✨ Updated feature alert
This feature update is available from Wednesday 14 October 2026.
Overview
The Learning Journal report provides detailed insights into learner activity, including time spent, approval status, and feedback. This guide explains how to access and use the report effectively.
What's Changed?
| Improvement | What it does |
|---|---|
| Entries created by assessors | The report now includes journal entries an assessor created on a learner's behalf, as well as entries the learner created. A new Authored By column shows who wrote each entry. |
| Filter by created date | A new Using journal created date option is ticked by default. While it's ticked, the Date From and Date To filters match the date each entry was created. Untick it to filter by the dates of the linked activity, as the report did before. |
| Created Date column | Each entry now shows the date it was created. |
User Roles
This feature can be used by:
- Centre Manager
- Centre Monitor
- Assessor
- Trainee Assessor
- Lead IQA
- IQA
- EQA
- Observer
- Employer
Steps to Access the Learning Journal Report
- Navigate to Reports from the left-hand menu.
- Locate the Learner Reports section.
- Click Learning Journal to open the report.
- Apply the available filters to drill down into specific data sets.
Fields in the Report
The Learning Journal report includes the following fields:
- ULN (Unique Learner Number)
- Learner Name
- Default Assessor
- Main Learning Aim
- Journal Title
- Category
- Authored By
- Start Date/Time
- End Date/Time
- Created Date
- Total Time
- Total OTJ Time (Off-the-Job)
- Approval Status
- Feedback
- Criteria
Exporting the Report
The Learning Journal report can be exported to a spreadsheet for further analysis or record-keeping.
Tips & Notes
- Apply filters before exporting, so you only download the data you need.
- Use the Authored By column to tell at a glance whether an entry was written by the learner or by an assessor on their behalf.
- Leave Using journal created date ticked to report on when entries were created; untick it to go back to filtering by the linked activity dates.
Terminology
The terminology used in this article may differ depending on your Centre's configuration.
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Need Help?
If you need assistance, please contact Onefile Support or your internal support team.