The Scenario
You are a compliance manager. Your company has 60 employees. All of them are required to complete mandatory fire-safety training by the end of the quarter. The quarter ends in two weeks.
You need a single view in Excel: who has completed it, who has not. HR says the training records are in BreatheHR.
The bad version:
- Find the training records module in BreatheHR
- Export training completions as CSV
- Import into your Excel workbook
- Realize the export only shows employees who have records, not the full employee list
- Get the employee list separately
- Write a VLOOKUP to find employees who appear in the employee list but not in the training export
- Second-guess whether the VLOOKUP logic is handling blanks correctly
- Submit a compliance report you are not fully confident in.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls the training records and flags the gaps in one pass.
Open the SheetXAI sidebar and type:
Pull all BreatheHR training records into the Training tab of this workbook. Include employee name, course name, status, and completion date. For any employee in BreatheHR who does not have a Fire Safety Training record at all, add a row with status "NOT STARTED." Write "Action required" into column E for every row where status is not "Complete."
SheetXAI pulls training records, checks against the employee list, fills in the gaps, and flags every row needing follow-up. You have a complete view in minutes.
What You Get
A training audit in the Training tab across all 60 employees:
- Employee name — from the BreatheHR employee list
- Course name — "Fire Safety Training" for every row
- Status — "Complete," "In Progress," or "NOT STARTED" for those with no record
- Completion date — for completed employees; blank for others
- Column E — "Action required" for every row that is not complete
Every employee appears, including those who have never started. The gaps are not invisible.
Two weeks is enough time if you start today.
What If the Data Is Not Quite Ready
Training audits for compliance reviews need to hold up under scrutiny. SheetXAI handles the edge cases inline.
When completion dates are stored inconsistently
Some records show "17/04/2026," some show "April 17, 2026," and some show "2026-04-17." The compliance report needs one format.
Pull all BreatheHR training records for Fire Safety Training into the Training tab. Normalize all completion dates to DD/MM/YYYY format. Flag any employee where status is not "Complete."
When you need to audit multiple mandatory courses at once
Fire safety is one of four mandatory courses and the compliance review covers all of them.
Pull all BreatheHR training records for these courses: Fire Safety Training, Manual Handling, Data Protection Awareness, and First Aid Awareness. One row per employee per course. Flag every combination where status is not "Complete." Add a summary column showing how many mandatory courses each employee still needs.
When you need to exclude recent new starters
Employees who joined after the training deadline are not yet required to have completed it.
Pull all BreatheHR training records for Fire Safety Training into the Training tab. Exclude employees whose company join date is after 1 April 2026. Flag anyone in the remaining group where status is not "Complete."
When the report needs to go to department heads with gap counts
Each department head should see exactly how many of their team members are outstanding.
Pull all BreatheHR training records for Fire Safety Training. Join to the employee list to get department. For employees with no training record, add a "NOT STARTED" row. Group by department. Add a summary row per department showing count of outstanding employees. Sort by that count descending so the department with the most gaps is at the top.
The pattern: instead of pulling a training export and building the gap analysis separately, you describe the compliance table you need and SheetXAI builds it in one pass.
Try It
Get the 7-day free trial of SheetXAI and open any compliance tracking workbook, then ask it to pull and flag your BreatheHR training records. The BreatheHR integration is included in every SheetXAI plan. For related workflows, see how to export the full employee directory to Excel or the BreatheHR in Excel overview.