Report Builder and Prebuilt Reports

Summary

This guide covers reporting in skillSYMS: the Reports dashboard with live KPIs and prebuilt templates, the set of prebuilt enrolment and class reports, and the Reports Studio for building custom reports from datasets. By the end you will know how to view programme performance, run the built-in compliance and assessment reports, generate prebuilt enrolment reports, and create your own report in the studio.

Who This Guide Is For

• SDPs and administrators monitoring learner and programme performance
• Operations staff producing enrolment lists, class lists, and schedules
• Power users building custom reports and dashboards

Prerequisites

Before you begin, ensure you have:

• Learners and programmes set up with enrolments recorded
• Assessment outcomes captured (for assessment and compliance reports)
• Appropriate permissions to view reports for your tenant

Step 1: Open the Reports Dashboard

Navigate to Reports.

The dashboard shows four KPI cards — Total Learners, Active Programmes, Completion Rate, and Pending Assessments — plus an Enrolment by Status breakdown (Enrolled, In Progress, Completed) and a Programme Performance table with completion rates per programme.

Use the Date Range picker in the sidebar (From / To) and click Apply Filter to scope the figures.

Tip: The completion-rate colour coding helps you spot at-risk programmes fast — green is 70%+, amber 40–69%, red below 40%.

Step 2: Run a Prebuilt Report Template

In the sidebar Report Templates panel, choose a template:

• Learner Progress Report — opens the learner selector to pick a learner
• Assessment Summary — opens a modal with outcomes (Competent, NYC, RPL, Absent), the status pipeline, and the count pending moderation
• Compliance Status — opens a modal with an overall compliance score, learner data completeness, QCTO submission status, catalogue linkage, and evidence gaps

These reports read live data for your tenant.

Step 3: Export Dashboard Data

In the Export Data panel, click Export to Excel (downloads a CSV with KPIs and enrolment breakdown) or Export to PDF (opens a formatted print view you can save as PDF). Exports respect the date range you applied.

Step 4: Generate Prebuilt Enrolment and Class Reports

skillSYMS includes dedicated prebuilt reports, each on its own page under Reports:

Report	Purpose
Enrolment Summary	Aggregated enrolment counts
Enrolment List	Detailed list of enrolled learners
Enrolment Schedule	Enrolments by schedule/timeframe
Course / Class List	Class lists per course or offering
Subject Enrolment	Enrolment counts by subject
Class Distribution	Distribution of learners across classes

Open the report you need, set any on-page filters, and use the report’s export option to download the result.

Step 5: Build a Custom Report in Reports Studio

Navigate to Reports → Reports Studio for the interactive report builder.

The studio has three panels:

1. Left — Datasets & Fields: create or select a dataset; its fields load into the palette
2. Centre — Canvas: drag fields onto the report canvas to compose the layout
3. Right — Configuration: set the report name, description, data source, category, type (Standard, Pivot, Chart, Dashboard), filters, and export format (Excel, PDF, CSV, HTML, JSON)

Steps:

1. Click New Dataset (or pick an existing one) to load fields
2. Drag the fields you want onto the canvas
3. Fill in Report Name and choose a Data Source
4. Use Preview to check the output, then Save Report
5. Use Export to download in your chosen format

Tip: Auto-save is enabled in the studio — watch the status bar for the last-saved time. Use Clear Canvas to start over.

Common Mistakes to Avoid

1. Forgetting the date range — dashboard figures and exports reflect the applied range, not all time
2. Building a report with no dataset — the studio needs a data source before fields appear
3. Reading stale assessment numbers — moderation status affects assessment and compliance reports; capture outcomes first
4. Confusing dashboard export with prebuilt reports — the sidebar export covers the summary; use the dedicated pages for enrolment/class detail
5. Skipping preview — always preview a custom report before saving or exporting

Verification Checklist

Before sharing a report, verify:

• The correct date range (or filters) is applied
• KPIs and programme performance look consistent with your records
• The prebuilt report you chose matches the audience’s need
• A custom report has a name, data source, and previews correctly
• The exported file opens in the intended format

Next Steps

• Analytics Dashboards — Track trends and performance over time
• Reporting & Exporting — Overview of all export workflows
• QCTO MIS Exports — Generate compliance export files
• Statement of Results — Learner achievement records
• Enrolments — Manage learner enrolments