Overview
When a learner moves from one centre to another—or to a different training provider—the learner’s portfolio must be transferred manually. This ensures their progress, evidence, and history are carried over correctly into their new Onefile account.
Onefile’s Professional Services team can complete this process for you. If you're interested, please contact your Account Manager.
Who Can Use This Feature?
- Centre Manager
- User Manager
Centre Settings
No additional centre settings are required to transfer learner data between centres.
Steps for the Original Centre
Step 1: Download the Learner’s Portfolio
- Download the full portfolio as a ZIP file.
- Provide the ZIP file to the new training provider.
- Link:Download Portfolio
Step 2: Capture Additional Screenshots (if required)
You may need to supply screenshots of key progress areas for the new provider:
- Gap Analysis
- Progress Record
Top Tip: Right‑click anywhere on the page → Print → change the destination to Print as PDF to capture the entire page in one document.
Steps for the New Training Provider or Centre
Step 1: Create the Learner’s New Account
- Create a new learner account in Onefile.
- Assign the same learning aims and units as the previous centre.
- Link:Setting Learning Aims and Units
Step 2: Reapply Learner Settings
- Add any weightings.
- Apply the correct start and end dates.
- Assign any required users (Employer, IQA, EQA, Assessor, etc.).
Step 3: Create an APL Assessment
- Create an APL assessment for each relevant learning aim.
- Use the original centre’s gap analysis screenshots to select previously achieved criteria.
- Link:Create an Assessment
Step 4: Upload Evidence
- Upload the downloaded portfolio ZIP file as evidence.
- Upload all PDF screenshots (gap analysis, progress record, etc.) into the portfolio evidence folder (camera icon).
Step 5: Rebuild Timesheet Entries
- Create timesheet entries matching the previous provider’s records.
- Link:How do I add a Timesheet Entry?
Top Tip: Instead of recreating multiple entries, combine:
- All Off‑The‑Job entries into one OTJ entry, and
- All On‑The‑Job entries into one OTJ entry.
Important Notes
- Learner portfolios cannot be “transferred” automatically — they must be rebuilt at the new centre.
- Only data provided by the previous centre can be recreated.
- Professional Services can complete this end‑to‑end if you prefer hands‑off support.
Terminology
Please note that the terminology used in this article may vary depending on your Centre.
❓Need Help?
If you encounter any issues or need assistance, please contact Onefile Support or your internal support channels.