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How to Sort Course Reports

 

When you're reviewing learner progress, scrolling through unfiltered data can be overwhelming. ProProfs lets you sort course reports by name, email, time taken, and more, so you can quickly identify who's progressing, who's behind, and how long learners are taking to complete training.

 

This is especially useful for audit prep, compliance checks, or targeted follow-ups with individuals or teams.

 

 

Why sorting matters

 

Sorting helps instructors and admins:

• Spot delays by checking who spent too much or too little time on a course

• Prepare weekly/monthly summaries by sorting filtered date ranges

• Check completion patterns across departments or roles before audits

• Flag users for follow-up by combining sorting with progress or quiz scores

 

Here's what a course report screen will look like:

 

 

This article covers:

1. Sorting Reports by Name or Email

2. Viewing & Sorting Learners Based on the Time Spent on a Course

3. Downloading Reports

 

How to Sort Reports by Name or Email

 

1. Click the number under a course's "Reports" column on your ProProfs Training Maker dashboard.

 

 

2.1 On the Reports page, click the "First Name" or "Last Name" label to sort learner reports according to their names in ascending or descending order. 

 

 

2.2 Similarly, you can click the Email label to sort learners according to their email addresses in ascending or descending order.

 

 

2.3 Click the Time Taken label to sort the learners based on the time spent on the course in ascending or descending order.

 

 

 How to Download Reports

 

1. Click the download icon to download the course report.

 

 

Additionally, several options enable you to customize how reports are presented. For example, you can display up to 1500 report entries by clicking the Show dropdown list in the screenshot below.

 

 

2.1 To choose the columns on the reports screen, click the Columns dropdown list.

 

 

2.2 You can further sort the reports by the number of days; for example, reports from the last seven days, 14 days, etc. To do that, click the All-time dropdown list. Depending on your requirements, you can even enter specific dates to extract reports.

 

 

2.3 Lastly, you can add a note to a learner's report. Go to the rightmost column, Notes, and click the edit icon below it.

 

 

Write a note in the text box provided and click Save.

 

 

 

Pro Tip: Use Notes for quick follow-ups

 

Need to remind yourself about a learner’s status?

Go to the rightmost Notes column, click the edit icon, and add a short comment like "Manager notified" or "Pending resubmission." This is useful for tracking status without needing a separate spreadsheet.

 

 

Best practices for sorting course reports

 

1. Sort by "Time Taken" carefully when courses are short or flexible.

If a course is short (e.g., a 10-minute compliance refresher), some learners may leave it idle for hours without actually engaging. Always check the completion date along with the time taken to get a clearer picture.

 

2. Use date filters before sorting large reports.
If you have hundreds of users, applying a date filter first (like "Last 7 days") makes sorting faster and more meaningful. Otherwise, sorting a full-year report might mix outdated and current data together.

 

3. Confirm group filters before exporting.
If you manage multiple groups or departments, always double-check that you have the right group selected before sorting or downloading reports. Otherwise, you might pull data for all users instead of just one team.

 

4. Add internal notes for any manual interventions.
If you manually adjusted or followed up with a learner (e.g., reset their course, extended access), use the Notes field to record it. It will save time during audits or management reviews.

 

5. For audit reports, always sort and export on the same day.
Because live learner activity updates constantly, a report sorted today could look slightly different tomorrow. If you’re submitting it for compliance, HR, or management purposes, export your sorted view the same day.

 

 

And that's it! If you encounter any issues or have any questions, don't hesitate to contact our support team.