Selecting Learners from the side menu will open the Learner List page. This page displays all the learners that you are permitted to view and that match the filters set above the list.

The learner list displays any learners that match the filters set above the list. For each learner, the following core details are shown:

• Full Name – Selecting this will open the corresponding Learner Summary.

• Break-in-Learning – A banner here will indicate if the learner is currently on a Break-in-Learning.

• Tags – Selecting the Tag icon will expand a list of Tags attached to the learner. You can select the X within a tag to remove it, or select the + icon to add new tags.

• Learner Reference Number (LRN) – Selecting this will open the ILR/Programme Summary for the learner.

• Start date

• Expected End date – If the learner has passed their expected end date, they will be flagged here as Overdue.

• Actual End date

Optional Fields

As well as the core learner details, selecting the list icon will open a window where you can tick optional fields to display for each learner in the list. After you have made your choices, select Save to refresh the page and add the chosen optional fields.

The following optional fields are available:

• Contract

• Date of Birth

• Email – Selecting this will open a new email to the learner in your email client.

• Main Aim

• Phone Number

• Programme

• Provider ID

• Qualification Plan – This shows the Qualification Plan set for the learner.

• Risk Band – Risk band is indicated with a coloured circle by the learner name, with red for high risk, yellow for medium and green for low.

• Site – This shows the Site linked to the learner.

• Subcontractor – Selecting this will open the Organisation Summary for the subcontractor linked to the learner.

• Training Adviser – Selecting this will open the Officer Summary for the officer that is named as the Training Adviser in the learner’s Officers tab.

• Unique Learner Number

Filtering the Learner List

The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.

• Sort By – Here you can use the drop-down menu to choose how the list is ordered.

• Search – Here you can search by learner name.

• Status

• Tags – Selecting the Search... box will open a drop-down menu where you can add multiple Tags to search by. The following search options are available:

  • Any – This will filter the list to records that contain at least one of the specified tags.

  • All – This will filter the list to records that contain every specified tag.

  • None – This will filter the list to records that do not have any of the specified tags.

• Site

• Programme

• Risk Band

• Number of records – Here you can use the drop-down menu to choose how many results are displayed per page.

Along with these, additional fields can be added by selecting More. Choosing a field will add it to the top bar, where it works like the filters explained above. The following fields are available:

• Ident code

• System Status – Here you can choose between Live, Deleted, and Archived learners. Be aware that only soft-deleted records will be available, as permanently deleted records are no longer in the database.

• Officer

• Subcontractor

• Employer

• Funding Organisation

• Learner Reference Number

• Postcode

• Unique Learner Number

• On Break-in-Learning

• Created date

• Started date

• Ended date

• Expected End date

• Validation Status

Exporting the Learner List

Selecting More also shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Learner Actions

Selecting Actions > Create from the top-right corner of the list will open a series of windows where you can Create a New Learner.

Selecting the ... icon by a learner in the list will open a menu with the following options:

• Summary – This will open the Learner Summary, which contains personal data for the learner.

• ILR/Programme – This will open the Learner ILR/Programme Summary, which contains ILR or other programme data for the learner.

• Delivery Plan – This will open the Learner Delivery Plan, which contains tracking and portfolio data for the learner.

• Delete – This will remove the learner from your PICS data. You will have to confirm before the learner is deleted.