Reporting and Analytics

Admins can set up automated email delivery of any saved report search on a recurring schedule. Schedules available: once a month (1st), twice a month (1st and 15th), once a week (selected day), every weekday, or every day. Recipients can be portal users or external email addresses — recipients do not need to log in to download the report, as the email contains a secure CSV download link. Scheduled reports are built on top of saved searches and must have a saved search configured first. Super Admins can see and manage all scheduled reports; Standard Admins can only see their own. Reports can be paused (disabled) without deletion, and a Send Now option allows immediate manual delivery for testing.

Reports covering portal-level activity and settings. Timelines: a searchable audit log of all events in the portal — knowledge changes, enrolment events, user changes, and more — filterable by knowledge, person, or event type. Notifications: all notifications sent by the portal, filterable by recipient, type, and date. Platform Activity: portal-level activity summary including active users, enrolments, completions, and hours of training.

Reports covering user data, found in the Analytics area under the People category. People: a full list of all users in the portal, filterable by custom fields, access levels, roles, login type, user type, activation status, and more. Active People: a list of all existing users who were active in the portal in a given month (based on the organisation’s timezone), including their number of logins. Monthly Active Users: a list of all users counted as Monthly Active Users (MAUs) for subscription billing purposes – a user counts as an MAU if they log in at least once during a calendar month – this is the report to use for subscription management. Deactivated People: a quick report listing all deactivated users in the portal, including the deactivation event and its date/time. People Notifications: a report reviewing notification settings for all people in the portal – whether notifications are enabled or disabled, and their subscribed email report frequencies for learner, assessor, and team leader reports.

Reports covering topic and pathway-level settings. For Topic, there are Topic Settings (summary of key settings across all topics), Topic Notifications Settings (summary of enabled notifications across all topic), Topic Versions (history of topic versions including version numbers, dates, and change notes). Topic LMS Links (all LMS Links across all topics). Pathways have similar Settings and Notification Settings reports. There are also Assessment Settings (summary of all settings across topic assessments) and Catalogue and automation rules (summary of all topic and pathway enrolment rules).

Reports covering training outcomes and enrolment records. Knowledge: all topics and pathways showing enrolment and completion results — filterable by active/draft, categories, skills, and creators/libraries. Enrolments: all enrolments across all knowledge, filterable by knowledge, people, progress, dates, and overdue status. External Knowledge: all external knowledge records (licences, certifications, external training) for all users — filterable by type, person, provider, completion date, and expiry. Completion: all enrolments by completion date or status, filterable by groups, people, roles, and categories. Certification: all enrolments with certified dates, showing certification status — covered in detail in the Compliance and Recertification category. Completion Groups: completion results summarised by Groups. Training History: all enrolments and external knowledge records for a single selected person.
Also a ‘Not Enrolled’ report which lists users not enrolled in a given topic or pathway with a bulk action to select and enrol.

Reports covering learner submissions and interactions within topics. Answers: all quiz and poll choices and answers from all learners across all topics — filterable by question, person, or keyword. Responses: all written Q&A responses from all learners across all topics — filterable by keyword, people, or topic. Tasks: all task completions across all topics — filterable by task, person, completion status, and results. Uploads: all file uploads from all learners — filterable by upload label, person, completion status, and results. Requirements: all requirement contributions including assessor results, evidence details, and expiry data. Events: all event registrations and attendances across all topics — filterable by event, person, registration status, attendance, and results. Standard Polling: learner feedback from Overview and Destination module polls — showing prior experience, learning goals, and topic quality ratings. Assessor Logs: all assessor actions (submissions, results, scores, comments) for assessable contributions from a selected learner.

Reports covering skill and role attainment. Skills Matrix: monthly analysis of skill status (Missing, Current, Expired) for any roles assigned to people — filterable by skills, people, and month. Skills Finder: select one or more skills to return a list of people who have some or all of those skills — filterable by people, roles, and groups, including people with all required skills. Skills Progression: overall progression (historical and future) for attaining required skills for any assigned roles — filterable by skills, people, and months. Roles Summary: summary of the number or percentage of assigned roles that are 100% attained (all skills current). Roles People: percentage completion of current skills for each person’s assigned roles.

Reports covering progress towards assigned learning goals (typically CPD or continuing education targets). Goals Targets: progress of each person towards their assigned goals, showing attained vs target points or minutes. Goals Progress: progress of each person towards their assigned goals as an overall percentage. Goals Status: overall status of each person towards their assigned goals, showing in-progress vs completed. Goals Categories: progress of each person towards a specific goal, showing each category attained vs target, total attained vs total target, and overall status. Points or Minutes Attained: a raw summary of total points or minutes attained by category and time period for each person, without grouping by goals.

Access to reports in Tribal Habits is governed by a combination of Admin Access feature and the Groups feature (both features require Business Plan). Admin access levels: Reporting Admins can access all Analytics reports but cannot manage users, knowledge, or account settings — they have a read-only view of reporting data. Standard Admins have full reporting access plus day-to-day admin functions. Super Admins have unrestricted access. Groups: when the Groups feature is enabled, admins (including Reporting Admins) can be scoped to one or more groups — meaning they can only see users, enrolments, and reporting data for people in their assigned group. An admin scoped to a specific group or location sees only that group’s data across all reports. The two features work in combination: a Reporting Admin assigned to a specific Group sees only reporting data for their group, with no ability to change anything.

Admins can review detailed individual progress for any learner in any topic or pathway via the Enrolments tab (Admin → Knowledge → Topics/Pathways → select item → Enrolments → Progress link for that learner), or via the Topics/Pathways tab on a person’s profile. This opens the learner’s enrolment record – a single screen showing a Progress panel (enrolled date, enrolled by, due date, progress phase, completion date, certified date, status, version, and a history log of milestones) plus detail panels covering Notes, Responses, Answers, Tasks, Uploads, Events, and Requirements, populated according to which elements the topic uses. Topic progress records show full contribution-level detail (quiz answers, Q&A responses, task/upload/event/requirement status); pathway progress is simpler, showing only the learner’s progression through each topic contained in the pathway. From the “I want to…” menu on this screen, admins can export the record as a PDF, which also includes any internal admin Notes added to the enrolment.

Available in the Analytics area, Certificate Finder allows admins to enter any certificate ID number and verify whether that certificate exists in the portal. If found, the report returns the key details of the certificate – the learner, topic or pathway, and completion data. If the certificate cannot be found, the report explains why, listing the possible reasons: the topic has been deleted (which removes all associated enrolment records), the user has been deleted, or the learner has been unenrolled. The report does not return a generic “not found” – it surfaces the specific conditions that would cause a valid certificate to be unverifiable.

Two dedicated Contributions reports covering the Event element, found at Admin → Analytics. Events – Summary: a session-by-session summary of registrations, capacity, and waitlisting for a selected event within a topic. Data is shown per session and occurrence – Event, Type, Session, Location, Instructor, Occurrence, Registrations, Capacity, and Waitlisted counts. Filterable by all/future/past/single session (and, within a session, all/future/past/single occurrence), status (all, current, or lapsed), instructor, and capacity status. Also accessible inline from the Events tab of a specific topic, scoped to that topic’s data only. Events – Learners: a registration and attendance report at the individual learner level, for a selected event within a topic. Filterable by the same session/occurrence selectors as Events – Summary, plus status (all, current, lapsed), people (default and custom fields), registration status (all, registered only, not registered), attendance (all, attended, did not attend, pending), and groups. Also accessible inline from a topic’s Events tab.

A dedicated Contributions report group covering the Observation element, found at Admin → Analytics under four tiles.
Observations: a portal-wide list of every Observation contribution, one row per learner per Observation, showing topic, learner, categories, label, learner acceptance status, overall score, overall result (pass/fail/pending), date finalised, and last attempt number. Filterable by knowledge, people, categories, labels, results, roles, and groups.
Observations – Attempts: a drill-down into one Observation at a time (topic and observation selected via filter), showing total enrolments, how many learners passed at each attempt number, pass rate per attempt, cumulative enrolled pass rate, and average attempts overall.
Observations – Scores: a drill-down into one Observation’s scoring, showing average score on first attempt vs final (most recent) attempt, a full score-by-score breakdown for both first and final attempts, percentage of learners at each score, and counts of learners pending or not yet attempted.
Observations – First Results: a drill-down into one Observation’s individual checklist items, showing aggregated pass/fail rate and average score per item based on first attempt only, helping admins identify specific items with high failure rates or low scores before any retake.