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By going to Performance activity response data from the quick-access menu you can view and download question response data either for specific users, activities or reporting IDs. All downloads for question responses are CSV files.

To protect any sensitive information only Site Administrators can access performance activity response data by default. If you want users to access this data you will need to edit the relevant role(s) and assign the Report on a performance activity subject responses capability (mod/perform:report_on_subject_responses).

Alternatively, the mod/perform:report_on_all_subject_responses capability exposes the responses of all users in the Development block of the user profile or via Quick-access menu > Performance activity response data. This capability should therefore only be used for users who need to see site-wide performance data.

Browse records by user

The Browse records by user report allows you to browse and filter all subject users. You can then download all question responses about a user by clicking the download icon () in the Action column of the table. 

Example of the Browse by user screen for performance activity response data.

If you click a user's name in the table you can then filter or browse all of the subject instances associated with that user which contain responses about them - whether or not they have provided responses themselves. You can click the activity name to view the responses or you can click the download icon () in the Action column to download all users' answers to that subject instance. You can also click the Export all button to download all responses from all participants in all activities in which the subject user has a subject instance.

The Export all export can be modified by applying filters. If you filter down to fewer records then that is what will be exported.

Example of an individual user's performance data report.

By clicking on an individual subject instance from the Activity name column you can view all answers. This will be presented in a read-only form view layout where you can filter by selecting a particular relationship in the dropdown to see only their responses.

Browse records by content

The Browse records by content tab allows you to view performance data by using either an activity name or a reporting ID:

  • Select activity dropdown menu allows you to select an activity by name
  • Select reporting ID allows you to either select one or more IDs from the dropdown or to type them in

Example of the performance activity response data screen.

Once you have loaded records for the desired content from the Action column you can use the preview icon () to view questions as they would have appeared to the respondent or use the download icon () to download all user responses to that question. You can also use the Export all button to download all questions for all users based on your content search, e.g. a particular activity or reporting ID(s).

The Export all export can be modified by applying filters. If you filter down to fewer records then that is what will be exported.

Example of results when selecting an activity:

Example of results when viewing performance data for an activity.

Example of results when selecting using reporting IDs:

Example of results when viewing performance data for reporting IDs.

Viewing performance data for your team

As a manager you can access all data for your team by clicking the view or export link at the end of the sentence under the Team Members: X records shown heading. 

Alternatively you can get performance data for each member of your team individually by following these steps:

  1. Go to Develop > Team from the top navigation bar.
  2. Click the Performance data link alongside the desired user.

This will take you to the performance data record for that user where you can click the activity name to view responses or click the download icon () in the Action column to download their responses to that activity.  

Note that users require the Report on a performance activity subject responses capability (mod/perform:report_on_subject_responses) to view performance data for their team members.

Example of team page.

Totara Academy

The Totara Academy has a whole course dedicated to Running successful check-ins in Totara. Here you can learn more on how to set up and use performance activities for check-ins, see best practice, and give it a go yourself.




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