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Onefile features

Explore all Onefile features that make us the go-to learner management platform.

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Assessments and Templates

Assessments are used to record evidence, map it to compentancies and store an audit trail of feedback and activity. Onefile provides tools to create, assign, and manage assessments using reusable templates for consistency.

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Teaching, Learning, and Assessment Plans
Help tutors plan tasks, activities and assessments for themselves, learners and employers. As well as schedule the next visit with a learner, structure plans, outline learning objectives, teaching strategies, and assessment methods
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Customisable Reviews
Flexible review templates for progress reviews, gateway reviews etc
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Timesheet and Off-the-Job Recording
Logs time spent on learning activities, especially for apprenticeships, including off-the-job training.
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Evidence Capture
Allows learners and assessors to upload and tag evidence (documents, videos, images) to demonstrate competency.
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Custom Forms and data collection
Tools to create and manage custom forms for data gathering, signatures and byspoe workflows.
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User Management
Handles creation, roles, permissions, and access control for users.
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Individual Learning Plans
Personalized plans tailored to each learner’s goals, needs, and progress.
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Delivery Plans
Schedules and outlines for delivering course content and learning activities over the period of the programme.
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Learning Journal
A reflective space for learners to document experiences, learning activites, and progress.
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Learner Progress Tracking and Management
Monitors learner achievements, milestones, and overall progress through the programme.
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Feedback and Messages
Communication tools for providing feedback, messaging between users, and maintaining dialogue.
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Learner Scorecard
Ability to capture a learners’ competency level and progression throughout the programme of delivery. The scorecard is visible to the learner, the tutor, and the employer. Using the scorecard, learners can self-assess themselves against competencies, this can then be used to prompt a conversation with the tutor.
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Gap Analysis
The Gap Analysis is an area within a learners portfolio that details the requirements and current status of each piece of criteria the learner is working towards. It helps to identify areas where a learner falls short of required competencies or learning outcomes. it provides the abiltiy to produce action plans to bring the learner back into line with their expected progress.
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Portfolio Showcase
A curated presentation of a learner’s strongest assessment evidence. It can be used for external sharing with awarding organisations and end point assessments.
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Registers and Register Sessions
Attendance tracking for sessions, workshops, or classes.
 
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Assessor Observation Forms
Templates for assessors to record observations during practical assessments or workplace visits
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Learner Interview Forms
Structured forms to document learner interviews, reviews, or progress meetings.
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Resources Management
Organizes and distributes learning materials, documents, and multimedia resources. Making it easier to share resources with a specific cohort of learers.
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IQA Sampling Plans
Internal Quality Assurance tools for planning and recording sampling of assessments for compliance.
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Data Reporting
OneFile includes 75+ built-in and customisable reports for audits, inspections, and performance tracking. Data can be exported for offline use or integrated with external tools, ensuring easy access and flexibility.
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Cognassist Integration
Supports neurodiversity by identifying learning needs and providing tailored support strategies.
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TurnItIn Integration
Plagiarism detection tool to ensure originality in learner submissions.
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Functional Skills Assessment Integration
Links to platforms for assessing English, Maths, and ICT skills.
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Association of Apprentices Integration
Connects learners with a wider community and support network for apprentices.
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User-Specific Dashboards
Personalized dashboards showing relevant data and tools based on user roles.
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Course Content Builder
Tools delivered through the Learning Hub, for creating and organising course modules, lessons, and assessments. On completion of a course, a learner's progress will be automatically updated and the learner's portfolio will automatically link the completed course.
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Archiving of Learners
Securely stores data and portfolios of past learners for compliance and reference. 
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Streamlined Learner Onboarding
Onboard learners to their programme by sending them all the necessary forms in one streamlined process.
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Customisable Form Creation
Design custom forms with a variety of field types to collect information from learners or employers effectively.
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Flexible Form Workflows
Tailor the form workflow so each recipient receives it at the right time, and training providers can approve submissions in line with their own processes.
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Compliance and Activity Tracking
Records digital signatures and timestamps, while maintaining a full activity log for each learner’s record, form, and enquiry.
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Capture Learner Interest
Expression of interest forms can be designed and published on the training provider’s website to capture learner interest at the very start of their journey.
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Seamless Eportfolio Integration
After successful onboarding, seamlessly transfer the learner to the ePortfolio to continue their learning journey.
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KSB Competency Skills Scan
Applicants self‑rate their knowledge against key skills and behaviours, then training providers review the scores to lock in a clear, agreed starting point.
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Funding Reduction Calculator
Enter an applicant’s prior learning and the tool instantly shows the funding deduction a provider should expect—giving quick, data‑driven clarity on costs.
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Recommended Duration Reduction Calculator
Feed in an applicant’s prior learning and instantly see if their apprenticeship can be shortened—while retaining the option to stick with the full programme when your course design requires it.
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Custom RPL Rule Builder
Providers craft their own reduction‑of‑prior‑learning rules once, then apply them consistently across every apprenticeship standard for a clear, uniform policy.
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ESFA‑Compliant Funding Evidence Tool
Aligns with ESFA rules to turn each applicant’s prior knowledge into auditable evidence—auto‑calculating the right duration and funding figure for every claim.
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Seamless Eportfolio Integration
Once onboarding’s complete, the skills‑scan data flows straight into the ePortfolio, so the learner’s journey continues without a single manual upload.
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Check viability of an applicant applying for an apprenticeship based on prior knowledge
The RPL is a good tool to ensure that the applicant is on the right course based on thier previous knowledge. IT can highlight any areas of concerns based on the KSB prior to the applicant starting their apprenticeship. IT is also a very good tool to see the learners progress as they progress through their studies as it is their first score card.
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Creation of custom score cards based on the apprenticeship
The providers can define their own scorecards.
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Adjusts Funding Claims based on Prior Learning
Based on the apprentice's knowledge, skills and behaviours, the RPL tool will adjust the duration and funding based on thier prior experience.
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Aids the onboarding process
RPL is a good starting point of the apprentices' onboarding to help them understand the knowledge and skills for their qualification.
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Applicant can add comments to support the evidence
Against the KSB the applicant can upload any supporting documentation to provide evidence for the scoring. 
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Ability for the applicant to upload evidence, such as qualification certificates and work experience
Against each of the KSB an applicant can add comments to support the scoring. 
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Employers can view and comment on initial skill scan
Employers can log on and view the skills scan of thier applicants. 
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Tracks a learners risk of dropping out of their studies
This module is to track a learners risk of potentially not completing their studies
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Timely intervention capabilities to support at-risk apprentices
Utilising the integration part of the module allows Training providers to set up custom interactions with learners to help prevent drop outs 
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Helps secure funding by increasing successful outcomes
As funding is based on learner completion, the more learners that complete their studies, the more funding a TP will receive. 
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Machine learning algorithms to identify early warning signs
The module utilises Machine Learning to analyse and predict whether the learner is likely to drop out or not based on the historic data. 
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Seamless Integration with the Eportfolio for unified Data Management
This module utilises the data held within the Eportfolio system and is dynamically updated based on live data to reflect the learners status and progress
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User-defined set of metrics for tracking learner progress
There is a set of available metrics that can be configured to track learners risk.
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Configurable metrics tailored to specific learning aims
The available metrics can be tailor based on learning aims and also define when to use them or not based on the learning aim. 
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Ability to define risk factors for each metric
For each individual metric, the training provider can configure the risk banding for low through to high.
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Easy monitoring of learner risk across multiple tutors
The hierarchy of users can be configured and a manager can review the risk of all learners for their team.
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Dashboard for viewing overall learner risk
There is a user-defined custom dashboard where every user can define their own high-level reports.
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Customisable dashboard to highlight key metrics and risk factors
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Data Exports
All data in Engage is available for data reporting in the data exports 
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Supports all FE Funding Models
Supports all funding models covered in the ILR specification, servicing the Further Education and Skills sector. 
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XML Data Exports
Easily create export files ready to be uploaded to the Submit Learner Data service. 
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Dynamic Field Display
Only the fields relevant to each funding model are displayed when creating learner records. 
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Learner Record Search
Search for records usimng an array of criteria, including custom search terms. 
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Data Entry Wizard
A step-by-step guide helps users easily create records that meet funding and compliance criteria. 
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Address Lookup
An address lookup ensures accurate data entry that takes a fraction of the time. 
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In-Built Validation
Errors are highlighted, ensuring data is administered correctly and also assisting with training of new staff. 
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Data Entry Templates
Learner records can be pre-populated with common information to reduce the amount of administration and reduce risk of errors. 
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Learning Aim and Apprenticeship Standard Management
Avoid confusion by accessing only the specific Apprenticeship Standards and Aims that you deliver. 
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FIS Integration
An automated export will highlight any errors or warnings that are generated by the Funding Information Service. 
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Automatic ULN Retrieval
Automatically retrieve the Unique Learner Number (ULN) for a learner, or create the ULN for a learner if they do not already have one. 
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Download PLR
Download a full copy of an individual's Personal Learning Record. 
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Duplicate Check
Avoid having multiple records for the same learner. 
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Subcontractor Management
Allow subcontractors to have managed access to their own data, with management reports allowing detailed performance management. 
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Employer Management
Performance manage learners based on their employer, and take advantage of full contact management. 
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Companies House Integration
Import employer information directly from Companies House. 
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Custom Report Creator
Create custom reports with our report building tool to take full control of your data. 
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Share Reports
Grant report access to other users to promote secure data sharing. 
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Dynamic Data Dashboards
Live dashboards give you instant insight into your data and helps to identify potential challenges. 
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Performance Management Reports
A suite of management reports provides an overview of your performance both for the year-to-ate and for specific funding periods. 
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Learner Archive
Learners that disengage can be archived, allowing them to be restored should they return at a later date.
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Tailored User Permissions
A range of roles and permissions ensures you retain full control of what data your users have access to, and the tasks they can complete. 
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Custom Fields
Custom fields allow you to be responsive to ever-changing data collection requirements. 
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Evidence Storage
Keep relevant learner and employer evidence easily accessible. 
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Export Library
Keep a history of snapshots of the data you have exported to make your funding claims. 
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Communication and Audit Trail
Our module allows you to keep detailed notes and send user messages to ensure communication regarding your learners is seamless. 
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Automatic Year End Data Migration
Automatic migration of data ensures you don't have to worry about taking additional steps for learners that continue into a new funding year.
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Data Automations
Automated processes remove the need to duplicate data entry and helps prevent data conflicts
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Discovery
We help you prepare for People, Process and Technology change with all our best practice experience.
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Business case and ROI
We help you build your internal case for change based on the positive financial impact and rapid Return on Investment.
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Technology strategy
We help you build out your technology strategy with learner management at its core.
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M&A technology strategy
When mergers and acquisitions happen, Onefile can share best practices for your future success, whatever your size, number of learners or centres.
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Process engineering
We help you ensure total alignment between your people and their processes alongside your technology ecosystem for a seamless, future-proof learner management experience. 
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Integration opportunities
We advise you of the integration options with existing and other new technologies for the most streamlined and optimised workflows.
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Configuration
We prepare you for success with the configuration of the Onefile platform for your needs.
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Launch plan
We help you prepare for the transition to the Onefile platform with a clear step-by-step approach, setting expectations for roles, timelines and outcomes.
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Change management plan
Introducing a new platform is not only about the technology; it's also a change management challenge for your people and processes. We support you all the way.
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Onboarding plan
To ensure a smooth onboarding, the customer and onboarding manager must clearly understand their roles, timeline and communication.
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Training plans
We plan and deliver your training to meet your specific goals, timelines and team needs - ensuring the experience meets your expectations and equips your team confidently. 
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Review meetings
We support you with review meetings, ensuring you're equipped with the right context, tools and insights from day one. 
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Specific ad hoc training
Flexible, expert-led training that fits your team, your roles and your goals.
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FreshDesk self service portal
24/7 access to instant support through searchable FAQs, automated responses and live chat. 
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Online and phone support
Quick, personalised assistance whenever you need help, ensuring issues are resolved efficiently and confidently. 
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Onboarding team
We get you up and running with no fuss, and the highest levels of experience and product knowledge 
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Customer Success team / Account team
Your dedicated Account Manager will always be at your side, helping directly or introducing the right expertise.
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Renewals team
Renewals are a great time to consider how things are running and adapt the technology to your evolving needs. 
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Health checks
We coordinate expert-led reviews that identify pain points, assess system usage and deliver tailored recommendations to improve performance, compliance and satisfaction. 
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Qualifications
Need a specific qualification made available for delivery? Just let us know, and we’ll create and set it up, ready for you to use. 
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Product release notes
We keep you informed about new features, fixes and updates so you can confidently use our solutions, avoid surprises and make the most of every improvement. 
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Custom development
We provide a full development service to build out the workflows and data fields that you need to drive the insights you need to run your business. 
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Custom integration
Integrations make life so much easier, with each platform being the single source of truth in its own space, but linking together to make life easy for all users as well as business leadership. 
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R14 imports
Allowing you and your MIS teams to report on several key datapoints via ILR, including completion rates , QAR reports 
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Data Migration
We can help with data migration and learner transfers, ensuring a smooth, secure transition that supports learner continuity. 
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Power BI data dashboard
Off-the-shelf dashboard developed by Onefile, which can be installed on the customer's Microsoft PowerBI environment, and updated automatically once every 24 hours. 
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Persona configuration dashboards
Developing dashboards configured precisely to your needs for any users of the platform. 
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Qualifications
Need a bespoke qualification created? Just let us know and we’ll design and set it up for delivery, tailored to your needs. Looking to fast-track an existing qualification? We can boost this to the top of the workload, so it’s ready for use sooner.

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Onefile is the leading learner management platform that streamlines workflows, unlocks funding and enables education and training providers to achieve higher learner success rates, at pace and at scale.

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© 2025 Onefile Ltd is registered in England with company number 4404879. The registered office is: 6th Floor, Cornerblock, Quay Street, Manchester, M3 3HN. VAT Number 792825685 © Onefile Ltd, 2005-2024. All Rights Reserved.

© 2025 Onefile Ltd is registered in England with company number 4404879. The registered office is: 6th Floor, Cornerblock, Quay Street, Manchester, M3 3HN. VAT Number 792825685 © Onefile Ltd, 2005-2024. All Rights Reserved.

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