Managing Employer Record Visibility

Overview

When Employer records are created in ILR, they are automatically assigned to the Site the user is logged into at the time. If an Employer needs to be visible across multiple Sites, you can adjust visibility using one of the following options:

• Share the Employer Record
• Copy the Employer Record
• Transfer the Employer Record

Note: These actions must be performed using the Project Admin user role.

User Roles

This feature can be used by:

• Project Admin

Share an Employer Record

Use this option to make a single Employer record accessible across multiple Sites.

1. Log in to Tracker using your Project Admin role.
2. Click Employers from the navigation menu.
3. Search for and open the Employer record you wish to share.
4. Click Share Employer (bottom-right corner).
5. Select the Site(s) you want to share the record with.
6. Click Save.

Copy an Employer Record

Use this option to duplicate an Employer record. This is useful for organisations with multiple branches, or where separate performance tracking is required.

1. Follow steps 1–3 from the Share an Employer Record section.
2. At step 4, click Copy Employer instead.
3. Select the Site(s) you want to copy the Employer record to.
4. Click Save.

✅ A new, editable copy of the Employer record will appear on the selected Site(s).

Transfer an Employer Record

Use this option to move an Employer record entirely from one Site to another.

1. Follow steps 1–3 from the Share an Employer Record section.
2. At step 4, click Transfer Employer.
3. Select the Site you want to transfer the Employer to.
4. Click Save.

The Employer record will no longer be visible in the original Site once transferred.

Tips & Notes

• Sharing is ideal when multiple Sites need access to the same Employer.
• Copying creates a separate Employer record — useful for multi-branch organisations.
• Transferring moves a record permanently from one Site to another.
• Ensure all learner–employer links remain valid before transferring or copying.

Terminology

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

Need Help?

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