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: who has completed it, who has not. HR says the training records are in BreatheHR. You have never pulled training data from BreatheHR before.
The bad version:
- Find the training records module in BreatheHR
- Work out how to export from it
- Download a CSV of training completions
- Open it in Google Sheets
- Realize the export only shows employees who have records, not the full employee list
- Go get the full employee list separately
- Merge the two, looking for employees who appear in the employee list but not in the training export
- You have a partial list and you are not certain the logic is right.
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 this sheet. Include employee name, course name, status, and completion date. Then look at the full employee list in BreatheHR. For any employee who does not have a "Fire Safety Training" record at all, add a row for them with status "NOT STARTED." Highlight all rows where status is not "Complete" in column E with the flag "Action required."
SheetXAI pulls training records, checks against the employee list, fills in the gaps, and flags every row that needs follow-up. You have a complete view in minutes.
What You Get
A training completion audit across all 60 employees:
- Employee name — from the BreatheHR employee record
- Course name — "Fire Safety Training" for every row
- Status — "Complete," "In Progress," or "NOT STARTED" for employees with no record
- Completion date — for completed employees; blank for others
- Column E — "Action required" for every row where status is not "Complete"
Every employee appears. Including the ones who have never started. The gaps are not invisible.
Send the flagged list to department heads with one message. 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 audit report needs one format.
Pull all BreatheHR training records for Fire Safety Training. Normalize all completion dates to DD/MM/YYYY format. Flag any employee whose training is not marked as "Complete."
When you need to audit multiple mandatory courses at once
Fire safety is one of four mandatory courses. 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 to complete.
When you need to exclude employees who joined after the training deadline
New starters who joined this quarter are not yet required to have completed the training.
Pull all BreatheHR training records for Fire Safety Training. Exclude employees whose company join date is after 1 April 2026. Flag anyone from the remaining employees where status is not "Complete."
When the report needs to go to department heads with their team's gap count
The compliance summary should show each department head exactly how many of their team members are outstanding, with the individual names.
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. For each department, add a summary row showing the count of employees with status not "Complete." 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 sheet, 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 or the BreatheHR in Google Sheets overview.