This article walks you through the steps to see which users in your account haven't been doing their Cloud Academy training during the time period you specify. You must be an administrator in an enterprise account to use the procedures in this document.
This article contains the following sections:
- Why Identify Inactive Users
- How to Identify Inactive Users
Why Identify Inactive Users
Administrators want to know which users aren't taking full advantage of their Cloud Academy training so the admins can follow up or remove these users from the platform to make room for other learners. For small enterprises, admins can review each learner's stats individually, but for large enterprise accounts, the number of learners can be too large for that kind of review. One of the most common requests we receive from admins of our large enterprise customers is a way to see who hasn't been training.
While there isn't a single report admins can run to identify these inactive users, you can accomplish this goal by combining information from a couple different sources.
How to Identify Inactive Users
To identify the users in your Cloud Academy account that haven't been using the training, you first download a couple spreadsheets:
- CSV list of users from your Members page
- Member Usage Summary report
Note: A CSV file is a generic spreadsheet file where commas indicate where one value ends and the next value begins. CSV stands for "comma-separated values." This kind of file can be opened by just about any spreadsheet application, as well as databases and many other kinds of applications.
Using the procedures below, you copy some of the information out of your Members list and paste it in to your Member Usage Summary report spreadsheet so that you can compare which members appear in both lists.
How to Download the Members List as a CSV
Use the following steps to download a CSV file of all the members currently in your Cloud Academy account:
- From the dashboard, pause over your company name in the upper right-hand corner of the screen. Click Members from the list that appears.
The Members screen appears.
- Click the button with three dots that appears to the right of the Invite Members button. Choose CSV from the menu that appears.
How to Download the Member Usage Summary Report
The Member Usage Summary report lists each user with summary consumption metrics (such as time invested, starts, and completions) for a given time range by content type. For this procedure, you are interested in only the email address and the time invested. Use the following steps to download the Member Usage Summary report:
- From the dashboard, hover your mouse over your company name that appears in the upper right-hand corner of the screen. click Reports from the list that appears.
The Reports screen appears.
- Click the date range that appears next to the Member Usage Summary title and choose the time frame for the report. Choose the length of time over which you want to see which users were not taking training. Tip: If the time period you want doesn't appear in the list, you click Custom to define your own time range.
- Click Generate CSV. The system generates the report and then the button changes to say Download CSV. Click the button to download the file.
How to Combine the Data from the Spreadsheets
The following steps assume you are using Microsoft Excel as your spreadsheet program. The steps may vary if you are using a different application. Use the following steps to combine the two spreadsheets so that you can analyze the data:
- Open both the Member List and Member Usage Summary report with Excel.
- Sort the data in each spreadsheet alphabetically by email address. The following graphic shows the steps in one of the spreadsheets, but you should repeat the steps in the other spreadsheet as well.
- From the Member Usage Summary report, highlight columns B (email) and C (total_time_seconds). and copy them.
- In the Member List file, highlight two empty columns (for example, columns O and P) and paste the data into those columns.
The first columns in the spreadsheet show you who has taken Cloud Academy training during the date window you selected when you ran the Member Usage Summary report. The two columns you pasted in show all the users in your account. In the next section, you'll use conditional formatting to identify which users appear in both lists (the ones making active use of the training) and which users appear only in the second list (the ones not taking advantage of the training).
How to Apply Conditional Formatting
The following steps describe how to use Microsoft Excel to apply conditional formatting to a CSV spreadsheet. Your spreadsheet tool might use different steps. See your spreadsheet tool user's guide for specific information.
- In the combined spreadsheet that you created in the previous procedure, highlight both email address columns.
- On the Home ribbon, click the Conditional Formatting button. Click Highlight Cells Rules from the drop-down menu that appears, and then Duplicate Values... from the fly-out menu.
The Duplicate Values pop-up window appears.
- Choose Duplicate from the first drop-down menu and your preferred formatting from the second. For this example, we're leaving the default value of Light Red Fill with Dark Red Text. Click OK.
Excel highlights some of the fields in red.
- Sort columns A through G (the columns from the original spreadsheet) according to color by the email address. Separately, sort columns O and P (the columns you added) according to color by the email address. Put the cells with no color at the bottom of the list.
- Scroll down to the cells with no color.
- The non-highlighted cells in column C are users currently in your account who have not completed any training during the time period you chose when you ran the Member Usage Summary report.
- The non-highlighted cells in column O are users who are no longer in your Cloud Academy account, probably because you previously removed them.
You can choose to do additional modification to the data in this report. For example, you might:
- Delete the non-highlighted users in column O (email), since they are no longer in your account and their amount of training time isn't relevant.
- Remove the conditional formatting and delete the second email column, since it is a duplicate of the first Email column.
- Fill then total_time_seconds column with zeroes for all of the non-highlighted and then sort the data by that value to see the users ranked in order of how much time they have spent training. Tip: This is a good step to complete if you're also interested in users who have spent only a few seconds training.
- Change the formatting on the total_time_seconds column to display the training time in hours.