Summary
This guide explains how to access, create, and customize the Activation Status and Course Status by Groups Report, including template configuration, generation options, and practical use cases for analyzing user license activation and course completion status grouped by department.
Introduction
The Activation Status and Course Status by Groups Report provides analysis of user license activation status and course completion status grouped by department. The report shows activation metrics (Activated, Not Active, Total, Activation Rate) and course-specific metrics (Passed, Not Completed, Total, Completion Rate) for selected course lists or courses. Whether you need to monitor license adoption, track course completion rates by department, or analyze training effectiveness across groups, this report delivers the data you need. For a complete overview of the Reports section, refer to Reports: An Overview of the Reports Section in LMS.
Steps to Follow
How to Create a Custom Activation Status and Course Status by Groups Report Template
The Report Generation tab contains predefined templates that come with your KnowledgeCity LMS, along with any custom templates you have previously created. If the default Activation Status and Course Status template meets your needs, you can run it directly. To create a new custom template with specific fields and settings, follow the steps below.
Navigate to Reports > New Report Template.
From the Report type dropdown, select Activation status and course status by groups report.
When you select Activation Status and Course Status by Groups as the report type, the system automatically populates default fields, along with default template name, language, description, and title style, all of which you can customize to suit your needs.
Configure your template:
Field | Description |
|---|---|
Template name | Specify a unique name (e.g., "Department License and Course Status") |
Template language | Select the preferred language for report output |
Description | Provide a brief description (up to 500 characters) to clarify the report's purpose |
Title style | Format the report title using bold, italic, underline, font size, alignment, and title text and background color options |
Include portal logo | Toggle to add your portal logo to the report output |
Default Fields in This Report
Department: Department name from user profile for grouping users.
Activated: Number of students who have one or more licenses with status activated.
Not Active: Number of students who have one or more licenses with status assigned but not yet activated.
Activation Rate: Ratio of students with activated licenses to total number of students in the group.
Passed: Number of students who viewed and passed the course from the group. This column is duplicated for each selected course.
Not Completed: Number of students who did not pass the course (viewed, started, or not started) from the group. This column is duplicated for each selected course.
Total: Total number of students in the group. This column is duplicated for each selected course.
Completion Rate: Ratio of students who passed the course to total number of students in the group. This column is duplicated for each selected course.
You can modify these defaults or add additional fields to tailor the report to your requirements. For detailed descriptions of all available fields, refer to Report Fields: A Complete Reference Guide for All Reports.
Customize columns using the rows adjustment section:
Click Add column to include additional fields.
Drag and drop columns to reorder if required.
Click the Edit button on any column to format, style, or add conditional rules.
Click the Delete button to remove columns.
For detailed instructions on managing columns, refer to Report Templates: How to Manage Columns with Rows Adjustment and Formatting.
Click Save template.
How to Generate the Activation Status and Course Status by Groups Report
Navigate to Reports > Report Generation.
Locate your newly created Activation Status and Course Status by Groups report template.
Click Run report.
The Run report button opens a configuration window where you can set the following parameters before generating the report:
Option | Description |
|---|---|
Group | Select which user group to include or All groups |
Time Zone | Choose the time zone for date calculations |
Select a course list | Choose specific course list(s) to include in the report |
Select a course | Choose specific course(s) to include in the report |
Click Create and proceed to the Reports tab, locate your report on the top of the list and click the Download button to export.
Example Use Cases
Monitor license adoption by department: Generate a report for All groups to see which departments have high license activation rates and which have low adoption. Use the Activation Rate column to identify departments that may need additional support.
Analyze course completion across departments: Select specific courses to see how each department performs on completion rates. Use the Completion Rate column to compare training effectiveness across different teams.
Identify at-risk departments: Review the Not Active and Not Completed columns to spot departments with low license activation or low course completion rates. This helps target improvement initiatives.
Conclusion
You have successfully learned how to generate and customize the Activation Status and Course Status by Groups Report. This report provides comprehensive analysis of user license activation and course completion status grouped by department. By creating custom templates with the fields that matter most, you can efficiently monitor license adoption, track course completion rates, and analyze training effectiveness across your organization.