The Learner Communications Report produces a list of calls, emails and SMS messages linked to Learner Records that meet the specified criteria.

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Report Options

The following customisation options are available:

• Learners Report Type – This controls which date is used in the learner record to determine whether communications for that learner are included in the report or not. Four types are available:

  • In learning between dates will include any learners that are in learning for any time within the date range.

  • Starters between dates will include any learners whose Start Date falls within the date range.

  • Leavers between dates will include any learners whose Actual End Date falls within the date range.

  • Created between dates will include any learners whose Created date (indicating when they were entered into PICSWeb) falls within the date range.

  • Expected End between dates will include any learners whose Expected End Date falls within the date range.

  • Leavers or Expected End between dates will include any learners whose Expected End Date or Actual End Date falls within the date range.

  • All will include all learners.

• Learners From and To – Here you can specify the date range that will determine which learners will have their communications included in the report. You can either choose a Fixed Date and choose the relevant dates from the calendar date selector, or choose one of the relative values such as Today, Start of Week, Start of Month or others. If you choose a relative value, it is possible to add a positive or negative Offset value, which will adjust the date by the specified number of weeks. For example, choosing End of Week with a +1 Weeks Offset value will run the report from the end of the next week.

• Episode Status – Here you can restrict the report to learners whose episodes are on a specific status at the time the report is run.

• Communications Report Type – This controls which date is used in the communication record to determine whether the communication is included in the report or not.

  • Choosing Communications between dates will use the communication date.

  • Choosing All will include communications for all learners in the report.

• Communications From and To – Here you can specify the date range that will determine which communications are included in the report. You can either choose a Fixed Date and choose the relevant dates from the calendar date selector, or choose one of the relative values such as Today, Start of Week, Start of Month or others. If you choose a relative value, it is possible to add a positive or negative Offset value, which will adjust the date by the specified number of weeks. For example, choosing End of Week with a +1 Weeks Offset value will run the report from the end of the next week.

• Communication Type – Here you can restrict the report to emails, calls or SMS messages. You can add multiple types to the field and remove any added ones by selecting the X icon.

• Communication Direction – Here you can restrict the report to either Incoming or Outgoing communications

• Communication Tags – Here you can restrict the report to communications with specific Tags. Choosing a tag from the drop-down menu will add it to the field. You can add multiple tags to the field and remove any added ones by selecting the X icon. The following tag options are available:

  • Any – This will restrict the report to communications that have at least one of the specified tags.

  • All – This will restrict the report to communications that have every specified tag.

  • None – This will restrict the report to communications that do not have any of the specified tags.

• Learner Tags – Here you can restrict the report to communications for learners with specific Tags. Choosing a tag from the drop-down menu will add it to the field. You can add multiple tags to the field and remove any added ones by selecting the X icon. The following tag options are available:

  • Any – This will restrict the report to learners that have at least one of the specified tags.

  • All – This will restrict the report to learners that have every specified tag.

  • None – This will restrict the report to learners that do not have any of the specified tags.

• Learner Status – Here you can restrict the report to communications for learners with specific statuses. Choosing a status from the drop-down menu will add it to the field. You can add multiple statuses to the field and remove any added ones by selecting the X icon.

• Sites – Here you can restrict the report to communications for learners linked to specific Sites. Choosing a site from the drop-down menu will add it to the field. You can add multiple sites to the field and remove any added ones by selecting the X icon.

• Qualification Plans – Here you can restrict the report to communications for learners with specific Qualification Plans linked. Choosing a plan from the drop-down menu will add it to the field. You can add multiple plans to the field and remove any added ones by selecting the X icon. The following plan options are available:

  • Any Of – This will restrict the report to learners that have at least one of the specified plans linked.

  • None Of – This will restrict the report to learners that do not have any of the specified plans linked.

  • Is Blank – This will restrict the report to learners with no plans linked.

  • Not Blank – This will restrict the report to learners with at least one plan linked.

• Contracts – Here you can restrict the report to communications for learners linked to specific Contracts. Choosing a contract from the drop-down menu will add it to the field. You can add multiple contracts to the field and remove any added ones by selecting the X icon. The following contract options are available:

  • Any Of – This will restrict the report to learners that have at least one of the specified contracts linked.

  • None Of – This will restrict the report to learners that do not have any of the specified contracts linked.

  • Is Blank – This will restrict the report to learners with no contracts linked.

  • Not Blank – This will restrict the report to learners with at least one contract linked.

• Programme – Here you can restrict the report to communications for learners enrolled on specific programmes. You can add multiple programmes to the field and remove any added ones by selecting the X icon.

• Funding Organisation – Here you can restrict the report to communications for learners funded by specific funding organisations. You can add multiple funding organisations to the field and remove any added ones by selecting the X icon.

• Officer – Here you can restrict the report to learners linked to a specific Officer via a specific Relationship.

• Officer Tags – Here you can restrict the report to learners linked to Officers with specific Tags.

• Organisation – Here you can restrict the report to learners linked to a specific Organisation via a specific Relationship.

• Past Expected End – If this is ticked, communications for learners that have passed their Expected End Date will be included.

• On Break-in-Learning – If this is ticked, communications for learners that are marked as on a Break in Learning will be included.

Report Output

The learner communications report consists of a single sheet listing all matching communication records. Along with the core learner details, any Optional Fields chosen when building the report will be included as additional columns.