Required Roles: Editor, Reviewer
Required Permissions: Read
Kivo’s reporting feature includes dedicated training reports that help meet requirements for Quality, ICH E6 R2 Clinical Quality (GCP), and 21 CFR Part 11. You can view training data from three perspectives: User Training, Document Training, and Training Courses.
Instructions for saving a training record report are provided in the Save to DMS section below and in the Reporting Overview article.
Index
Overview of Training Reports
Training reports in Kivo are designed to give you flexible views of who has completed required training, what documents and courses they trained on, and whether they are in or out of compliance. You can report on training by:
User Training – Training history and status by user.
Document Training – Training status for specific documents.
Training Courses – High-level status per training course.
User Training Reports
Use the User Training Report to see training status for one or more users.
Step 1 – Open the User Training Report
Click the Reports icon on the left side of Kivo.
Under Training Course Reports, click User Report.
Step 2 – Apply Filters
Use the filters (see “Report Filters” in the Reporting Overview article) to narrow your results. You can filter by:
User – Quickly view the training records for a specific individual.
Course – See completion statuses for a specific course.
Version – Track completion for a specific version of a course.
Status – Quickly see which courses have not been started, are in progress, or are completed.
If you leave filters at their default settings, the report will return all available data.
This report will default to include historic training data for users that are no longer at your organization, you can check
Example: Selecting Clin Ops Training under Courses and leaving all other filters at default will show all users assigned to that course, with statuses such as In Progress and Not Started, and a variety of Due Dates.
Step 3 – Share or Save the Report
For detailed infomration on teh best way to utilize these functions, see Saving Training Reports (Save to DMS & Export).
Document Training Reports
Use the Document Training Report to see who has been trained on specific documents. This is a quick way to confirm whether users are in or out of compliance for critical documents.
Step 1 – Open the Document Training Report
Under Training Reports, select Document Report.
Step 2 - Apply Filters
There are two common ways to filter your report:
Filter by User
View all training records for a specific individual. For each document assigned to that user, you’ll see:
Status
Course
Due date
Completion date
Version
Filter by Course
View all users assigned to a specific course (for example, TMP-QA-1010 – Change Control Template). For each document in that course, you’ll see:
Users assigned
Status
Version
Due date
Completion date
Step 3 – Share or Save the Report
For detailed infomration on teh best way to utilize these functions, see Saving Training Reports (Save to DMS & Export).
Training Course Reports
Use the Training Course Report to get a high-level view of training progress, focused on entire courses rather than individual documents. This report helps you quickly see overall completion status and compliance across your team.
Step 1 – Open the Training Course Report
Click the Reports icon on the left side of Kivo.
Under Training Reports, select Training Course Report.
Step 2 – Apply Filters
There are two common ways to filter your report:
Filter by User
View all courses assigned to a specific individual. For each course, you’ll see:
Course name
Version
Status
Due date
Completion date
Example: If you select the user Kevin Tate, you’ll see all courses assigned to him (for example, Document Management, Clinical Trial Procedures, and Inspection Readiness).
Filter by Course
View all users assigned to a specific course. For each user enrolled in that course, you’ll see:
User name
Version
Status
Due date
Completion date
Step 3 – Share or Save the Report
For detailed information on how to save or export reports, see Saving Training Reports (Save to DMS & Export)
Saving Training Reports (Save to DMS & Export)
Save to DMS
Use Save to DMS when you want to store a training report as a controlled record in Kivo, for example for audit or inspection purposes.
Step 1 – Open the Save Menu
From the report, click the Save menu. You will see options such as:
PDF
CSV
XLSX
Save to DMS
For training records, Save to DMS is commonly used with the Training Course Report or User Training Report.
Step 2 – Configure “Save to DMS”
Select Save to DMS.
Complete the fields:
a) Name of Report
Follow your organization’s naming convention (if applicable). You can use variables such as#{{Current Date}}or#{{user}}so each saved report name is generated automatically. This is especially helpful when using Save Multiple Reports to create one report per selected user.b) Format
Choose PDF or CSV.c) Cabinet
Select the content cabinet where the report will be stored (for example, Quality).d) Folder
Choose the folder within that cabinet (for example, 01. Controlled Documents > 01.07 Other).
Step 3 – Verify the Saved Record
Navigate to the cabinet and folder you selected (for example, Quality > 01. Controlled Documents > 01.07 Other) and open the saved file (for example, User Report 2025_2025-06-02–Darshan Patel) to confirm the training record has been stored correctly.
Save to PDF, CSV, or XLSX
In addition to saving to DMS, you can export reports as:
PDF – For static, easy-to-read documents.
CSV – For simple data export and use in spreadsheets or other tools.
XLSX – For Excel-based analysis and formatting.
These export options allow you to choose the most convenient file type for review, sharing, or offline analysis.
[Training & Qualification] > [Reporting] > [Generating and Saving Training Reports]