How LeepTalent transformed delivery through a seamless migration to Onefile

The Challenge

Before using Onefile, our previous portfolio solution had not been configured correctly, and as a result we experienced a range of operational and data issues. Our internal team at LeepTalent did not have the expertise needed to optimise the system, which meant the reporting was unreliable and we couldn’t trust the information provided. Data was frequently inaccurate, making it difficult to track learner progress or make informed decisions. Reporting delays created further complications, and the inefficiencies across the platform hindered our ability to respond quickly when issues arose. These challenges ultimately made it clear that we needed a structured migration to a system we could trust.

The Solution

Working collaboratively with Onefile's Professional Service team, we identified and agreed upon the data sets needed for migration. Once these requirements were established, Onefile handled exporting and packaging data from various parts of the old system, enabling a successful transition of over 500 students to the new platform.

In addition to the typical portfolio data, we prioritised migrating all individual off‑the‑job (OTJ) learning entries rather than just totals, as it was essential for apprentices to retain their evidence in a format they recognised. This continuity helped them prepare for their final portfolios and supported compliance teams in checking funding requirements. Once the OTJ logs were in Onefile, our management team could once again track progress accurately, with correct mapping and consistency rules applied.

To ensure the migrated data was accurate, our coaches mapped the transferred evidence against the KSBs within Onefile. This approach allowed us to validate the quality and completeness of the migration.

We invested in comprehensive training for tutors, learners and employers, and the video resources we created made the transition smooth and accelerated adoption across all groups.

The Impact

Once the migration was complete, our wider team quickly recognised the advantages of working in a clear, organised environment where reporting actually supported day‑to‑day delivery. Learners, although initially adjusting to a new interface, have responded positively, and tutors now make full use of Onefile’s dashboards and reports - insights that are now regularly feeding into monthly one‑to‑one meetings. 

Onefile’s structured, readable data presentation has made a significant difference to caseload management. The improved visibility, combined with consistent and accurate information, has strengthened our readiness for audits and internal quality checks. Moving all apprentices onto a single platform has also eliminated duplication and reduced administrative tasks across teams. 

The migration itself saved us an enormous amount of time. Adam Fogo and the rest of the Onefile team were exceptionally supportive throughout the process - carrying out thorough planning, validating all our requirements and offering advice that helped us focus our internal efforts on training and onboarding rather than manual data tasks. 

Ready to bring the same clarity, efficiency and confidence to your apprenticeship delivery? 

At Onefile, we help organisations streamline their migration journey, strengthen data accuracy and create a better experience for tutors, learners and employers. Our platform brings all apprentices onto one reliable system, improves reporting, simplifies quality assurance and supports teams with the tools they need to deliver outstanding training from day one.

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