Overview
This guide explains the different OneFile user roles suitable for quality auditors, such as ESFA or Ofsted inspectors. It outlines the features, benefits, and limitations of each role to help Centres choose the most appropriate access level.
Who Can Use This Feature?
- Centre Manager
- User Manager
Centre Settings
No additional centre settings are required to assign these roles.
Available Roles for External Auditors
1. EQA (External Quality Assurer)
An EQA has interactive access to learner portfolios. They can be assigned individually or in bulk via the Allocations tab.
What EQAs Can Do
- View learner portfolios
- View learner progress and OTJ data
- Sample assessments and evidence
- Access reports for the learners they have access to
- View unit sampling information
Pros
- One login can access multiple organisations
- Easy to assign to individual or multiple learners
- Permission available to prevent access to Centre Resources
Cons
- EQAs must be created by Onefile staff
- Cannot restrict what an EQA can see within a portfolio
2. Centre Monitor
A Centre Monitor has automatic read‑only access to all learner portfolios or can be restricted to one or more classes. This role is ideal for broad reporting and audit requirements.
What Centre Monitors Can Do
- View and export centre reports
- View learner e‑portfolios (read‑only)
- View learner progress and OTJ data
- View details of other users on the centre
- View Centre Resources
- View placement information
A Centre Manager can restrict access to selected cohorts if needed.
Pros
- Full visibility of all learners for audit purposes
- Enterprise access available for multi‑centre reporting
- Access to dashboard reports
Cons
- Ability to create and extract reports (can be disabled)
- Broad access — not limited to individual learner sets unless restricted
3. Observer
An Observer has read‑only access to assigned learner portfolios. They can be allocated individually, through groups, or via placements.
What Observers Can Do
- View learner portfolios
- Track and report on learners they have access to
A Centre Manager can restrict an observer’s access further—for example, limiting them to reports only.
Pros
- Easy to assign to individual or multiple learners
- Observers can view a limited set of reports for their assigned learners
- Access to profile data and reports can be restricted
Cons
- Access limited to learner‑specific dashboards, not full centre dashboards
- More limited reporting visibility than Centre Monitors
Additional Guidance
You can find guidance on creating users in the relevant support article.
After granting access, consider:
- Reviewing Group Permissions to activate or restrict specific permissions
- Removing access after the audit by suspending the auditor’s account
- Checking the Activity Report to view auditor activity
✅ Tip: Centre Monitors are generally the most suitable role for external audits due to their read‑only, centre‑wide reporting capabilities.
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.