⚠️ Subscription Level & System Status
Plan Requirement: Matrix Reporting is available exclusively to Standard Plan Subscribers.
Accessing the Matrix Report Hub
You can generate a cross-dimensional matrix across any of your primary tracking modules.
Log into your Admin Dashboard.
Open your compliance component of choice: Online Training, Certificates, Policies, Procedures, or Competencies.
Locate and click on the Matrix Report tab along the top navigation ribbon of the screen.
Segmenting Your Selected Workers
The main body of your screen initializes to display a raw grid of your workforce. By default, the list displays all Active Workers currently registered inside your company database.
Worker Information Columns
The database grid tracks five crucial worker parameters for quick reference:
Name: The full name of the individual employee.
Location: The specific branch, site, or physical shop assigned to their profile.
Position: The worker's official job description or role title.
Type: Their employment classification tier.
Compliance Percentage: Their real-time global completion health score inside that specific module.
How to Add and Remove Workforce Filters
To isolate specific team segments or filter out regions that are not part of your audit loop:
Locate the triangular filter symbol (or three-line icon) in the top right corner of the worker section header.
Click the icon to expand the Filter List panel from the right-hand side of your browser screen.
Check or uncheck your desired parameters (such as a specific office location or department tier).
Scroll to the bottom of the slide-out panel and click Apply Filters to commit the changes. The dashboard will instantly isolate your target rows.
To Clear Filters: Click the small X nested inside the active blue filter bubbles at the top of the grid to wipe restrictions and return to your baseline workforce directory.
Configuring the Report Settings
Locate the Report Settings control panel on the right side of the screen. Adjust these parameters to dictate what compliance weights are pulled during the data extraction:
Assignment: Select either Required or Optional.
System Tracking Constraint: The engine is strictly limited to compiling one assignment configuration at a time. If your audit requires tracking metrics for both required and optional rules, you must run two separate data exports.
Status: Open the dropdown menu to isolate completion thresholds. You can check individual boxes or multi-select all parameters simultaneously to audit complete profiles. Options dynamically adapt depending on which component you are currently inside:
Universal States: Missing, Expired, or Coming Due.
Component-Specific States: Online Training features Done metrics, while Certificates unlocks Current and Waiting for Approval validation flags.
Display Output Configuration: Choose how data fields render across your grid rows:
Icons: Translates compliance fields into distinct visual markers and symbols.
Text: Swaps graphic symbols out to display raw compliance parameters or exact expiration dates explicitly.
Isolating Included Items
Beneath your primary settings block rests the Included Items tracking tray (which dynamically titles itself to match your active module, such as "Policies" or "Online Training Course List"):
Targeted Auditing: Click the plus (+) symbol or Add button to reveal your full asset catalog. Check the boxes next to specific courses, documents, or competencies to isolate them on the final matrix.
Remove Selection Errors: If you accidentally populate a course or certificate into your active scope in error, click the red garbage can icon next to its name string to wipe its extraction shortcut.
Global Inventory Default: If you do not assign any specific items to this box, the platform automatically defaults to including all active options across your company organization. Leave this section empty if you require a general, comprehensive master overview.
Exporting and Saving Custom Report Views
Once your audience filters, report parameters, and item directories are fully configured, choose your routing path in the top right corner of your window:
Download the Matrix Document
Click the Download Report or Download option to compile your custom spreadsheet.
Sheet 1 (Data Sheets): Houses your targeted cross-referenced matrix grid formatted in either your chosen Icon or Text configuration. Cells are explicitly color-coded to allow managers to run quick visual compliance audits.
Sheet 2 (The Compliance Legend): Houses your custom data key and legend. The legend context automatically shifts its variables depending on the component's unique configuration status parameters.
Save Your View Layout for Future Use
If this is a customized audit layout you pull on a monthly or quarterly basis, you can preserve your filter criteria to save configuration time later:
Click the Save button located at the top right of your viewport window.
Select Save as New View from the pop-up modal.
Type an easily identifiable title into the text block wrapper (e.g., "Q3 Shop Safety Audit").
Click Save at the bottom of the pop-up box. A green checkmark indicator will confirm the setup was successful.
Load or Clean Up Your Preserved Views
How to Load: When returning to run this specific audit later, click the Load View icon in the upper right. Select your desired view name from your directory list to automatically load all settings, checkboxes, and workforce segments instantly.
How to Delete: If a tracking view configuration is no longer required due to an internal policy change, open the load manager panel and click the red garbage can icon next to the specific title string to remove it permanently.
An example of the report can be seen here, first in the Icon format and then in the Text format:
The legend for each format can be found on the second sheet of the spreadsheet:
What is included in the legend will vary depending on the Status fields available for each different component.
Admin Troubleshooting
Why Data or Workers Show as "Missing" on Matrix Reports
When auditing your company’s compliance using the Matrix Report tool, you may occasionally find that a worker is completely missing from your roster list, or a specific item shows a red "Missing / To Do" status unexpectedly.
Because the matrix pulls data cross-dimensionally based on real-time account settings, a discrepancy is usually caused by an underlying configuration mismatch rather than a system error. Use this quick troubleshooting guide to isolate and resolve the issue.
Matrix Troubleshooting Matrix
Issue Observed | Potential Root Cause | How to Fix It |
Worker is missing entirely from the Selected Workers list | An active workforce filter is restricting the current dashboard view. | Check the top right of your worker panel. Look for any active blue filter bubbles. Click the small X inside the bubble to clear the filter restrictions and reload your complete, active database directory. |
Worker is missing entirely from the list | The worker’s account status is set to "Inactive" or "Archived". | By default, Matrix Reports only pull Active Workers. Navigate to the main Users / Employees directory tab, search for the worker, and verify that their account status is set to Active. |
A specific safety item shows as "Missing" (Red), but the worker completed it | The report settings are filtered to a specific Assignment tier. | Go to your Report Settings panel on the right side of the screen. Review your Assignment dropdown choice. If it is set to Required but the worker took the course/procedure as an Optional assignment, it will show as missing. You must toggle the setting and run a separate Optional report. |
A specific safety item shows as "Missing" (Red), but the worker completed it | A new version of the Policy or Procedure was published, wiping old compliance history. | Check the Prior Versions tab of that asset. If an administrator recently updated a policy or procedure and forced a compliance reset for a new version commit, workers revert back to a To Do status until they sign off on the newest draft. |
A worker shows a status of "Missing" for an item they shouldn't even be assigned to | The asset's position Assignments are misconfigured. | Open the specific course, certificate, or procedure, and click into its Assignments tab. Locate the worker's specific job role in the position matrix. Verify if it is set to Required instead of N/A (which would completely hide and exclude the item from their compliance profile calculations). |
A worker is missing from the list, and you have limited account privileges | Your administrative Position profile features Location or Division Access Restrictions. | Paid Standard Plan profiles can be restricted by site boundaries. If your position has limited data access, the Matrix Report will strictly mask and hide any employee profiles or data strings that sit outside of your assigned physical location, site, or division. |
💡 Pro-Tip for Verification
Before submitting a technical support ticket regarding missing data, always try clicking the Load View icon in the upper right corner to verify if you are accidentally viewing an old saved template with background parameters locked in place, or clear all filters to start your search scope from a blank slate.
At Workhub we value Human Connections, no bots or AI. All our Standard Plan users receive live interactions with a Customer Support Agent via Phone, Email, and Instant Chat.
Need Help?
Those are the basics of the Matrix Reports in Workhub. If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support. You can also email our Support Centre at [email protected].
Finally, if you are a Standard Plan Subscriber, you can also call in for phone support. The number for our Support Centre is 1-888-668-6403.