Reports and exports

Reports and exports

The mental model

Reporting sits in its own area of the admin app, separate from the program builder. The builder is where you configure a program; reporting is where you observe one. Nothing you do in reporting changes a program’s setup.

Reports fall into a few groups, and it helps to know which group you’re in before you go looking for a number:

• An overview dashboard — headline numbers across all your programs.
• Program reports — the detail for one program: who’s doing what, and how far along they are.
• Relationship reports — handshakes and 360 feedback, which carry extra privacy rules.
• Communication reports — whether messages are actually reaching people.
• The export area — where reporting data becomes a file you can take elsewhere.

The overview dashboard

The dashboard is the landing point for reporting. It answers “how is the portfolio doing?” rather than any one detailed question. It shows counts of active programs, total participants and active cohorts, alongside two health measures — a satisfaction score and a session completion rate — each with a short recent trend.

Below the headline numbers it lists your programs with a health indicator per program, and charts participation across programs and health trends over time.

The dashboard has a date filter with quick presets (such as the last 30 or 90 days) and a custom range. If you enter a range backwards, it is quietly corrected rather than rejected.

An important caveat: the dashboard reflects programs that have data in the selected window. If a program is newly created and nothing has happened in it yet, it will not carry meaningful health numbers — that is an absence of activity, not a fault.

Program reports

For a single program, reporting covers the areas a program admin usually needs to account for:

• Cohorts — membership and progress by cohort.
• Program progress and task completion — how far participants have moved through the journey.
• Sessions — session activity, reported separately from the support giver side and the support receiver side, because the two answer different questions (“are my coaches delivering?” vs “are my participants attending?”).
• Exercises — completion across the program, with a per-package drilldown.
• Training — progress through training modules.
• Goals and goal progress — development goals set, and how they are advancing.
• Communication — message activity for that program.
• Demand form results — what participants asked for at intake.

These share a common filter and layout, so once you have learned one you have broadly learned them all.

Relationship reports: handshakes and 360

Handshake reports show the state of two-party agreements — who has responded, who has not, and what is still outstanding. They come in two scopes: a report for a single program, and a tenant-wide report across all of your programs. Handshake data can also be pulled out as a file.

360 reports are where the privacy rules bite hardest, and they get their own section below. There are two admin views: an organisational view that lays out 360 results as a grid across your organisation, and a feedback view that summarises 360 activity. Both read through the same protected path — no admin view gets an unmasked number that a participant would not be allowed to see.

Communication reports

Three views cover whether your messages are landing:

• Send volume — how much is going out.
• Engagement rates — whether it is being opened and acted on.
• Silent failures — messages that failed without anyone noticing.

Send volume and engagement are available to tenant administrators. The silent-failures view is deliberately restricted to system-level administrators only: it is a diagnostic surface, not a program-management one.

Who can see what

Access to reporting is granted per area, not as one blanket “reports” permission. In practice this means an admin can hold some report areas and not others. The distinct areas are:

• The overview dashboard (which also governs the marketplace views).
• Program reports.
• Relationship reports (handshakes and 360).
• Communication reports.
• Export.

Export is its own separate permission. Being able to read a report on screen does not automatically mean you can export it — that is an intentional split, because taking data out of the platform is a different act from looking at it.

On top of the per-area permissions, every report resolves which organisation’s data you are entitled to before it runs. If that cannot be established, the report does not fall back to showing you something — you are either returned to the start or refused. Reporting fails closed: when scope is uncertain, you get nothing rather than the wrong organisation’s data.

Exports

The export area has four parts:

• Quick exports — one-click exports for the common report types: participants, sessions, exercises, training, goals, handshakes, communication, 360 feedback, forms, programs and cohorts.
• A builder — for choosing the report type, format, and which programs and cohorts to include.
• History — past exports and their status, with download links.
• Scheduled exports — exports that recur on a set frequency and are emailed to named recipients.

Formats. Exports are available as CSV, Excel and PDF. If you request a format that is not supported, you are told so up front — before anything is generated — rather than being handed a file that does not open. PDF and Excel exports pick up your program’s branding where it can be resolved; if branding cannot be resolved, the export still succeeds, unbranded.

Delivery. An export can be downloaded directly or emailed to recipients you nominate.

Availability. Exported files do not live forever. An export expires roughly a month after it is created, after which the download is no longer available and you would generate a fresh one. This is deliberate — stale exports of people data should not accumulate indefinitely.

Scope. An export is checked against your permitted programs and cohorts before it runs. If you request a program or cohort you are not entitled to, the whole export is refused rather than quietly returning the subset you are allowed to see. Requesting an unrecognised report type is likewise refused outright — no export ever ships data under the wrong label.

Why a number is hidden: 360 anonymity

This is the part admins most often need explained, usually because someone has asked “why can’t I see this score?”

360 feedback protects the people who give feedback. The rules are enforced in one place, applied to every viewer including admins, and they cannot be bypassed by holding a broader permission. By default each of the thresholds below is three responses, and each is configurable per program.

The total gate. A subject’s results stay entirely hidden until enough people have responded overall. Below that minimum there are no scores, no comments and no breakdowns — for anyone. A self-assessment never counts toward this total; the subject rating themselves cannot unlock other people’s feedback.

The per-perspective gate. Even once the total is met, each relationship group (manager, peers, team members) has to clear its own minimum before that group’s results appear. So a report can legitimately show peer results while manager results stay hidden — the peers cleared the bar and the managers did not.

The “Other” grouping. Groups that fall below their own minimum are sometimes combined into a single “Other” bucket so their feedback is not wasted. This only happens when at least two separate groups are being merged and their combined count clears the minimum. A single below-threshold group is never relabelled as “Other” — that would just be the same small group under a new name, and would point straight back at the individuals in it.

Free-text comments. Written comments have their own per-question minimum, and when they are shown they are deliberately reordered so that the sequence of comments cannot be lined up against the order people responded in.

The refresh gate. Results do not update on every single new response. A minimum number of new responses must arrive before the picture refreshes. Without this, a viewer who checked before and after one new submission could work out exactly what that one person said.

Export follows the same rules. A 360 export cannot include what the screen would not show. Below-threshold figures arrive at the export already suppressed — exporting is not a way around the gates.

Failing closed. If the system cannot confidently determine which anonymity settings apply, it does not guess and it does not fall back to the defaults. It applies the strictest possible interpretation and hides the report. A privacy protection that fails should fail toward hiding, never toward revealing.

Reading a masked report without misreading it

In the organisational 360 view, subjects whose feedback has not cleared the threshold appear in the grid with no score rather than being dropped from it. The view also tells you how many subjects are currently below threshold.

This distinction matters. A blank cell means “not enough responses yet” — it does not mean a low score, and it does not mean the person was skipped. If a large share of your grid is blank, the action is to chase responses, not to escalate a performance concern. Treating a masked cell as a bad result is the single most common misreading of a 360 report.

Sharing a report with someone

Separately from admin reporting, a support receiver can share their own report with the people they are actively working with — their coach, manager or HR business partner, as those relationships are modelled in their matches. Sharing is only offered when such a relationship actually exists; there is no route for a participant to send their report to an arbitrary person.

Key terms admins will see

• Threshold / minimum responses — the number of responses needed before 360 results become visible. The anonymity gate.
• Below threshold — not enough responses yet. An empty state, not a low score.
• Quick export — a one-click export of a standard report type.
• Scheduled export — a recurring export emailed to named recipients.