QTRACA has several training reports you can run whenever you need them: before a management review, when an auditor asks, or when you want to chase people up. Each one reads live records on your site and can be exported. This article covers the Overdue Training Report, the Compliance Gap Analysis and the Audit-Ready Compliance Report, and points to the other reports that have their own articles.
Where to find it: all three reports open from Training > Compliance Dashboard. Click the Overdue card for the Overdue Training Report. Gap Analysis and Generate Audit Report are buttons at the top right.
Which report answers which question
| Question | Report | Export |
|---|---|---|
| Who is late with their training, and can I remind them? | Overdue Training Report | Excel (.xlsx) |
| Which regulatory requirements are we furthest behind on? | Compliance Gap Analysis | PDF and CSV |
| What can I hand an auditor for one scheme? | Audit-Ready Compliance Report | |
| Whose licences and certificates are about to lapse? | Certification Expiration Report. See Certification Expirations and the PCQI Register. | CSV |
| Who are our Preventive Controls Qualified Individuals? | PCQI Register Report. Same article as above. | |
| How are completion rates and quiz scores trending? | Training Analytics. See Using the Training Analytics Dashboard. | None; use a scheduled report |
| Can this arrive in my inbox every week? | See Scheduled Training Reports. | Email with CSV |
Quick start
- Open Training > Compliance Dashboard and click the red Overdue card.
- Tick the assignments you want to chase and click Send Reminder (N).
- Click Export Excel if you need the list for a meeting.
- Go back to the dashboard and click Generate Audit Report. Choose a scheme and dates, click Generate Report, then Export PDF.
Overdue Training Report
This lists every open course assignment on the site that is past its due date, most overdue first.
Summary cards
| Card | Counts |
|---|---|
| Total Overdue | Every overdue assignment |
| Critical (30+ days) | 30 days or more past due. These rows are shaded red. |
| High (14-29 days) | 14 to 29 days past due. These rows are shaded amber. |
| Medium (1-13 days) | 1 to 13 days past due |
The cards always count the whole site. They do not change when you filter.
Grouping and filters
- Group By: Trainee, Training or Dept. Each group shows how many are overdue in it.
- Department: a trainee’s department is the department of their first training role on the site. Trainees with no role are Unassigned.
- Days Overdue: 7+ days, 14+ days or 30+ days.
The table shows Training (with its course type), Department, Days Overdue, Due Date, Assigned Date and Contact. The envelope icon opens an email to the trainee. Click a trainee or course name to open it.
Sending reminders
Tick rows (the header tick box selects everything the filters show) and click Send Reminder (N). For each assignment QTRACA:
- emails the trainee, if they have an email address;
- sends a push notification to any device where the trainee turned notifications on in the Training Centre;
- copies the trainee’s supervisor by email. A reminder you send always copies them, whatever their alert preferences.
You see Successfully sent N reminder(s) once the reminders are queued, and the selection clears. If sending fails you see Reminders could not be sent. and your selection is kept so you can try again. Automatic overdue emails also go out every morning. See Sending Training Reminders.
Export Excel and Schedule Report
Export Excel downloads Overdue_Training_Report_<date>.xlsx containing the rows your filters show. Its columns are Trainee Name, Email, Department, Training, Type, Days Overdue, Due Date, Assigned Date and Supervisor. Schedule Report opens Training > Scheduled Reports, so this list can be emailed on a timetable.
Compliance Gap Analysis
The gap analysis lists every active regulatory requirement that is not yet 100% complete, biggest gap first. Choose which schemes to include with the tick boxes, or use Select All and Clear All. The figures come from the courses linked to each requirement. See Regulatory Requirements and the Compliance Dashboard.
| Column | Notes |
|---|---|
| Severity | From the gap. CRITICAL is a gap of 50 points or more, HIGH 30 or more, MEDIUM 15 or more, and LOW anything smaller. The Severity Legend below the table gives the same bands as compliance percentages. |
| Scheme / Requirement | The scheme and the requirement code and name. |
| Current % | Completed assignments of the linked courses, out of all their assignments. |
| Gap | 100 minus Current %. |
| Missing | Assignments not yet completed, out of the total. |
| Recommended Action | Standard wording for the severity, for example “Plan training sessions for 3 remaining trainees within the next quarter.” |
When nothing is behind you see No Compliance Gaps Found!. Export PDF downloads gap-analysis-report.pdf. Export Excel downloads gap-analysis-report.csv, a CSV file that opens in Excel.
Audit-Ready Compliance Report
Choose a Regulatory Scheme, a Start Date and an End Date (the last 12 months by default), then click Generate Report. Nothing is saved; the report is built each time you generate it.
| Section | What it shows |
|---|---|
| Executive Summary | Overall Compliance across the scheme’s linked courses. Compliant is requirements with linked courses that are fully complete. Non-Compliant is requirements with linked courses that are not. Requirements with no linked courses are counted in neither. Requirements is the number of active requirements, Trainees the people assigned the linked courses, and Sessions the completed assignments. |
| Compliance Matrix | One row per requirement: Status (COMPLIANT at 100%, PARTIAL, or NON COMPLIANT at 0%), Compliance %, Evidence (for example “9/12 training assignments completed”) and Last Verified, the latest completion date. |
| Training Records Detail | Completions of the linked courses between the dates you chose, up to 100 rows: Trainee, Training, Completion Date, Score, Status and Certificate #, which an auditor can check on the certificate verification page. See Certificates and Verification. |
| Certification Register | Up to 50 certifications held on the site by the trainees in the report, with issuing body, issue date and expiration date. Status is worked out from the expiration date: EXPIRED once the date has passed, EXPIRING SOON within 30 days, otherwise ACTIVE. |
Export PDF downloads audit-report-<scheme>-<end date>.pdf with the same four sections.
The report identifies trainees by name only. QTRACA has no employee number for trainees, and the report deliberately never includes a trainee’s Training Centre PIN, because that is the code they sign in with.
Exports at a glance
| Button | File | Contains |
|---|---|---|
| Overdue Training Report > Export Excel | Overdue_Training_Report_<date>.xlsx | The rows currently filtered |
| Gap Analysis > Export PDF | gap-analysis-report.pdf | Summary and each gap for the selected schemes |
| Gap Analysis > Export Excel | gap-analysis-report.csv | One row per gap |
| Audit report > Export PDF | audit-report-<scheme>-<end date>.pdf | All four report sections |
Availability and permissions
- The Overdue Training Report needs the Training module and opens for Administrators, Training Coordinators and QA Managers.
- The Compliance Gap Analysis and Audit-Ready Compliance Report need the Training or Quality module. They open for Administrators, Setup Administrators, QA Managers and Training Coordinators.
- Every report covers the site you are working in.
Things to know
- Only course assignments are in these reports. Document training (read and acknowledge, document quizzes) is not in the Overdue Training Report or the compliance reports.
- A renewal that is due but not yet assigned is not overdue. Ben’s annual Food Safety Fundamentals lapsed a week ago, but he will not appear here until a renewal is assigned and passes its due date. Use Bulk Renewal for lapsed training.
- The Supervisor column in the Excel export is empty. It is not filled from the trainee’s supervisor. Reminders still reach the supervisor.
- “Missing trainees” means missing assignments. Someone with two unfinished linked courses counts twice.
- A requirement with no linked courses is not a gap. It is left out of the gap analysis entirely, because there is nothing to act on. It shows as NON COMPLIANT with 0/0 in the audit report’s matrix.
- Completed stays completed. The compliance figures count a completion even when an annual course has since lapsed.
- There is no standalone Training Completion or Compliance Summary report on screen. Those are available as emailed scheduled reports. The same figures are on Training Analytics and the Compliance Dashboard.