Creating Providers and Sites in ILR

Overview

ILR uses a hierarchical structure made up of Providers and Sites to organise learner data and control user access. Creating additional Providers and Sites helps large organisations segment data and manage user permissions.

Tip: The terms “Provider” and “Site” can be customised. Contact Onefile Support if you would like these labels changed.

User Roles

The following permissions are required:

• Project Admin – can create Providers and Sites
• Provider Admin – can create Sites within their assigned Provider only

Creating a Provider

1. Log in to Tracker using your Project Admin role.
2. If already logged in, switch to Project Admin using the User Role dropdown at the top of the screen.
3. Expand the Project Admin menu on the left.
4. Click Provider List.
5. Click New Provider in the bottom-left corner.
6. Enter the required details:
   • Name
   • Forced Case for Names and Addresses (recommended: Capitalised First)
7. Click Save.

Creating a Site

1. Log in using your Project Admin or Provider Admin role.
2. Expand the Project Admin menu.
3. Click Provider List.
4. Click the expand icon next to the Provider you want to add a Site to.
5. Scroll to the bottom of the Site list and click Add a New Site.
6. Enter the required details:
   • Name
   • Default Funding Type
   • Provider Number (UPIN)
   • UK Provider Reference Number (UKPRN)

Tip: If you don’t know the 6‑digit UPIN, enter the first six digits of your UKPRN.

7. Click Save.

Post-Creation Steps

• Update user accounts to grant access to the new Site.
• Adjust Employer record visibility if needed.
• See Manage Employer Record Visibility for further guidance.

Tips & Notes

• Provider Admins cannot create Providers — only Sites within their assigned Provider.
• Keep naming conventions consistent to make records easier to locate.
• Providers and Sites can be updated after creation if details change.

Terminology

The terminology used in this article may vary depending on your Centre's configuration.

Need Help?

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