Creating or Sharing a Template with ILR

Overview

Templates in Tracker help standardise ILR data entry, funding rules, and delivery details. Using templates improves efficiency and ensures that information entered into learner records is accurate and compliant. Templates are created and managed at Site level.

Note: Templates must be managed using the Power User role and are assigned to specific Sites.

User Roles

This feature can be used by:

• Power User

Creating a Template

The creation process uses a setup wizard similar to creating a new learner record.

1. Expand the Site Admin menu.
2. Click Templates.
3. Click the New button (bottom-left corner).
4. Use the Calendar tool to select the Start Date for the template.
   This determines the data specification year.
   Templates will be automatically migrated when new ILR specifications are released.
5. Select the Funding Model.
   The ILR will only display fields relevant to your selection.
6. Click Next.
7. Choose the Programme Type.
8. (Optional) Set the Employer and number of Sub Aims.
9. Click Next.
10. You will now see a blank template record where you can add:
    • Delivery details
    • ILR fields and codes
11. Enter a Template Name and Description.
12. Click Save.

Note: Validation rules are not applied during template creation, allowing partial or incomplete data to be saved.

Copying a Template

Copying an existing template is helpful when creating similar templates with only minor variations.

1. Expand the Site Admin menu.
2. Click Templates.
3. Click the Share button next to the template you want to copy.
4. Select Copy to other Providers and Sites from the grey banner.
5. Choose the Site(s) to copy the template to.
6. Click Save.

✅ A duplicate version of the template will appear on the selected Site(s), ready for editing.

Sharing a Template

Templates can be shared across multiple Sites, allowing centralised updates and consistent ILR setup.

1. Expand the Site Admin menu.
2. Click Templates.
3. Click the Share button next to the template you wish to share.
4. Select the Site(s) you want to share the template with.
5. Click Save.

Important: Any updates made to a shared template will apply across all linked Sites.

Tips & Notes

• Use copying when only minor differences are needed between Sites.
• Use sharing when you want one template managed centrally.
• Ensure Start Dates align with the correct ILR collection year.
• Templates must be fully reviewed before assigning them to learner records.

Terminology

The terminology used in this article may differ depending on your Centre’s configuration.

Need Help?

If you need assistance, please contact Onefile Support or your internal support team.