Learners in the PICSWeb Organisation Summary

Owned by Joe Robson (Unlicensed)
Last updated: Sept 23, 2022
3 min read

The Learners tab in the Organisation Summary lists all Learners who have the organisation linked as a Placement. For each learner, the following details are shown:

  • Risk Band – This indicates the level of risk associated with the learner, ranging from green (low-risk) to yellow (medium-risk) and red (high-risk). A grey dot means that no risk level has been set.

  • Full Name – Selecting this will take you to the corresponding Learner Summary.

  • Tags – Selecting the label 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.

  • Programme

  • Main Adviser – Selecting this will take you to the corresponding Officer Summary.

  • Start Date

  • Expected End Date

  • 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 or ID.

  • 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 displayed

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:

  • System Status

  • Officer

  • Funding Organisation

  • Learner Reference Number

  • Postcode

  • Unique Learner Number (ULN)

  • Created date

  • Started date

  • Ended date

  • Expected Ended date

Exporting the Learner List

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

Learner Actions

The following actions are available from the learner tab:

  • Summary – Selecting ... > Summary by a learner in the list will take you to the corresponding Learner Summary.

  • ILR – Selecting ... > ILR by a learner in the list will take you to the corresponding Learner ILR Summary.

  • Delivery Plan – Selecting ... > Delivery Plan by a learner in the list will take you to the corresponding Learner Delivery Plan.

  • Delete – Selecting ... > Delete by a learner in the list will soft-delete the learner from the entire database, not just the organisation record. The learner will still appear in the list, but they will be flagged as Deleted. You will be prompted to confirm before you delete the record.