrix exports are commonly used during:

·        Internal audits.

·        Customer audits.

·        Accreditation inspections.

·        Compliance reviews.

The exported reports provide evidence of employee training records and completion history.

Reviewing Site Performance

Group leaders may export reports by site to compare training performance across multiple locations.

This can help identify:

·        Sites with high completion rates.

·        Sites with overdue training.

·        Sites requiring additional support.

Best Practice

When exporting training matrix reports:

·        Apply filters before exporting if you require targeted information.

·        Review filters carefully before generating reports.

·        Export compliance data regularly.

·        Retain reports for audit and record-keeping purposes where required.

·        Verify that exported information contains the expected users and courses.

Following these steps helps ensure exported reports remain accurate and useful for compliance monitoring.

Platform Variations

Training matrix export functionality varies between academies.

ToLearn Academy

ToLearn provides:

·        PDF Export

·        CSV Export

Users can generate both printable reports and spreadsheet-based reports directly from the Training Matrix.

Other Academies

Some academies provide:

·        CSV Export only

The CSV format still contains the same core training and compliance information but may use a different layout or column structure depending on the academy configuration.

Some academies may also include additional reporting fields based on their specific requirements.

Regardless of the export format available, the purpose remains the same: providing access to training records, compliance information, and employee progress data for reporting and analysis.