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Company Summary report figures don't match your export

Explains why numbers in the Company Summary report may differ from a manual Excel calculation or export, including which users are excluded and how date filters affect figures.

Written by Andreea Nicoara

You may notice that the figures shown in your Company Summary report don't match a manual calculation or an Excel export. This is usually expected behaviour, the platform applies specific filters and rules when calculating its figures that a manual count may not account for.

The sections below explain the most common reasons for the difference and how to check each one.

Date type filter

The Company Summary report has a Date Type filter that controls which records are included in the count. If this is set differently to how you built your manual export, the figures will not match.

  • Complete: Only includes courses completed within the selected date range.

  • Assigned: Only includes courses assigned within the selected date range.

📌Note: Check that your manual export uses the same date range and date type (Complete or Assigned) as the report on screen.

Users excluded from the platform calculation

The platform automatically excludes certain users from its percentage calculations. If your manual count includes these users, your totals will be higher than the report shows.

The following users are excluded:

  • White cells: Staff with no training required for their role.

  • Grey cells: New starters who are still within their completion period.

  • Blue cells: Staff assigned roles such as BANK, LTS (Long-Term Sick), or MAT (Maternity Leave).

📌Note: To manually replicate the platform figure, exclude any staff in the above categories from your Excel total before calculating. See Understanding report percentages for the full manual calculation steps.

Data hasn't refreshed yet

Changes to user records, course completions, and assignments can take up to four hours to appear in your reports. If you've recently made changes and your figures still don't match, wait four hours and then check again.

Still seeing a difference?

If you've checked all of the above and the figures still don't match, use the Access Digital Assistant and connect with our support team. When you get in touch, it helps to have the following ready:

  • A screenshot of the Company Summary report showing the figures you're querying.

  • Your manual Excel export with the same date range applied.

  • The date range and Date Type Complete or Assigned you used in the report.

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