Use reports and handle participant information

Use reports to plan follow-up

Reports help the company administrator follow enrollment, completion and overdue work. Compare the report with the assignment's audience, deadline and delivery state before deciding that someone needs a reminder. An accepted invitation and a completed lesson describe different events.

Overdue work excludes drafts, completed assignments, inactive participants and withdrawn participation. A change in audience or status can therefore change the eligible totals. The report is a view of the recorded state, not proof of future behaviour or an assurance that an organisation meets a particular compliance standard.

Export and interpret grouped results

1. Open Reports and choose Export report. This downloads a department-grouped CSV that includes completion and overdue counts.
2. Check the grouping and the reporting time before comparing files from different dates. Keep the original export if you need an evidence trail.
3. Groups with fewer than five active participants are suppressed in grouped exports. Do not treat a suppressed result as zero activity or no risk.
4. Store exported files in the organisation's approved location, restrict access and apply your agreed retention process. A downloaded file remains outside Varde's deletion controls.

Understand who can see what

The company administrator can see participant identities and completion. Administrator state, reports and learning audit details omit individual quiz grades. This is not anonymous reporting.

Learners see their own result through a private bearer link. Anyone holding that link can access the result and submit answers, including an administrator who retrieves the link. Do not promise staff that administrators are technically unable to see scores. Keep learner URLs out of shared documents, screenshots and support tickets.

Handle participation changes and removal

Use People to reflect inactive staff and withdrawn participation before launching further training. Participant removal invalidates their learner links, deletes their enrollments and redacts stored invitation content. Review the consequences before removing a person simply to correct an address or department.

Live-record removal does not by itself establish deletion from every backup, audit record or previously downloaded export. Agree retention and recovery handling with the operator and your own data owner. Use your organisation's process for access, correction and deletion requests.

Agree the company's reporting rules

• Tell participants why the training is provided, who can access information and how they can raise questions.
• Limit report recipients to people who need the information for the agreed purpose.
• Choose a review cadence and define who follows up delivery failures and overdue assignments.
• Agree retention, export handling and the operator's backup arrangements before wider rollout. Automatic off-site backup copies are not part of the current pilot arrangement.