---
title: "Skill reporting"
slug: "skill-reporting-1"
tags: ["Reference", "Skills", "Totara Learn", "Totara Skills"]
updated: 2026-10-08T07:25:59Z
published: 2026-10-08T07:25:59Z
canonical: "totara.help/skill-reporting-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://totara.help/llms.txt
> Use this file to discover all available pages before exploring further.

# Skill reporting

There are four report sources for skills as detailed in the table below.

You can see more detailed information about available columns on the [report sources](/totara-20/docs/report-sources) page.

| **Report** | **Description** |
| --- | --- |
| Skill assignments | Shows users who are assigned to skills. |
| Skill status | Shows users' progress and proficiency on their assigned skills |
| Skill status history (legacy) | Shows users' progress on their assigned skills. |
| Skill ratings | Shows manual ratings for users on their assigned skills. |

## Skill reporting use cases

We have provided a few common examples of use cases for skill reporting. Expand on a use-case challenge below to see how it can be resolved by [creating a report](/totara-20/docs/create-a-user-report) with the **Skill status** report source, and relevant configuration of the report.

**![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-HUQLH37B.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D) **As an L&D lead, I want to identify which clinical skills have the lowest proficiency across departments, so I can target training interventions and ensure compliance.****

How to achieve this with the **Skill status** report:

This report works when you have assigned skills using, for example:

- Job assignments (e.g. all nurses)
- Audiences, which can group users based on job assignment, department, positions or other criteria

Create a report using the **Skill status** report source:

1. Under the **Columns** tab, set the first column to **Skill name**.
2. Add two further columns to show the number of users who:
  - **Is proficient** (aggregated using sum)
  - **Is not proficient** (aggregated using sum)
3. Delete any other columns.
4. Click **Save changes**.
5. Add filters to narrow down your data:
  - **Skill name**
  - **User’s organisation(s)**
  - **User’s position(s)**
  - **User is a member of audience**
6. Click **Save changes**.
7. Create a graph based on the data:
  - Click on the **Graph** tab.
  - Set **Graph type** to **Horizontal bar** or **Column** chart.
  - Set the **Category** to **Skill name**.
  - For **Data sources**, select both **Is proficient** and **Is not proficient** values in the same chart.
8. Click **Save changes** and then view the report.

![Competency proficiency report showing search filters, bar chart results, and summary table.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-K1GGQXDD.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D)

**![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-J6P3UQ8P.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D) **As a Staff Manager, I want to identify which skills still require supervision, so that I can make a plan to observe and sign off these skills in bulk.****

How to achieve this with the **Skill status report**:

This report works when you have assigned skills using, for example:

- Job assignments (e.g. all nurses)
- Audiences, which can group users based on job assignment, department, positions or other criteria

Create a report using the **Skill status** report source:

1. Under the **Columns** tab, set the first column to **Skill name**.
2. Add two further columns to show the number of users who:
  - **Is proficient** (aggregated using sum)
  - **Is not proficient** (aggregated using sum)
3. Delete any other columns, then click **Save changes**.
4. Under the **Filters** tab, add filters to narrow down your data:
  - **Framework name**
  - **User’s organisation(s)**
  - **User’s position(s)**
  - **User is a member of audience**
5. Click **Save changes**.
6. Click on the **Graph** tab and create a graph based on the data:
  - Click on the **Graph** tab.
  - Set **Graph type** to **Horizontal bar** or **Column** chart.
  - Set the **Category** to **Skill name**.
  - For **Data sources**, select both **Is proficient** and **Is not proficient** values in the same chart.
  - Click **Save changes**.
7. Next select the **Contents** tab:
  - Ensure **Report content** is set to **Show records matching all of the checked criteria below**.
  - Set the report restrictions under **Show by user** to show records based on:
    - Records for user's direct reports for any of the user's job assignments
    - Records for user's temporary reports for any of the user's job assignments
8. Click **Save changes** and then view the report.

![Report content settings page showing content controls and user visibility options.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-H752FPJD.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D)

**![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-N07G36V5.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D) **As an L&D lead or member of the People & Capability team, I want to track the overall proficiency of each department across key skills, so I can identify skill gaps and ensure that all teams are staffed with competent personnel to meet regulatory and operational standards.****

How to achieve this with the **Skill status** report:

This report works when you have assigned skills using, for example:

- User’s organisation
- Job assignments (e.g., all nurses)
- Audiences, which can group users based on job assignment, department, positions or other criteria

Create a report using the **Skill status** report source:

1. Under the **Columns** tab, set the first column to **User’s organisation name(s)**.
2. Add two further columns to show the number of users who:
  - **Is proficient** (aggregated using sum)
  - **Is not proficient** (aggregated using sum)
3. Delete any other columns.
4. Click **Save changes**.

> [!WARNING]
> A warning will be displayed when you have added your columns and clicked **Save changes**, advising:
> 
> - User's Organisation Name(s) is not compatible with the aggregation option of Is Not Proficient.
> - User's Organisation Name(s) is not compatible with the aggregation option of Is Proficient.
> 
> These warnings can be ignored. You can continue setting up your report and the report will still display as expected.
5. Add filters to narrow down your data:
  - **Skill name**
  - **User’s organisation(s)**
  - **User’s position(s)**
  - **User is a member of audience**
6. Click **Save changes**.
7. Create a graph based on the data:
  - Click on the **Graph** tab.
  - Set **Graph type** to **Horizontal bar** or **Column** chart.
  - Set the **Category** as **User’s Organisation name(s)**.
  - For **Data sources**, select both **Is proficient** and **Is not proficient** values in the same chart.
8. Click **Save changes** and then view the report.

![Competency proficiency report showing results by organisation with bar chart and summary table.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-5LMQQPDP.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D)

**![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-58J7IYRU.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D) **As a Staff Manager or supervisor, I want to review skill proficiency within different role groups on my team, so I can identify where targeted development is needed and ensure each role has the capabilities required to perform effectively.****

How to achieve this with the **Skill Status** report:

This report works when you have assigned skills using, for example:

- Job assignments (e.g. all nurses)
- Audiences, which can group users based on job assignment, department, positions or other criteria

Create a report using the **Skill status** report source:

1. Under the **Columns** tab, set the first column to **User group**.
2. Add two further columns to show the number of users who:
  - **Is proficient** (aggregated using sum)
  - **Is not proficient** (aggregated using sum)
  - Delete any other columns.
3. Click **Save changes**.
4. Under the **Filters** tab, add filters to narrow down your data:
  - **User group**
  - **User’s organisation(s)**
  - **User’s position(s)**
  - **User is a member of audience**
5. Click **Save changes**.
6. Click on the **Graph** tab and create a graph based on the data:
  - Click on the **Graph** tab.
  - Select **Graph type** as **Horizontal bar** or **Column** chart.
  - Set the **Category** as **User group**.
  - For **Data sources**, select both **Is proficient** and **Is not proficient** values in the same chart.
  - Click **Save changes**.
7. If you want to add report restrictions, select the **Contents** tab:
  - Ensure **Report content** is set to **Show records matching all of the checked criteria below**.
  - Set the report restrictions under **Show by user** to show records based on:
    - Records for user's direct reports for any of the user's job assignments
    - Records for user's temporary reports for any of the user's job assignments
8. Click **Save changes** and then view the report.

![Competency proficiency report showing results by user group with bar chart and summary table.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-RDY806YI.png?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D)

> [!WARNING]
> With the above use case examples, the filters listed to be added to your report are examples. You can add further filters to support your reporting needs, such as date range type filters.

  

> [!NOTE]
> If you're assigning skills via audiences, consider creating [dynamic audiences](/totara-20/docs/create-a-dynamic-audience) based on criteria like:
> 
> - Job assignment (e.g. all nurses)
> - Department or organisation
> - Learning completion or previous skill status
> 
> This allows you to manage assignment at scale and ensures your reports reflect the right groups of users.

![Course badge](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/course-badge_reports-reporting.svg?sv=2026-02-06&spr=https&st=2026-11-01T17%3A00%3A07Z&se=2026-11-01T18%3A00%3A07Z&sr=c&sp=r&sig=FSsSEvbYvi7IqS4SEJPv6hYBYY32aKA4hh16FPZXDAM%3D) Get involved in the conversation about [Reporting](https://totara.community/container/type/workspace/workspace.php?id=538) on the Totara Community.

Why not visit the Totara Academy for our latest course on [Reports](https://totara.community/mod/page/view.php?id=24538) in Totara. Here you can learn more on how to use reports, see best practice, and give it a go yourself.

Join the [Totara Community](https://totara.community/) for more resources to help you get the most out of Totara.

© Copyright 2026 Totara Learning Solutions. All rights reserved.