Templates in Tracker help standardize data formats and ILR codes, improving efficiency and reducing data errors. This guide covers:
- Creating a Template
- Copying a Template
- Sharing a Template
⚠️ Note: Templates are assigned to specific Sites and must be managed using a Power User role.
Creating a Template
The process is similar to creating a learner record and begins with a setup wizard.
- Expand the Site Admin menu.
- Click Templates.
- Click the New button in the bottom-left corner.
- Use the Calendar tool to select the Start Date for the template.
This determines the data specification year. Templates are auto-migrated with each new specification release.
- Select the Funding Model.
ILR will only show fields relevant to the selected model.
- Click Next.
- Choose the Programme Type.
- (Optional) Set the Employer and number of Sub Aims.
- Click Next.
You’ll now see a blank record where you can add delivery details and ILR codes.
- Enter a Template Name and Description.
- Click Save.
Validation rules are not applied during template creation, allowing partial data to be saved.
Copying a Template
Copying an existing template can save time when only minor changes are needed.
- Expand the Site Admin menu.
- Click Templates.
- Click the Share button next to the template you want to copy.
- Select Copy to other Providers and Sites from the grey banner.
- Choose the Site(s) to copy the template to.
- Click Save.
✅ A duplicate template will appear in your list, ready for editing.
Sharing a Template
Sharing a single template across multiple sites allows centralized updates.
- Expand the Site Admin menu.
- Click Templates.
- Click the Share button next to the template you want to share.
- Select the Site(s) to share the template with.
- Click Save.
Any updates made to the shared template will apply across all linked sites.