✨ New feature alert
This feature is available from Wednesday 14 October 2026.
Overview
This guide walks you through how to create a new entry in your Learning Journal — whether it's a reflection, an activity, or feedback. Learning Journal entries help track progress, record experiences, and contribute to off-the-job training evidence.
User Roles
This feature can be used by:
- Learner
- Assessor
- Trainee Assessor
Steps to Create a Learning Journal Entry
- Access the Learning Journal. Click Learning Journal in the navigation menu, then click "Welcome back! Click here to start your journey."
- Fill in your journal entry:
- Title — give your entry a clear, relevant name.
- Category — select the category (for example, Reflection, Activity, or Feedback).
- Description/Reflection — write your thoughts, experiences, or feedback in detail.
- You can also link criteria and choose visibility options for the entry.
- Add your timesheet. Go to the Timesheets tab and select the date and time when the activity or reflection took place.
- Set the off-the-job options.
- Off the Job — tick this if the activity should count towards OTJ hours.
- In Paid Hours — tick this if the activity took place during paid working hours.
- Add feedback (optional). Learners, or any user with access to the journal entry, can leave feedback.
- Save the entry. Once complete, click Save or Submit to add the entry to your Learning Journal.
⚠️ Important: If you can't see the off-the-job options, they haven't been enabled for the selected category by your Centre Manager.
Tips & Notes
- Use clear titles and detailed descriptions to support high-quality evidence.
- OTJ settings depend on the category configuration set by your Centre.
- Submitting entries promptly helps maintain an accurate learning record.
- If you open a journal entry from Tasks, Timesheets, or the Journal Report, a button at the top of the journal now takes you back — Return to Tasks, Return to Timesheets, or Return to Report.
Terminology
The terminology used in this article may differ depending on your Centre's configuration.
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Need Help?
If you need assistance, please contact Onefile Support or your internal support team.