Reduced Support Availability: 18th July 2024 from 12pm

Just to let you know, our team is attending the OneFile all company meeting on 18th July  2024 from 12pm, so we won't be as responsive as usual!

You can still access our help guides - just search the Help Centre to find the answers you need. Otherwise, you can submit a ticket and we'll get back to you as soon as possible. If you have an urgent issue, set the priority accordingly.

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Creating and publishing custom data forms

  User Roles

This feature can be used by the following user roles:

  • Centre Manager


Design and assign forms

Forms can be used to capture information that can't already be stored in OneFile. Once a Form has been created, it gets published into a particular area, which determines where the new fields appear and who can complete the fields.

Create a new form Create a Section Add Fields

To create a new Form:

  1. Click Centre in the navigation menu
  2. Click Forms
  3. Click Create New Form
  4. Enter a Form name and click Create

Publish the Form

Once all of the required sections and fields have been added, you'll need to publish the form to make it Live.

  1. Click Publish at the top of the page
  2. Select the Publish Option, which determins where the form will appear and who can complete it
  3. Click On
  4. Click Save
Publish OptionForm can be completed byDescription

Learner Tab

Centre Manager

User Manager

Displayed as a tab on the Learner’s portfolio. Only be visible to Centre Managers and User Managers

Learner Portfolio




Centre Manager

Learner & Assessor

Displayed on the learner's portfolio. Visible to all users who can access the learner’s portfolio.

Assessment Plan


Displayed in the learner’s Assessment Plan.

The form will only appear in the plan if assigned assigned to the Learner when the plan is created.

Learner Review




Displayed in the Learner’s Review.

The form will only appear in the Review if assigned assigned to the Learner when the Review is created.

Assessor Observation


Used when an IV Observes an Assessor

Learner Interview


Used when an IV Interviews a Learner

Learner Template



Class Form Delegate

Centre Manager

Displayed on the learner's portfolio The form can be filled out and signed multiple times for the same learner.

Only the first person in the list can sign and complete the fields.

Persist Data

Please note that the option to persist data is only available in Assessment Plans and Reviews.

If you enable this option, the data from the previous Assessment Plan or Review will automatically be pulled through to the new Plan or Review.

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