Overview
The Off‑The‑Job (OTJ) percentage updates when a Journal entry, Timesheet entry, Register Session, or Assessment is signed off or completed with OTJ time included. After an OTJ entry is created, the learner is placed into a recalculation queue.
The recalculation process runs every 5 minutes and processes 50 learners at a time.
Who Can Use This Information?
This applies to all users who track or monitor Off‑The‑Job training within Onefile.
Centre Settings
No additional centre settings are required for OTJ recalculations.
Why the Off‑The‑Job Percentage May Not Have Updated
Once the recalculation completes, if the hours and percentage have not changed, the cause may be one of the following:
- The entry is a duplicate
- The Assessment has not been signed by the learner
- The Register Session has not been signed by the assessor
- The “Date To” and time is in the future
- The OTJ total and percentage will update automatically once that date/time is reached.
To ensure OTJ entries are counted correctly:
- Set the start date/time to when the activity actually began.
✅ Tip: If the OTJ percentage hasn’t updated yet, wait a few minutes — the recalculation may still be processing in the queue.
Terminology
Please note that the terminology used in this article may vary depending on your Centre.
❓Need Help?
If you encounter any issues or have questions, please contact Onefile Support or your internal support channels.
