Review a User’s Learning Records - Article
Summary
Use a person’s profile as a starting point for learning support, then choose the record that answers the actual question. Participation, completion, certification, and payment describe different outcomes and should not be inferred from one another.
Use this article to:
- Review training and credentials for the correct account.
- Download and interpret a learning transcript.
- Explain apparent differences between profile cards, activity records, and reports.
Establish the question first
| Question | Useful starting point | Evidence to confirm |
|---|---|---|
| Is this person enrolled? | The activity participant list and signup details. | Correct account, delivery, and participation status. |
| Can the person enter the learning? | The signup and the activity’s availability/access configuration. | Current access conditions, not just a historical enrollment. |
| What has the person completed? | Profile training context, Progress, and the relevant activity/module record. | Actual completion state and date for the intended learning. |
| Has a certificate been earned? | Certificates and the related certification record. | The issued credential, validity, and relevant attempt. |
| What can be provided as a learning-history document? | User transcript. | The selected date scope and the information the transcript includes. |
| Has the person paid? | Transaction and the relevant payment or accounting evidence. | The commercial event; course completion alone does not establish payment. |
| What should a supervisor see? | The permitted staff or organization-scoped view. | The correct management relationship and report scope. |
Start by confirming the User ID and activity identity. Similar titles, repeated deliveries, and duplicate accounts can otherwise produce a convincing but incorrect answer.
Review training from the profile
Open the user’s profile and inspect My trainings where your permissions allow. The available presentation can show learning status, progress, and completion information, with search to help locate the intended activity.
The profile is a convenient overview, not a universal audit of every historic signup state. If a card does not explain a support case, inspect the activity’s participant record and the relevant report.
Participants are not entitled to view other participants’ training histories merely because they can open a profile. Organizational scope and permissions also influence administrative visibility.
Where configured, an Activity ID can be displayed beside the training title. Use a stable identifier when the academy has repeated or cloned deliveries with similar names.
Download a transcript
The User transcript is a PDF learning-history document. Supported routes include Get transcript from the user’s own training/profile context and Get user transcript or selection-based transcript actions from Users for authorized administrators. Manager contexts can also provide transcript actions where permitted.
The transcript can be filtered by enrollment dates using From / To, or generated without those date filters. This is important: an enrollment-date filter is not automatically a completion-date filter.
Choose the date scope that fits the request and explain it to the recipient. A narrow enrollment period can exclude an activity completed recently if the person registered for it earlier.
Understand the transcript’s contents
| Information | What it provides | Interpretation note |
|---|---|---|
| Person and organization context | Identifies the subject of the document. | Confirm the account before distributing personal learning information. |
| Trainings and modules | Organizes learning within the activity structure. | The overall activity and its individual modules can have different outcomes. |
| Schedule and registration | Provides delivery or completion context and enrollment information. | Do not interpret every date as the date the person finished. |
| Attendance or certificate context | Shows the supported event attendance or credential information. | An Event-level certificate can take the place of attendance information in that column. |
| Status and progress | Displays supported completion states and progress. | It is not a substitute for every detailed assessment or signup status. |
| Completion | Provides the completion date where recorded. | Verify the relevant module or overall activity when interpreting the outcome. |
| Certificate links and dates | Provides available certificate access and relevant expiration/re-certification information. | An issued certificate and a currently valid certificate are different questions. |
| Additional fields | Can include configured CEU, program, or Activity ID information. | These depend on enabled features and should not be expected on every platform. |
Recognize important transcript limits
Cancelled activity signups are not listed in the transcript. An expired signup is presented as Not Started in the documented transcript behavior. Consequently, a transcript alone is not the right evidence for reconstructing all cancellations or distinguishing every access-expiration scenario.
For a blocked account, the transcript retains the supported training statuses and certification details from before blocking. The profile training cards can appear without their normal status or progress presentation. A missing progress bar in that view does not by itself mean the historical evidence was erased.
Use the actual signup and reporting context when these distinctions matter. Do not “repair” a historical record simply to make a summary view look like another screen.
Certificates, Skills, and historic learning
The profile can provide access to Certificates and Skills where enabled. These represent different things: a certificate is a credential record, while a Skill expresses the configured competence or capability context.
A completed course does not necessarily issue a certificate. Issuance may depend on activity or module criteria, assessment, attendance, feedback, and other configured requirements. Likewise, a credential may expire while the underlying learning completion remains part of history.
For full issuance and validity guidance, use Certificates and Re-certification.
External or imported evidence should be interpreted according to how it was recorded. A user-account import is not proof that historic completion or certification evidence was imported as well.
Use the right record for business decisions
| Situation | Practical approach | Why it matters |
|---|---|---|
| Employee asks for a learning record | Generate the transcript with an appropriate enrollment-date scope and review its contents. | Provides a useful document without implying that it includes every cancelled or expired participation state. |
| Partner must prove a current authorization | Inspect the actual certificate and validity information. | Historic course completion alone does not prove current authorization. |
| Support investigates missing progress after SSO | Confirm that the login reached the same User ID as the learning record. | A second account can look like lost history. |
| Manager asks whether training is overdue | Use the relevant staff-scoped learning and deadline evidence. | A last-login date or profile card is not a dependable substitute for the learning requirement. |
| Finance asks whether a course was paid | Inspect Transactions and the appropriate payment/accounting record. | Participation and learning evidence are not proof of financial settlement. |
Verify evidence before sharing it
Confirm the person, relevant delivery or attempt, date scope, and meaning of the displayed status. Share only the learning information required by the recipient’s legitimate purpose, using the approved channel. Keep financial, account-access, and learning conclusions separate where the evidence comes from different records.
Troubleshooting
| Problem | What to check |
|---|---|
| A completed activity is missing from the transcript | Check account identity, enrollment-date filters, and whether the signup is Cancelled. |
| The transcript says Not Started for an expired signup | Inspect the original signup and learning report; the transcript does not display every access state distinctly. |
| A blocked user’s profile has no progress bars | Use the transcript or permitted report to inspect retained evidence rather than concluding that progress was deleted. |
| A certificate is missing | Check the correct activity/module level, issuance criteria, attempt, and certificate record. |
| Two records have the same training title | Compare Activity IDs, schedules, and attempt context. |
| A viewer cannot see someone’s training | Check their role, organizational scope, and management relationship; profile visibility is not universal access to learning history. |
FAQ
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Do the transcript's From and To dates filter by completion date?
No. The transcript filters use enrollment dates. An activity completed recently can fall outside a selected range if the person enrolled earlier.
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Does the transcript show every historical participation state?
No. Cancelled signups are omitted, and an Expired signup is presented as Not Started. Use the underlying signup and relevant report when investigating those distinctions.
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Does completing a Course automatically mean that a certificate was issued?
No. Completion and certificate issuance are related but distinct outcomes. Check the user’s certificate record, including any validity or expiry information, when the question concerns a credential rather than Course completion alone.