Learner List in PICSWeb Portfolio for Employers

This guidance is for employer representatives using PICSWeb Portfolio. As this system can be customised by the training provider, you may not have access to all of the areas described in this help. Please ask the training provider if you are experiencing any issues with the system.

Once you log in to the PICSWeb Portfolio for Employers, you will be taken to the learner list page. This list shows all learners placed at your organisation that have been linked to your PICSWeb record.

Quick Actions

The following quick action icons are available above the learner list:

  • Messages – This will open your Messages.

  • Signatures – This will show a list of any Signatures required from you.

  • Target/Skills Scan – This will open a list of Target/Skill Scans due in the next two weeks for you to complete.

Learner List

The learner list shows any learners who have been linked to you in PICSWeb by their training provider. For each learner, the Name, Start Date, Expected End Date and Actual End Date are shown.

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:

  • Date of Birth

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

  • Learner Reference Number

  • Main Adviser

  • Main Aim

  • Phone Number

  • Programme

  • Qualification Plan

  • 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.

  • 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 and ID.

  • Status

  • Programme

  • 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:

  • Workflow Status

  • Contract

  • Qualification Plan

  • Officer – Fields for the different officer types will also be available in the list.

  • Delivery Location

  • School

  • Risk Band

  • Learner Reference Number

  • ULN

  • NI Number

  • Postcode

  • Contact Details

  • On Break-in-Learning

  • Created date

  • Started date

  • Ended date

  • Expected End date

  • AS Cohort

  • AS Agreement ID

  • AS Status

Exporting the 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 … > Summary by a learner in the learner list will open the corresponding Learner Summary, where you can view further details for that learner.