How to Collect Information From Learners

ProProfs Training Maker lets you collect detailed information from learners before they start a course, such as names, email addresses, or job roles. You can also ask custom questions to gather course-specific context.

But beyond just setting up fields, it’s important to understand why you're collecting this data, how it supports your goals, and what responsibilities it entails.

Here's the screengrab where learners must enter the required information before taking the course.

Why collect learner information?

Most trainers aren’t collecting data just because. They’re trying to solve problems like:

• Tracking learner completion across different teams or regions

• Proving compliance for internal or regulatory audits

• Re-engaging learners who didn’t finish a course

• Tailoring training based on job roles or knowledge gaps

• Generating reports for leadership or HR

Collecting the right data upfront makes your training more targeted, you're reporting easier, and your follow-ups smarter.

What you can collect

• Basic identifiers: name, email, phone, ID, address

• Custom data: department, location, supervisor, prior training, or anything relevant

• Consent confirmation: optional checkbox to acknowledge terms or privacy policies

You choose what to collect—no fields are forced on you.

In this article, you'll learn:

1. How to Capture User Data Such As Contact Details

2. How to Capture Information Using Custom Questions

 How to Capture User Data Such As Contact Details

Step 1: On your ProProfs Training Maker dashboard, go to Settings of your desired course.

Step 2: Go to Security and scroll down to the Tracking section. Enable/disable the details you wish to collect from your learners.

Step 3: Finally, Save your course settings.

 How to Capture Information Using Custom Questions

Step 1: On your ProProfs Training Maker dashboard, go to Settings of your desired course.

Step 2: Go to Security and scroll down to the Tracking section. Enable "Ask my own question."

Step 3: Select one type: "Choose from list" or "Write in textbox." You can add multiple questions for learners.

Step 5: Finally, Save your Course Settings.

Responsible data collection: what to keep in mind

This is where many course creators stop thinking — but it’s where you should start asking the bigger questions:

• Are we asking for anything we don’t really need?

• Do learners know why this data is being collected?

• Could this information be sensitive in some regions?

• Are we planning to use this data for anything beyond tracking?

Even if ProProfs doesn’t store or use the data beyond your setup, you, as the course admin, are responsible for:

• Stating how learner data will be used (ideally at the start of the course)

• Keeping only what’s necessary

• Complying with local laws like GDPR (EU), CCPA (California), or others

If you're unsure, it’s best to include a short notice or link to your organization’s privacy policy before learners start the course.