Creating a Learner Record

Overview

This guide explains how to create a learner record using either the New Learner Wizard (ILR standalone) or the Events Hub Integration (for Centres using Enrol or Eportfolio). Learner records are always assigned to the Provider and Site you are currently logged into.

Note: You must be logged in with a suitable user role to create ILR records.

Using the New Learner Wizard

User Roles

• Power User
• User

Steps

1. Log in with your Power User or User role.
2. Expand the Learners menu.
3. Click New Learner to launch the wizard.
4. Click the Calendar icon to select the Learner Start Date.
   This date determines the data specification and validation rules.
5. Confirm or update the Funding Model.
6. (Optional) Add:
   • Expected Length of Stay (months)
   • Planned End Date
   • Delivery Postcode
7. Then click Next.
8. Select a Template matching the Funding Model and click Next.
9. Select the Employer and click Next.
10. You will now see the data entry tabs:
    • Learner
    • Employer
    • Programme (if applicable)
    • Aims
    • Progress
11. Complete any blank fields and click Update (bottom-left).

Validation checks will run automatically. Any errors will display in the Information panel on the right.

On success, you will see the message:
“The ILR for [Learner Name] has been saved successfully.”

Using the Events Hub Integration

If your Centre is integrated with Enrol or Eportfolio, you can convert Events Hub submissions directly into ILRs.

User Roles

• Power User
• User

Steps

1. Log in with a Power User or User role.
2. Click Events Hub in the left-hand menu.
3. Search for the learner:
   • Enter search criteria, or
   • Click Search with no criteria to view all learners received.
4. Select the learner record.
5. Click Convert to ILR (bottom-left).
6. Select the Learner Start Date.
7. Confirm or update the Funding Model.
8. Select a Template and click Next.
9. The ILR data entry tabs will open, pre-filled with:
   • Template information
   • Learner details from Events Hub
10. Complete any remaining fields and click Update.

Once converted successfully, the learner record is automatically removed from Events Hub search results.

Tips & Notes

• Use the correct Start Date — it controls validation rules and funding logic.
• Templates must match the Funding Model to avoid validation failures.
• Events Hub records disappearing after conversion is expected behaviour.
• If Employer information is missing, complete it in the Employer tab before saving.

Terminology

The terminology used in this article may differ depending on your Centre’s configuration.

Need Help?

If you need assistance, please contact Onefile Support or your internal support team.