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Completion records, Team progress, the completion-records export, certificates, reminders and retention — and what AccessPoint Learning records about learners.

Last updated: November 10, 2026 by Steve

Completion Records and Team Progress

When someone completes a learning path, AccessPoint keeps a completion record. Training leads follow their people in Team progress and export the records for an audit, a personnel file or a learning-management system. This page also sets out exactly what AccessPoint Learning records about the people who learn, for employee-monitoring policies and works councils.

The Help beside Export completion records opens this page.

Completion Records

A completion record is written when someone completes a learning path by its rule. It holds:

  • who completed it, the learning path and its version;
  • the modules and the versions done;
  • the day it was completed and its last valid day;
  • each Acknowledge step's statement, with the file and the module version it was about;
  • how each step was known to be done — checked by AccessPoint, confirmed by the mentor, or the person's own statement;
  • the person who assigned it.

A record is never changed afterwards, except to be marked Review needed after a material change (or revoked, with its certificate). A learning path completed again — renewed after it expired, or reviewed after a material change — gets a new record beside the earlier one: a new cycle.

Team Progress

Open Learning paths and progress from the Training hub and choose Team progress. Beside the item states and Due, each person's row shows, for their current cycle:

  • Overdue;
  • Expires — on a renewal, the last valid day of the completion it renews, with · recertifying;
  • Certified — their completion holds a certificate.

Export CSV downloads the progress table, with these columns when they are shown. Export completion records downloads the records you may see as a CSV file that learning-management systems can import. Its fixed columns are UserPrincipalName, Email, CurriculumCode, CurriculumVersion, CurriculumTitle, Modules (CODE:version; …), CompletedOn and ValidUntil, and a last column, MetElsewhere, that says which items were met by training done elsewhere. The file is UTF-8 and opens directly in Excel. A revoked record is left out, and a cell that could be read as a formula is neutralized.

Check Results

Settings → Training → AccessPoint Learning → Who sees check results decides how much of a check's results a lead or an administrator sees:

Setting What the person who assigned it sees
Only the learner Whether the training was finished — nothing about checks
The learner, and the person who assigned it sees passed or not yet passed Passed or Not passed yet for each module
… sees scores and attempts too Also Score % and Attempts:

Until an administrator chooses, it follows Show progress to the person who assigned it: off means only the learner; on (the default) means passed or not yet passed. A learner always sees their own results in full. Export CSV carries the same words, and Export completion records adds ChecksPassed (and, with scores and attempts, CheckScores and CheckAttempts). A completion record keeps only what the setting in force allowed when it was written.

More attempts. In every setting, a lead sees that a person used up their attempts at a check without passing — never the score. The person's row then shows More attempts: choose the check and how many attempts (1 to 10), and write the reason, which is kept in the audit ledger. The person still has to pass. A lead grants attempts to the people whose training they assigned (an Administrator to anyone), never to themselves.

Certificates in Team Progress

  • Download certificate on a person's row gives the very same file the person downloads, once the person has issued it (only the person confirms the printed name). Each download is recorded in the audit ledger.
  • Revoke certificate (shown when the completion holds a certificate) needs a reason. The person is told by a notice with the learning path and your reason. From then on verification answers Revoked on and the certificate can no longer be downloaded; the completion record itself is kept. Any other completion record of the same person that counted a module from the revoked completion is marked Review needed at the same moment.
  • This completion stands — on a row marked Review needed: a module it carried came from a revoked completion. When you have checked that the completion still holds, choose it and give the reason (required, up to 1,000 characters). The mark is cleared, the completion counts again, and the reason is recorded in the audit history. The person is not notified. A row marked only Review needed was marked because a module changed materially; the person's new cycle answers it.

A lead downloads, revokes and confirms for the enrolments they assigned; an Administrator for any. Certificates need the AccessPoint Learning module, but a certificate already issued can still be verified without it.

Training Done Elsewhere

Some role training happens outside AccessPoint Learning — a course in the AccessPoint Training Lab, a public-service course, a workshop. With the AccessPoint Learning module, a training lead records it and a learning path can count it.

In a learning path. In Learning paths and progress → Edit path, add an item of the kind Training done elsewhere: what to complete, and the providers it accepts, one per line (for example AccessPoint Training Lab). The item is met when a lead has recorded a completion from one of those providers that is still valid. Nobody ticks it themselves: the item says a training lead records it once you complete it, then recorded by your training lead.

Recording it. In Team progress, select Training done elsewhere on the person's row. The dialog lists what has been recorded for them. Record training asks for the title, the provider (as the learning path names it), the day completed, an optional last valid day, an optional verification link and a note. A lead records it for the people whose training they assigned — never for themselves. An Administrator can record it for anyone from Record training done elsewhere at the top of Team progress. Saving it counts it at once: a learning path it completes writes its completion record.

A Training Lab certificate. When the verification link is a Training Lab certificate's page (https://learn.realizer.io/verify/…), the dialog says so. Open it, check that the printed name and the learning path match, then tick I checked this certificate. A Training Lab certificate counts toward a learning path only once it is checked; a record from any other provider counts as recorded. AccessPoint never opens the link itself, so nothing about the person is sent anywhere. Changing the link clears the check.

Recertification

A learning path with a Valid for period gives completions that expire. Recertification keeps them current, and needs the AccessPoint Learning module.

  • When people are enrolled again. From 30 days before a completion's last valid day, the person is enrolled in the learning path again, due on that last valid day, at its current module versions. They get a recertify notice, then the usual reminders. A completion that expired without a renewal is renewed at the next daily pass, due 30 days later (or after the learning path's own Due after).
  • Who is not enrolled again. Someone who already has an open enrolment in the learning path; someone a lead withdrew from it; someone who has left; someone whose completion was revoked; and someone an audience rule enrolled who is no longer in any of its audiences. Each completion is renewed once.
  • What is asked again. Checks, Decide steps and acknowledgements are asked again; what the person read carries over on the same module version (see My Learning).
  • Assigning it again after it expired is a recertification too. After a revocation, assigning it again is a fresh enrolment.
  • Expired. The day after the last valid day, a completed enrolment shows Expired — in My learning, in Team progress and in the Training coverage report — and its certificate verifies as Expired. A completion renewed in time never shows Expired.

Who Sees Which Records

  • Each person sees their own.
  • A training lead sees the records of the enrolments they assigned — including the ones a rule they wrote made — also after the enrolment itself is removed from the progress table.
  • Administrators see every record.

Reminders and the Weekly Digest

The reminder sweep runs every six hours and sends each notice once: the assignment, a reminder three days before the due date, and one overdue notice. The first pass of each week (weeks start on Monday) sends every training lead who assigned something a weekly digest — counts only: open, due within seven days, overdue, and finished in the last seven days.

Nothing is sent from the training copy, while assigned training is switched off, for a switched-off learning path, or to someone who has left. The notice templates are in the Universal baseline and can be changed under Settings → Notifications.

How Long Records Are Kept

Settings → Training → Keep completion records for years — from 1 to 15, 7 by default — counted from the later of the completion day and the last valid day. A record is kept after the person leaves your organization, then deleted; nothing else is written when it goes. Records of training done elsewhere are kept the same way.

A certificate keeps verifying after the person leaves, because verification reads the completion record. Once the record's retention ends, verification answers no longer held.

AccessPoint Learning and Employee Monitoring

This section is for works councils, privacy offices and anyone who must describe AccessPoint Learning in an employee-monitoring policy. It describes AccessPoint 2.6.0.

What Is Recorded

  • Enrolments — who is enrolled in which learning path, by whom (a lead, or the rule a lead wrote), when, the due date, the module versions they were given, the status and the day it was completed or withdrawn. When a lead withdraws someone, AccessPoint keeps who withdrew them and when, so the audience rules do not enrol them again.
  • Step states — for each step a person takes: whether it is done, when it was recorded as done, and how AccessPoint knows — verified (AccessPoint saw it), confirmed (by the named mentor, who is recorded) or attested (the person's own statement). A step is recorded only when it is done — never when it is opened or how long it was open.
  • Acknowledgements — the statement the person confirmed, in the language they confirmed it in, with the module version and the file.
  • Reflect notes — private to that person. No report, export, mentor view or lead view returns a note to anyone else.
  • Completion records — as described above.
  • Training progress — whether each path item is done, and the date.
  • Notices — the notices and reminders sent, like any AccessPoint notification.
  • Checks — the latest score, whether it passed, the number of attempts and the day it was passed; and, private to that person, which options they chose in their first and latest attempt. The chosen options are used only for the Studio's anonymous question statistics across at least five learners.
  • Decisions — the choice and reasons a person recorded on a Decide step, private to that person like a Reflect note.
  • Certificates — the name the person confirmed to print, the language, the titles printed, the day issued, fingerprints of the verification code (never the code itself) and of the file, and any revocation with who, when and why. Who verified a certificate, and when, is not recorded.
  • More attempts granted on a check — how many, by whom, when and the reason.
  • Training done elsewhere — what a lead records for a person, and for a Training Lab certificate who checked it and when.
  • Where a module counted from — on a completion record, the earlier completion a module was carried from.

What Is Never Recorded

Time spent on a step or a module, clicks, scrolling, how much of a page or a video was seen, replays, which step was opened last, the order steps were opened in, and any ranking or comparison of people.

AccessPoint Learning writes no audit-ledger entry about anyone's own learning — no step done, check taken, decision or note. The ledger records what authors and leads do (modules, blocks on pack modules, audience rules, coach notes, glossary terms and obligations, more attempts granted with the reason, training done elsewhere, and a lead's download of a person's certificate) and the life of a certificate — never the printed name.

Who Sees What

Who What they see
The person Everything about their own learning: enrolments, step states and their basis, check results, decisions and the model answers they have earned, Reflect notes, acknowledgements, completion records, certificates, and which items were met by training done elsewhere.
Anyone in the organization With a certificate's verification code only: what that certificate prints and whether it is valid, expired, revoked or no longer held.
Authors and training leads On the Studio's Quality tab: counts, shares and a median across at least five learners — never a name, a person's row, a reason or a note.
A mentor In Waiting for you, only the Talk to steps waiting for their confirmation: the learner's name, the learning path, module and topic. Never a note, an answer, a score or another step.
A training lead For the enrolments they assigned (including those a rule they wrote made): status, due, overdue, expires, certified; each item's state and date only while Show progress to the person who assigned it is on; check results as far as Who sees check results allows; that a check's attempts are used up (never the score); those completion records and certificates; training done elsewhere recorded for those people; and the weekly digest (counts only). Never a decision or a Reflect note.
An administrator The same for every enrolment and record in the organization, with each item's state and date whatever the switch.
Reports Training readiness and Exercise activity show totals only. Training coverage shows totals by learning path and audience, and one row per person only for the people the reader assigned (an administrator: everyone). Obligation coverage only counts people.

How Long It Is Kept

  • Completion records and training done elsewhere: Keep completion records for years (7 by default, 1–15), also after the person leaves.
  • Enrolments and training progress: Keep training progress for days (90 by default, 30–365) for finished and withdrawn enrolments, longer while an enrolment is open. A person's progress is removed when they leave.
  • Step states, with their Reflect notes and acknowledgements, follow the training progress: removed when the person leaves, and otherwise once no kept enrolment holds them and they last changed more than that many days ago. A module someone took from Browse keeps its step states for that many days after the last change.

What Can Be Exported

The completion-records CSV (the columns above, only the records the exporting person may see, with check results only as far as the setting allows — never a note or a decision) and the progress CSV. AccessPoint Learning has no other export, and learning data is not in the organization's data export.

Lab Mode

AccessPoint Learning records nothing in Lab mode — its own actions are refused there. Finishing a training case writes the person's training-progress item for that scenario, with how its guide was done, and that item is what ticks an Exercise step in their real work.

Editions

Completion records, reminders, the completion-records export and assigning a learning path by hand are part of the core product in both AccessPoint for Microsoft 365 and Hosted AccessPoint. Check results, more attempts, certificates, recertification and training done elsewhere need the AccessPoint Learning module — included in every AccessPoint for Microsoft 365 marketplace plan, and the AccessPoint Learning add-on in Hosted AccessPoint. Hosted AccessPoint sends notices by e-mail and in the feed, not to Teams.

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