Summary
This guide explains how to access, create, and customize the Training Hours Report, including template configuration, generation options, and practical use cases for tracking learner engagement and compliance with training requirements.
Introduction
The Training Hours Report tracks the total time users spend actively engaged with course content. Whether you need to review quarterly learning engagement, monitor individual user progress for compliance, or analyze which courses capture the most attention, this report delivers the data you need. The report includes statistics for all learning cycles, regardless of whether a cycle has been closed or reset, and users with no activity during the selected period display as zero. 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 Training Hours 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 Training Hours 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 Training hours.
When you select Training Hours 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., "Monthly Training Hours by Group") |
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
Group: The user group(s) the user belongs to.
Username: The user's unique login identifier.
Date of Birth: The user's birth date.
Course ID: Unique identifier for the course in the LMS.
Course Name: Official name of the course.
Date: The specific date when training occurred (or month when grouped By month).
Total: Accumulated training time displayed in hours, minutes, and seconds.
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 Training Hours Report
Navigate to Reports > Report Generation
Locate your newly created Training Hours 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 |
Date start / Date end | Set the reporting period |
By month | Toggle to group results by month |
By course | Toggle to show breakdown by individual course; when off, system combine all courses of a user |
Include archived courses | Toggle to include courses no longer active |
Include archived students | Toggle to include achieved users |
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
Quarterly review: Generate a total month-by-month report for all groups to present learning engagement to leadership.
Course analysis: Use By course configuration to identify which courses have the highest engagement.
Individual tracking: Monitor specific user training hours for compliance or professional development requirements.
Conclusion
You have successfully learned how to generate and customize the Training Hours Report. This report provides valuable insights into learner engagement by tracking time spent on course content. By creating custom templates with the fields that matter most, you can efficiently monitor training activity and support compliance tracking requirements.