Keeping Individualised Learner Record data on track with Onefile ILR Tracker

If you deliver apprenticeship training, then it’s critically important you submit Individualised Learner Record (ILR) data to the DfE every month – correctly and on time. 

Failing to do so means you won’t be able to claim government funding. 

Keeping track of each ILR should be straightforward, but admin mistakes can and do happen. That’s why the Onefile ILR Tracker is such a valuable tool when making sure your record keeping is accurate and compliant.  

Onefile ILR Tracker – compliant reporting as standard  

Onefile’s ILR Tracker has the automated, advanced and user-friendly features you need to help you manage your ILR data efficiently and in line with the DfE’s compliance reporting. It can:  

• Support all funding models – including creating XML export files and an automated year-end migration. 
• Support advanced data entry – ensuring efficient and error free data collection with admin features such as dynamic field display, data templates and in-built validation. 
• Provide real-time reporting. Its live dashboards, management reports and a custom report creator mean you can always easily see your data.  
• Offer tailored user permissions – ensuring you retain full control of what data users can access and the tasks they can complete. 
• Create and adapt custom data fields. You’ll be kept up to date with evolving compliance reporting requirements so you’re always ready for audits, funding claims and regulatory changes.  
•  Seamlessly connect to external systems and Onefile applications. Its powerful integration functions let you automate repetitive tasks, reduce admin and sync your data and processes. 

Speeding up and simplifying the data tracking process 

Onefile ILR Tracker has a user-friendly dashboard, displaying all ILR data in one view. That means there’s no clicking between tasks and no delays – just instant, easy access to everything you need. 

Accurate data, built in 

Validation happens as you type, reducing errors and warnings. You can pull up learner records instantly with integrated PLR & ULN lookup, and auto-fill addresses using the national postcode database – complete with LEP, Local Authority, and County boundaries.  

Dedicated funding stream reports and screens 

You can simplify data entry and reduce errors with dedicated views for each funding stream, including those made available via: 

• Department for Work and Pensions (DWP) 
• Combined Authorities (AEB) 
• Mayoral Authorities (AEB) 
• Adult Skills Fund (ASF) 
• Local Authority Custom Projects  

ILR data collection 

Onefile ILR tracker lets you stay ahead by alerting you to ILR monthly submission dates. This month’s deadline has now passed but the next collection date, November 6, 2025, is just around the corner.  

You’ll have noticed earlier this year changes to who collects your ILR data, but this won’t affect how and when you should submit it. ESFA, the Education and Skills Funding Agency, were previously responsible for collecting ILR information, but in a move designed to create a more ‘joined up’ service, its functions became part of the wider DfE as of April 2025.  

Learn more about Onefile ILR tracker  

Great training delivery deserves the best support, talk to us today about what Onefile ILR tracker can do for you.