Overview
Onefile includes several pre-built user roles that determine functionality, access levels, and permissions. Understanding these roles ensures correct setup, accurate permissions, and compliance with organisational processes.
Who Can Use This Feature?
This information is relevant to all Centre Managers, User Managers, and anyone responsible for setting up or managing user accounts within Onefile.
Centre Settings
No specific centre settings are required to access user roles, but permissions assigned to each role may vary depending on Centre configuration.
User Roles and Descriptions
| User Role | Description |
|---|---|
| Centre Manager | Administers the centre on Onefile. Responsible for configuration, users, and data. |
| Centre Monitor | Read-only access to all learner portfolios. Ideal for reporting and audit purposes. |
| Enterprise User | For organisations with multiple centres. Allows cross-centre reporting from one account. |
| User Manager | Creates and manages user accounts (except Centre Managers and EVs). Cannot access Centre Settings, Quality, or learner portfolios. |
| External Verifier (EV) | Used by external users such as Awarding Bodies. Also known as Standard Verifier, External Quality Assurer, External Moderator, or EPAO. |
| Lead Internal Verifier | Point of sign-off for assessments and internal verification. Read-only access to sampling tables and linked learners. |
| Internal Verifier | Ensures delivery quality and compliance with Awarding Body criteria. Also known as Internal Quality Assurer (IQA). |
| Assessor | Supports and evaluates learners towards qualifications. Also referred to as Tutor. |
| Trainee Assessor | Same access as an Assessor, but all assessments must be countersigned by a qualified Assessor. |
| Learner | Individual undertaking a qualification or apprenticeship. |
| Employer | Interactive access to assigned learner portfolios. Can sign assessments, reviews, and ILPs. |
| Observer | Read-only access to assigned learner portfolios. |
Important Notes
- Role names may vary depending on your Centre configuration.
- Permissions within each role can be customised by Centre Managers.
✅ Tip: Assign user roles carefully to ensure staff have the correct level of access for their responsibilities without exposing sensitive information unnecessarily.
Terminology
Please note that terminology used in this article may differ depending on your Centre.
❓Need Help?
If you encounter any issues or have questions, please contact Onefile Support or your internal support channels.