Saving Time and Connecting Learners: City of Edinburgh Council’s Success with Onefile

The Challenge

City of Edinburgh Council needed a more efficient way to manage training programmes for EY practitioner trainees and modern apprentices. Previously reliant on paper portfolios, the team faced challenges with time-consuming evidence collection, cumbersome folder management, and limited connectivity between trainees, mentors and managers. They required a solution that would streamline processes, improve communication and make it easier to monitor progress and quality across their programmes. 

The Solution

In 2012, City of Edinburgh Council adopted Onefile Eportfolio, following a recommendation from the council. They fully embraced the platform, using all its features including forms, templates, individual learning plans (ILPs), plan templates, reviews and journals. The online journal became a key tool for reflective practice, allowing candidates to easily compile extracts for their portfolios. Review formats enabled clear tracking of progress and efficient planning of visits. The system also facilitated the enrolment of new starters and the connection of mentors, ensuring everyone involved in the programme was linked and informed. Onefile’s reporting tools provided managers with valuable insights into progress and quality, while the support from their Onefile Account Manager ensured staff and trainees could maximise the benefits of the system. 

The Impact

The move to Onefile transformed the council’s approach to training and assessment. Evidence collection became fast and efficient, with much of the information shared via email, reducing the need for frequent visits. The platform saved significant time and money, eliminated the need to transport bulky folders and made it much easier to keep in contact with all programme participants. Managers could quickly access reports to monitor progress and quality, and workplaces saw immediate benefits after minimal training. The system also improved employer engagement by connecting mentors and trainees directly. Staff praised the support provided by Onefile, and the council now recommends the platform to others seeking to save time and streamline their training provision. 

Ready to save time and connect your learners more effectively? 

Discover how Onefile can help you streamline evidence collection, enhance communication and monitor progress and quality across your training programmes. 

Book a discovery call or explore more success stories.