Schoox provides you with a powerful reporting tool within your academy, giving you the ability to track academy members' progress in a number of ways.
Users with Admin rights or Managers with the Reporting permissions are able to create customized reports. The Report Builder provides very detailed data about your members' training performance, based on the specific parameters you set up.
They can then choose to export each report as a CSV or PDF file. CSV is the default; nothing changes for a report unless a manager picks PDF for it specifically.
Moreover, they can create report templates that will be available to anyone who has reporting permissions.
Last but not least, they have the option to schedule the reports to be automatically delivered to either themselves or to others within the organization based on the academy's org structure.
Navigation
In the left navigation, make sure you are in the Team Workspace.
When in the Team Workspace, select Reporting and then select Report Builder.
Creating Reports
To create a new report, select the Create New Report button in the top-right corner of the screen.
Select your desired report type and then Continue. You can return to the previous page, if needed, by clicking the Back to control panel button at the top of the page.
Once you have selected the report type, you are ready to set up the Report Options.
A) Give the report a unique name that differentiates it from others like it.
B) Select from the drop-down list the item(s) on which you'd like to run the report, verify the correct time zone, and determine the group of members to use. You can also run the report as a PDF, as opposed to a CSV. (See Report Options below)
C) On the left, select the Fields that you want to include. Fields in white can be deleted if not needed. Rename the field by selecting the gear icon. Rearrange the order as needed by drag and drop; the order of your fields also defines the order of the columns in your report. See also Editing the Fields the Report Builder
D) Add new fields by selecting them from the drop-down list.
E) The Description field allows you to add helpful context about the report.
Saved Report Builder report descriptions will appear in the saved reports lists. An information icon appears next to each report name that includes a saved description. Hovering over this icon displays the associated description, allowing users to quickly understand the report without needing to open it.
F) If you'd like to schedule a report to run at set intervals, select the arrow to view its options. (See Schedule Report below)
G) Add a custom message to the email sent out with a scheduled report and Save and Download notification.
H) Determine who should appear in the report using your organizational structure and rules. (See Combining Structure below)
I) Select the big green button to view a sample of what the report will look like. The preview will only include the first few results, not the full report. The preview looks the same no matter which File type is selected for the report.
J) If specific organizational elements chosen in H above, the report can be published as Public. Anyone with reporting capabilities in your academy can access it, and then run the report on whomever they'd like. If marked Private, it will be yours and yours alone to use in future reporting.
In the Report Options panel, a File type dropdown lets you choose whether this report is saved as a CSV or a PDF. CSV is the default for new reports, and your choice is remembered with the report until you change it. This is labeled "File type" specifically so it isn't confused with the report type you chose when creating the report, or with the sharing-type "Type" column on the reports listing page.
K) Select Save if you just want to save the report or Save and Download if you want to download the report now and also save it for future use.
Once created, you can assign each saved report to your preferred section individually.
Report Options
In the Report Options, you have the option to select if your report will include data from all of the academy's events, courses, Learning paths, or from specific ones. You can select to include "All items", select all and deselect some of them, or select specific ones. Just click on the "All Items" checkbox to find the three different selections.
A dropdown with all time zones is available where you can select in which timezone you want the date/time fields to be displayed in your report. You also have the option to select if your report should include both Employees and Guests, or only Employees/External Members. You can also select if you want to populate the report for Active or Past Employees. Lastly, the report, by default, will be produced as a CSV file, but you can choose to have it produced as a PDF, instead.
Exported PDF Layout
A report exported as PDF opens with a cover page showing your academy's logo (if your academy has one set), the report's title with a colored accent bar, and a few key details: the academy name, the export date and time (with time zone), and the org-structure scope the report covers — above units, units, or jobs.
After the cover page, the report's data appears as a table, identical to what you'd see in the CSV export — the PDF never adds or removes columns. If a report has no results for the filters you selected, the PDF still generates: you'll see the cover page followed by a message that no data is available for the selected filters.
The PDF renders in the same language as the rest of your report, including right-to-left layout for Hebrew, Arabic, and Urdu.
Schedule Report
You have the option to create scheduled reports for you or other members within your organization. You can now set up the needed parameters, based on your needs.
For more information about how to schedule your report, please read also: Scheduling Emailed Reports in the Report Builder
Fields: Every type of report has some predefined fields. You can now edit these fields, add or delete some of them, change their order (with a simple drag & drop), creating the report that perfectly meets your needs. Please note that the order of your fields also defines the order of the columns in your report.
For more information about how to edit the fields in your report, please read also: Editing the Fields the Report Builder
Combining Structure
You can create reports using multiple filters, e.g., taking into account two types of above units. On the top of the page, select the Above Unit and Unit for which you wish to create a report.
To use multiple filters, select the "+" icon on the right part of the filters.
Select the extra Above Unit and Unit you wish to take into account for the report.
- 1 OR 2: to include the users that are either in the first or in the second org node
- 1 AND 2: to include the users that are in both org nodes 1 and 2.
- 1 NOT 2: to include the users that are in the first org node but are not in the second one.
Accessing Reports
Reports will be saved in the Report Builder tab. If the report is a public one, it will be available also to Managers with the Reporting permission enabled.
There are Public, Private and Scheduled reports. On the report list page, you can switch between the different types at the top of the page.
- Private reports are viewable only to the individual who created it. They are either simply marked as "Private" or include specific organizational elements the report is tracking, since not everyone has the same access.
- Public reports are those that are accessible to anyone who is able to run reports. Reports cannot be saved as public if an organizational element is selected. Think of public reports as baseline templates. Organizational elements can be added before running the public report.
- Scheduled reports are those that will run consistently at set times.
There are several actions available to you regarding the reports you have created:
- Download as CSV / Download as PDF - one-off downloads in the format you choose from the menu. In the window that arises, you have to select at least one Above Unit in order to be able to download any report; only Admins are able to download a report without having selected a specific org node. Choosing one of these does not change the report's own saved File type.
- Edit
- Copy — the copy keeps the original report's saved File type.
- Delete
On this page, you can use the search field to find the report you're looking for, as well as the available sorting options. Reports can be sorted by title (A to Z or Z to A), by owner (A to Z or Z to A), or by creation date (oldest to newest or newest to oldest).
Reports can be edited or deleted by the individual who originally created them. For Public reports specifically, any Admin or Training Manager in the academy can also edit or delete the report, regardless of who created it — the creator-only restriction applies only to users who have the Report Builder job permission without full Admin or Training Manager rights.
The reports list also includes a File type column (after the Last modified at column) showing whether each report is saved as CSV or PDF. Reports that existed before this option was introduced show CSV.
They can also be downloaded, copied, and organized into sections.
To download, copy, or edit a report, select the three-dot menu next to the desired report. The available options will then appear.
To choose which section your report belongs to, select the Choose section icon.
Alternatively, you can change a report's section using the relevant icon to the left of the report title.
Sections
You can create sections to categorize your saved reports. To create a section, click Add Section.
In the pop-up window, enter a section name and click Save.
All reports are generated entirely in the background. Once a report is complete, users who requested it are notified via both email and in-app notifications, which include a direct link to download the report.
Please note:
- Only Private reports can be related to a specific Unit/ Above Unit.
- Managers will be able to download every public report, but they will not be able to see the data from other Above Units or Units not connected to their Above Units.
- Μanagers can create only private reports.
- Admins can create and save Public Reports without selecting any organizational structure. Managers can only save Private Reports of this type (without selecting any organizational structure)
- Only Private reports can be scheduled to be sent via email.
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