Version control 
Version number  Date  Editor 

Version 1.1   06/04/2020  Sam Lannin 

     

     
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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Table of contents 
Version control 1 

Table of contents 2 

Introduction 6 
Support and contact details 6 

Logging In 7 
Forgot Password 7 

User Types 9 
Administrators 9 
Client Administrators 9 
Learners or Apprentices 9 
Tutors 9 
Verifiers 9 

Administrators 11 
Dashboard/Homepage 11 
Account Information 11 
Programmes 12 
Clients 12 
Navigation Banner 12 
Client Section 13 
Adding Programme to a Client 15 
Adding a New Client 16 
Learner Section 16 
Mailing Students 20 
Viewing Targets 21 
Targets - Comments 22 
Targets - Review 22 
Targets - Adding Targets 23 
Programme Section 24 
Cloning a Programme 26 
Publishing a Draft Programme 26 
Creating a new Programme 26 
Add Programme 27 
Difference between Timed and Standard Programmes 27 
Welcome Resource 28 
Adding Phases to your programme 29 
Week and Day 30 
Phase Name 31 
Description 31 
Start and End Date 31 
Phase Selection 31 
Phase Score 31 
Duration 31 

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Phase and how they work 32 

Knowledge 32 
Skills 33 
Behaviors 34 
Mastersessions 36 
Off the Job Training Log 39 
On the Job Training Log 40 
Learner Journal 40 
Gateway Assessment 40 
Final Review 41 
End Point Assessment 41 
Articles - Week Specific Phase Type 42 
Personal Development Plan - Week Specific Phase Type 42 
Live Session - Week Specific Phase Type 42 
Exercise - Week Specific Phase Type 43 
Communication Forum - Week Specific Phase Type 43 
Reporting 45 
Active Programmes 46 
Active Learners 48 
Filtering Learners 48 
Individual Learner Login Timings 49 
Programme Progress 50 
Weekly Learner Logins 52 
Messaging service 53 
Sending Files 54 
More Options 54 
Notifications 54 
Account 55 
View Profile 56 
Changing Password 57 
Signing out 58 

Client Admin 60 

Logging in 60 
Username and Password provided by Company 60 
Registration Link Via Mail 60 
Dashboard/Homepage 60 
Account Information 61 
Upcoming Live Sessions 62 
Learners Section 64 
Newsfeed 64 
Creating a New Post 65 
Deleting a Post 65 
Navigation Banner 65 
Learner Section 65 
Add Learner 67 
Adding a New Assessor/Verifier 69 

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Viewing the student progress in detail 69 

Adding and Viewing Targets 70 
View Wage Meter 70 
Programmes Section 70 
Self Enrolment Link 72 
Creating a Live Session 73 

Learner 77 
Logging In 77 
Username and Password provided by Company 77 
Registration Email from Olive 77 
Self Enrolment Link from Admin 78 
Dashboard/Homepage 81 
Enrolled Programmes 82 
Upcoming Live Sessions 83 
Newsfeed 84 
Links 84 
Your Points of Contact 85 
Navigation Banner 85 
Messaging System 85 
Notification System 86 
Account Management 86 
System Walkthrough 86 
Programmes Page 87 
Welcome Resources 90 
Behaviors 90 
Knowledge 92 
Skills 93 
Qualifications 94 
Adding Evidences to Multiple Qualifications and Sub Qualification 95 
Sub-Qualifications 96 
Masterclasses 98 
Course Player 99 
Off the Job Training Log 100 
Creating a new Entry 100 
Adding a new Supervisor 101 
Adding Hours to an Activity 101 
Editing an Entry 103 
Uploading Evidence to your OTJ Hours 104 
On the Job Training Log 104 
Journal 104 
Adding a New Journal Entry 105 
Gateway Assessment 106 
Reviews 107 
End Point Assessment 108 
Personal Development Plan - Week Specific Programmes Only 109 
Live Sessions - Week Specific Programmes Only 109 

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Article - Week Specific Programmes Only 110 

Communication Forum - Week Specific Programmes Only 110 
Contacts Page 110 
Newsfeed 111 
Links 111 

Assessor 115 
Logging in 115 
Username and Password provided by Company 115 
Registration Link Via Mail 115 
Dashboard/Homepage 115 
Account Information 116 
Programme 116 
Learners 116 
Newsfeed 117 
Navigation Bar 117 
Learners Page 0 
Checking Student Work 118 
Welcome Resources 121 
Behaviors 121 
Knowledge 122 

Verifier 125 

New features - Coming Soon 125 

Wage Meter 125 
Assessor Workflow 125 
Evidence Bank 125 
Wage Meter 125 
 
 
 
 
 
   

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Introduction 
This user guide is designed to provide documentation for people who will use this portfolio on a 
day-to-day basis. This document is designed to be read and used as a reference by any user of the 
system.  
 
Support and contact details 
How we support you and your portfolio 
Any support from your respective companies will be provided by your company so please get in 
touch with your inhouse portfolio team for questions and queries. 
 
For any support related queries please contact our 24/7 support team at ​[email protected] 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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Logging In 
Once you click on the login link, you will be 
taken to the Login page. Login link looks like  
https://(Your 
Org_domain).connectedportfolio.com 
From here you can select the user type that has 
been assigned to you.  

Once you have clicked on the relevant usertype you will be taken to the screen where you can 
enter your username and password. 

Forgot Password 
If you have forgotten the password to your 
account, you can click “Forgot Password” in the 
learner user state. 

 
 
 
 
 
 
 
 

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Here you can add your “Email Address” and 

click on “​Send Reset Token​” and a token that 
will be sent to your email address. 

Once you have the token you can enter it and 

this will take you to the Reset password screen, 
where you can enter your new password for 
your account. 

 
 
 
 
 
 
 
 
 
 
 

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User Types 
There are 5 different user types in the E-Portfolio which are Admins, Client Admins, Learners or 
Apprentices, Tutors and Verifiers 
 
To Note: ​These names can be changed to suit the need of the company as required 

Administrators 
Administrators are the people in the parent company who are 
responsible for creating the programmes, clients and admins for the 
respective clients, they can also be given the ability to add learners and 
assign programmes to learners themselves. 

Client Administrators 
These are delegated admins of the client who are responsible for 
creating the learners, assigning them the proper course and work hours 
and details. 

Learners or Apprentices 
These are the students/apprentices who will be learning the 
programmes and taking training from their Tutors and adding the 
relevant information of their learning into the system 

Tutors 
These are the teachers who will be responsible for mentoring the 
learners and assigning them works to do, and will be responsible to 
answer any queries the learner has on the topics. 

Verifiers 
The Job of a verifier is to conduct apprenticeship/award quality control 
activities to ensure service outputs. This will be measured against the RN 
training/AO requirements whilst in the training establishment. 

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Administrators 
Dashboard/Homepage 
Once you have logged into your Admin Account you will be taken to the Dashboard/Home Page as 
shown below, 

Account Information 
This section give you a glance of your account 
details, your name, company information, 
Contact information (Mobile and Email Address) 

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Programmes 
The Programmes section gives you a list of all 
the Programmes that have been currently 
created in the system. 
 
Click on “​+ Add​” to go to the programme 
builder. 
 
Click on “​More​” to see the full list of Courses 
that have been created on the system. 
 
Also you can use the search functionality in the 
system to search for programmes that have 
been created. 
 
To Note:​ This list shows all the programmes 
including published and on-edit programmes 

By clicking on the “​More​” button you will be taken to the full list of programmes, but this will be 
covered in more detail in the Programmes Section 

Clients 
The Clients Section will show you a glimpse of 
all the clients within your organisation. 
 
Click on “​+ Add​” to go to the Add Client Page. 
 
Click on “​More​” to see the full list of clients that 
have been created on the system. 
 
Also you can use the search functionality in the 
system to search for clients in the system. 

By clicking on the “​More​” button you will be taken to the full list of clients, but this will be covered 
in more detail in the Clients Section 

Navigation Banner 

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The Navigation bar takes you to various pages within the system. Clicking on “Home” will take you 
to the home page, you can also Navigate to the homepage by clicking the company logo on the 
Top Left Corner. 

Client Section 
There are two ways to reach the client page, this can be done by clicking on the Clients Tab in the 
Navigation Banner or by Clicking More in the Client Section of the Homepage. 

 
Below is an example of the client section, 

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You can load more clients by clicking on the 

“​Load More​” button at the bottom of the page. 

You can know about the number of 

programmes assigned to the client and the 
number of learners by looking at the details 
beside each client. 
 

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You can delete a particular client clicking the 

“​Delete​” button beside the client. 

To View all the programmes that have been 

assigned to a client you can click on “​View​”. To 
view more assigned programmes you can click 
on “​Load More​” 

Adding Programme to a Client 

To Add a Programme to a client, you can select the Client from the Client Section and Click on 
View then click on Add Programme. 

To View all the programmes that have been 

assigned to a client you can click on “​View​”. To 
view more assigned programmes you can click 
on “​Load More​” 

This will bring up the search list for all the 

programmes that have been published in the 
system.  
 
Once you have found the programme you can 
click on “​Add Programme​” and this will add the 
programme to the particular client. 
 
To Note:​ Programmes will show up here only if 
the programme has been published after it has 
been created.  

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Adding a New Client 

As mentioned above you can click on the “​+Add​” button from the homepage or click on “​Create 
New Client​” in the Client Section to create a new client. This will bring up the Client creation page 
as shown below. 

 
Here you can add the necessary information like the ​Client Name, Tax Number, Email address of 
the Admin of the Client Organisation, First Name of the Admin, Last Name of the Admin and 
Photo. 
 
Once the Information has been added you can click on “​Add Client​” to add this Client and Client 
Administrator. 
 
To Note​: Once this process has been completed, a registration email will be sent to the new Client 
Admin to create his ​username and password​ and log into the system. 

Learner Section 
To Navigate to the learner section you can click on the learner tab on the Navigation banner and 
this will take you to the Learner Section. 

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Following is an example of the Learner Section from the Administrator view of the system. 

This page shows the learners from all the clients under the organisation, with what programme 
they are doing and the progress in the programme. 

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To Search for a learner you can use the search 

bar and search for the name of the particular 
learner. 
 

To view an indepth status of each student you 

can click on the “View” button beside each 
learner to see the Course Progress Page. 

Below is an example of the Course Progression Page, 

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Here you can see the students' progression in the various sections of the programme.  
To go into each section you can click on the relevant sub title under the section and it will show the 
submitted answers and materials and approval status of them. 
 
An Example has been shown below, 

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Only Assessors can mark a submitted material by a student as approved, we will be looking into it 
at (insert heading here) 

Mailing Students 

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To mail a student you can click on the email link 

in under the students name and this will prompt 
you to choose your mailing software. 

Viewing Targets   

Learning Targets can be set by the Tutor, Client 

Admin and student or yourself as the admin, as 
a guide on when the particular session needs to 
be completed by. 
 
To View this Click on “View Targets” beside the 
student name and this will take you to the 
Targets Page for that particular student. 

This page provides you with the list of Targets that has been set. 

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Each Target gives you, 

1. Due Date for the Target 
2. What Section the Target comes under 
3. Required Progress for the Section 
4. Current Progress made in the Session 
5. Who Assigned the Target 
 

By Clicking on “​view​” beside each Target you 

will be able to see the comments and review 
section of each Target. 
 

Targets - Comments 

By Clicking on the “​Comments​” section you can 

see all the comments that have been added to 
this particular target. 

The “​Add Comment​” button will let you add 

comments into the particular Target. 
 
To cancel the changes you can click on “​Cancel​” 
or to save you can click on “​Save​” 

Targets - Review 

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Clicking on “​Review​” will let you add a review 

to the particular target if it has been completed 
on time or if it hasn't. 

The “​Add Review​” button will let you add the 

review into the particular Target. 
 
To cancel the changes you can click on “​Cancel​” 
or to save you can click on “​Save​” 

Targets - Adding Targets   

To add a target click on “​Add Target​” button on 

the top right of the page and this will take you 
to the Add Target Screen as shown below, 

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Here you can set the​ Phase or Week​ of the section the target is assigned to, the ​starting and 
ending date of completion​ of set target, the ​required progress​ and a ​description of the target. 
 
Once you are happy you can click “​Submit​” to add the Target to that particular student or click 
“​Cancel​” if you want to delete it. 

Programme Section 
To Navigate to the Programme Section you can click on the “​More​” under the programme section 
of the homepage or click on the Programme tab in the Navigation bar. 

This will bring you to the Programmes section which shows all the programmes and you can 
create your own programmes from here. An example has been shown below. 

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You can search for programmes by using the 

search option. 

To Delete a programme you can click on the 

delete button beside the programme and this 
will delete the programme. 
 
To Note:​ Deleting a programme will remove   
that programme for all learners and all progress 

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on that particular programme will be lost for all 

learners.  

To Edit an already existing programme you can 

click on the Edit button 
 
To Note:​ This is recommended only for draft 
 
programmes and not published programmes. 

Cloning a Programme 

To Clone an existing programme you can click 

on the “​Clone​” button,  
 

This will bring up the Clone creation dialog box 

as shown, here you can type in the name of the 
new cloned programme. 
 
You can click on “​YES​” to clone the programme 
or “​NO​” to abort the cloning process. 
 

 
 
To Note: C
​ loning a large programme takes a bit of time, please refresh the page in 
5-10 mins to be sure all the information has been cloned. 

Publishing a Draft Programme 

To publish a draft programme you can click on 

the “​Publish​” button beside the programme. 
 
To Note:​ Only when a programme is published 
will the programme show up when you want to   
add this to a client. 

Creating a new Programme 

To Create a new programme you can click on the “​+ Add​” button under the programme section of 
the Homepage or click on the “​Create New Programme​” under the Programme Section, this will 
open the Programme builder. 

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Add Programme 
The first page as shown below will ask for the P
​ rogramme Name, the logo for the programme, a 
description about the programme​ and if the programme is a t​ imed programme​ you can tick the 
“​has weeks​” tick box in the end. 

Difference between Timed and Standard Programmes 

There are two ways of setting up a programme. With a weekly layout or in a 
standard format.  
 
If you choose to set up a weekly programme you will be given the option to enter a 
week number at the top of each phase. This will segment the phase into the week 
that you have chosen.  
 
If you do not choose the weekly format your programme will follow the standard 
layout and each phase will be divided by phase type.  

Once the information has been added and confirmed you will be taken to the Edit Programme 
page as shown below, 

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To Edit the initial information that was added 

you click on the “Edit” button, and this will take 
you to the initial page where you can change 
the necessary details. 

Welcome Resource 
(What is a welcome resource?) 
 
To Add the Welcome Resource you can click 
“Add Welcome Resource” and this will take you 
to the screen below, 
 

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Admin Edit View 

Here you can add the N​ ame​ for the welcome resource, ​description, link to the programme​ in the 
company website for additional information, a
​ dd documents like company handbooks​ and if you 
have a​ video that can accompany the welcome resource​ this can be either added as a link or as a 
raw video file. 

Click here to see how this looks from a learner view 

 
The Following formats can be added in the 
Document: .pdf, 
Video Link: Youtube or Vimeo Links 
Raw Files: .mp4  

Adding Phases to your programme 

To add a phase to your programme you can 

click on the “Add Phase” button and this will 
open the Edit Programme Phase window as 
shown below. 

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Week and Day 

When setting up a particular phase you can set 
the particular week and day. This will select 
where the phase will sit. 
 
To Note: ​This will work only if the programme is   
a timed programme. 

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Phase Name 
This will show up under the category overview 
section. For example if we set up multiple 
phases in a particular category the phase name 
will show on the learner program view so that 
the learner can tell the difference between 
phase types.   

Description 
When a user clicks into a particular phase the 
phase description will be displayed at the top of 
this page. Please see below example: 
 

Start and End Date 

This particular feature is for if a programme has 
content to be released at specific times. For 
example if a learner is to have content released 
to them on a specific date and only for a 
particular period of time.    
By setting the start and end dates the content 
will become available on the start date and 
access will be revoked upon the end date.  

Phase Selection 
Each phase type has different characteristics applicable to it. Some phase types have form builders 
whereas others will display content and allow the user to upload documents. When setting up a 
phase please select one of the checkboxes and then name the phase. Different phases available in 
the system are shown below, 

Phase Score 
If this phase is part of the weighting system you 
can add the score that it contributes to the   
overall programme here. 

Duration 
Whatever amount is entered in this box when 
the phase is completed the amount of minutes   

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will be deducted from the learners off the job 

activity automatically.  
 
To Note: ​The time needs to be added in 
minutes. 

Once you are happy with the selection you have made you can click “​Save​” and this will add the 
Phase to the programme. 

Phase and how they work 

Knowledge   

This is the information, technical detail, and ‘know-how’ that an individual needs to have and 
understand to successfully carry out the duties that make up the occupation. Some knowledge will 
be occupation-specific, whereas some may be more generic, for example health, safety and 
environment legislation. 
 
To create a new section you can click on the + button as shown below and if you want to create a 
copy of the current section you can click the copy button. 

Once you have created your section, the add subsection option will come as shown below, 

Once you have added in your information relevant to all the knowledge it should look like the 
following, 

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To see this from a learners perspective click this link 

 
 
To Note:​ When you are adding subsections be mindful of which section you are 
adding the subsection into. 

Skills 
skills are the practical application of knowledge needed to successfully undertake the duties that 
make up the occupation. They have to be learnt through on and/or off-the-job training or 
experience. They do not need to be expressed in the workplace context, because the duties are 
expressed in this way.   
 
Skills should not be a repetition of the duties or tasks. For example, the skills relating to the duty 
‘produce bread products,’ will include use tools and equipment, follow instructions, select 
ingredients, measure ingredients, mix ingredients, complete quality assurance etc. 
 
Skills can be created the same way as Knowledge was, a completed Skills section will look like the 
following in Admin View. 

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To see this from a learners perspective click this link 

Behaviors 
Behaviours are mind-sets, attitudes or approaches required for competence, generally across the 
entire occupation. Whilst these can be innate or instinctive, they can also be learnt, so they are 
effectively a subset of skills.  
Behaviours tend to be very transferable meaning that they may be more similar across 
apprenticeship standards than knowledge and skills.  
Examples include, team worker, adaptable and professional. Give examples of how behaviours 
may be demonstrated to help differentiate the requirements of behaviours for different 
occupations/levels: Professional, for example represents themselves/employer well, presentable, 
passion for product, ambassadorial nature, instils confidence. 
 
In the behavior section you have 2 options,  

Type  Type 

B  A 
This is the first behavior type you want to start  Once the Type B behavior has been created it 
with and this asks the first initial questions with  needs to be duplicated again for A, the 
an overall rating on the particular behavior  difference being when students put content in 
  B it starts to added into A for review 

How to Use Behaviors 

Behaviors are competence checkers, so let's say the programme is 12 months long, 
there can be 3 behaviors every 4 months.  
For the first month it will be Type B, then the rest 3 will be Type A. Each time the 
development plan is pulled into the new one, this helps the student set self goals 
and take initiatives. 

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To create a Type B form you can click on the 

Type B form under the behavior drop down that 
comes once you have ticked the programme   
type as Behavior. 

This will open the Behavior Checklist editor type B and you can click on the “+Section” to add your 
first section as shown below, 

 
To see this from a learners perspective click this link 

You can add a new section by pressing the 

“​+section​” button and to add a new subsection 
you can select from the added sections in the 
list as shown to your right and click 
“​+FormData​” to create your new subsection.   

To create a Type A form you can click on the 

Type A form under the behavior drop down that 
comes once you have ticked the programme   
type as Behavior. 

This will open the Behavior Checklist editor type B and you can click on the “+Section” to add your 
first section as shown below, as you can see the Type A has a new box that says review, where 
the content from the type B or previous Type A’s will be pulled. 

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To see this from a learners perspective click this link 

 
To Note: 
The review side of the behaviors will work only once the previous section of the 
checklist has been filled by the learner and is seen only from the learner’s 
perspective and not in the programme building stage. 

Mastersessions 
These are your classroom training sessions converted into digital format, this is where most of 
your learning will be happening. Each masterclass has its own resource section where you can 
upload relevant documents that the learners can download during the session or any document 
the student needs to upload on successful completion or during the masterclass session. 

Once You have selected a masterclass as your programme phase, you have the ability to choose 
what course needs to be added to the particular masterclass.  
 
You can add multiple courses to your masterclass session as shown below, 

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To add any necessary documents you can click on the “+” button besides the guideline section and 
this will bring the browse option as shown below, 
 

 
 
Here you can browse for the files from your system and multiple files can be uploaded onto a 
single masterclass. 
 
Once the file has been uploaded you can give the file a name to show up when the student looks 
at the mastersession. 

 
 
Supported file types for upload 
Documents: .doc 

Once all the masterclasses has been uploaded a typical masterclass list should look like this, 

 
To see this from a learners perspective click this link 

Qualification 
Once a student has completed their masterclass they can start answering the qualifications 
section. To create a qualification section click on ‘Qualification’ as the type and this will bring the 
option to add qualification as shown below, 

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Clicking on “​Add Qualification​” will open the 

Add Qualification window as shown to the side. 
 
Header​ is the ​section heading​ and the 
qualification name is where you would type in 
the qualification name, 
 
Description for the section title. 
 
By clicking the “​Is Evidence Required​” tick box, 
learners will have the ability to upload evidence.   

Once the box is ticked, the system will ask for 

what type of evidences can be uploaded, 
● Videos 
● Images, and 
● Attachments 

Once the qualification heading has been added 

and saved, the option to add the 
sub-qualification option will come up as shown 
here,   

The add sub-qualification screen is similar to 

the qualification one but as you can see the 
header which is the parent qualification has 
already been filled. 
 
If you need evidence to be attached you can 
click on the checkbox and select the needed 
evidence types. 

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The above is an example of a qualification from Admin creation side 
To see this from a learners perspective click this link 

Off the Job Training Log 

(Description on what is OFTJ Log) 
To create an Off Job Training Log you can tick the Programme phase as “Off Job Training Log”, this 
will bring up the option to set the timings as shown below, 

 
To see this from a learners perspective click this link 

Here you can add the duration of the programme in weeks, how many holidays there are and the 
weekly learning hours, a sample calculation has been shown below. 

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On the Job Training Log 

(Description on what is ONTJ Log) 
Similar to the Off Job Training Log you can click on the On Job Training log and set the hours for 
the apprentice to meet the training requirement as shown below, 

 
To see this from a learners perspective click this link 

Duration​ is the ​total hours needed for the On The Job Training​, and you can set activities by 
typing the name of the activity in the activity box and clicking “​add​”, this will be added as sections 
where the learners will log their hours. 

Learner Journal 
A learner journal is an area where learners will 
be able to add content like a diary where they 
can upload evidence to further support their 
learning process. 
 
To create a learner journey, after the relevant 
details have been added click on “Journal” as 
 
the phase type for this phase and the Journal 
will be created. 

To see this from a learners perspective click this link 

Gateway Assessment 
The Gateway Assessment ensures that all apprentices have completed the mandatory aspects of 
the occupational standard and that any work underpins specified assessment methods. It creates 
confidence in employers that once an apprentice passes the Gateway Assessment they are 
occupationally competent. 

To create a gateway assessment click on 

“Gateway Assessment” as the Program Phase. 
Once this has been selected you will have the 
 
option to select the type of Assessment as 
shown. 

Gateway Assessment A i​ s used for​ Practice testing​ and students will upload evidence of their 
Practice testing and comment on areas that need further development. To Create a Type A 
Gateway Checklist click on Save and this will create a Type A Checklist. 
 

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To see this from a learners perspective click this link 

Gateway Assessment B is used as a checklist for aptitude tests that needs to be verified by the 
Learner, Client Admin and Assessor. Once you have clicked it will take you to a form builder as 
shown below, 
 

 
 
You can change the name of the checklist, add new questions and delete them using the form 
builder and once you are happy with the questions you can click “Save” to apply the changes. 

To see this from a learners perspective click this link 

Final Review 
This phase is made available for assessor or verifier to add the review of the work done by 
students. 
 
To add a review section to the programme, select the phase type as Final Review and this will add 
the review section to the programme. The following is an example from the learner view of the 
review section. 
 

 
 
We will be looking into more depth about the reviews in the Assessor and Learner section 
respectively. 

End Point Assessment 

End Point Assessment. End Point Assessment (EPA) is the final assessment for an apprentice to 
ensure that they can do the job they have been training for. EPA is separate to any qualifications or 
other assessment that the apprentice may undertake during the on-programme stage of the 
apprenticeship. 

To add an EPA you can click the Program Phase 

as “​End Point Assessment​” and click on “​Add 
End Point Assessment​” in the dropdown as   
shown on the right. 

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This will open the checklist builder as shown 

below 

 
 
Here you can select the ranking, what assessment the learner is being ranked on and the outcome 
with the certificates attached to the learner. 

To see this from a learners perspective click this link 

Articles - Week Specific Phase Type 

Articles are document repositories where you can upload documents that can then be viewed by 
learners, like documentation, textbooks etc which don't fall under the masterclasses. 
 
 
 
To create an article section, click on the program phase as “Article” and the document upload 
option will come up as shown above. 
 
From here here you can add multiple documents and assign them names for how it would look in 
the learner view. 

To see this from a learners perspective click this link 

 
Week Specific Phases 
Note that the week specific phases will work only if the “Has Weeks” tick box 
when the programme is created. 

Personal Development Plan - Week Specific Phase Type 

Live Session - Week Specific Phase Type 

To add a Live session to the programme, select the week and day for the live-session and the 
name of the session, select the Phase Type as “Live Session” and click on “Save” this will create 
the live session in the programme. 
 
 
To Note: 
Once the live session has been created the Client Admin will be able to create the 
room and add members to the call. To see how this works click on this link. 

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Exercise - Week Specific Phase Type 

You can submit the response for the custom form available here with this section. Your consultant 
can interpret and feedback your submitted response. The form builder also can segregate 
questions that can only be answered by a particular user type like the (admin, learner or the 
employer) 

To Access the form builder you can click on 

“Exercise” as the Program Phase type and this 
will bring the Checklist option at the bottom as 
shown on the right.   
 
The form builder will look like the one below. 

Here you can create a section using the “+” button beside Section and giving the section a Name. 
Once the section has been created you can click on the “+” beside the subsection and give the 
sub-section the name. 
 
There are 5 different types of question types in the form builder 
Text - T
​ his is used for small text 
Text Area -​ This can be used where larger text is needed 
Radio -​ Choose between multiple options (only one can be chosen) 
Checkboxes -​ Choose between multiple options (multiple options can be chosen) 
Select - S
​ elect one from the dropdown 

To see this from a learners perspective click this link 

Communication Forum - Week Specific Phase Type 

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Publishing your programmes 

Make sure you publish your programme after you have completed creating it in order to add it to a 
client. To know how to publish your programme c​ lick the link here. 

Journey Worker Rate   

(What is Journey Worker Rates?) 

In order to set the Journey worker rates click on the “Journey Worker Rates” tab on the Navigation 
bar and this will take you to the Worker rates page. 

A typical Journey Worker Rates page should like like below 

You can search the page based on Programme and based on Role as well 

To add a new rate you can click on the “​Add +​” button on the top right hand side of the page as 
shown below, 
 

This will take you to the “​Add Journey Worker Rate Page​” 

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Here you can fill in the following information, 

❖ Programme -​ Select the programme you want the Worker Rate to be added to 
❖ Base Currency -​ Type of Currency ( GBP, EUR, USD and AUD ) 
❖ Rate Per Hour 
❖ Rate Per Month 
❖ Rate Per Year 
❖ Role -​ The role of the person in the company 

Reporting 
The Reporting Dashboard aims to give the admins an overall view of all the clients and student 
progress without having to actually go into each learner, this gives a more cumulative view of the 
whole organisation. 
 
To see the reporting dashboard click on the reports button in the navigation bar as shown below, 

This will open up the main reporting dashboard as shown below, the reporting dashboard has 4 
main sections, 
★ Active Programmes 
★ Active Learners 
★ Programme Progress 
★ Weekly Learner Logins 

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Active Programmes  
In the active programmes section, you will be 
able to see the published programmes and the 
ones with active learners. 
 
By Clicking on view you will be able to get the 
full list of active programmes in your 
organisation as shown below. 

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This view gives information on the following for each of the active programme, 
➔ Number of clients the programme has been assigned to 
➔ Number of learners currently in the programme 
➔ Number of learners who have not started the programme 
➔ Number of learners who have started the programme 
➔ Number of Learners who have completed programme 

To Export the list as a spreadsheet or as an 

excel file you can click the export button on the 
top right of the screen. 

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Active Learners 
In the active learners section you will be able to 
see all the learners who are active on the 
system. 
 
By Clicking on View you will get the full list of 
learners as shown below, 

Filtering Learners 
You can search for a particular member of filter the results based on the following criterias, 
➢ Filter by Date​ - You can enter a start and end date here and click apply filter and this will 
show all the members that were created between those dates 

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➢ Filter by Client​ - You can choose this and select a particular client to see only members 
from that one client 

 
➢ Filter by Assessor -​ Here you can choose an assessor and filter all the students that he is 
mentoring. 

 
➢ Filter by Verifier -​ Here you can choose the verifier and filter all the students based on the 
verifier. 

 
Applying the Filter 
Please make sure you click on the Apply Filter button once you have set your 
filtering option to filter the results. 

To Export the list as a spreadsheet or as an 

excel file of the results you have just generated 
using the filtering functionality, you can click the 
export button on the top right of the screen. 

Individual Learner Login Timings 

To know the logins of a learner you can click on the “View” button beside the name of each learner 
and this will show you the timing log of all the learner’s logins. 

A usual login log would look like the one below, showing who the assigned Assessor and Verifier 
is, with the Login timings for the learner. This can also be downloaded using the “Export” button 
on the top right of the page. 

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Programme Progress 
This gives you from the first page a glimpse of the latest programmes and their status based on 
how many students have not started, started and completed the program. Hovering over one of 
the bars will give the actual number of students in all 3 sections of completion. By clicking on view, 
you will be able to go in more detail. 

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The above is an example of an in depth Programme Progress screen and here we can see the 
Learner, which organisation the learner belongs to, what programme they are doing, the current 
progress, status (not started, started, completed). 

Filtering Programmes 

Programmes can be filtered similar to learners based on various criteria such as, 
➢ Filter by Client​ - You can choose this and press filter to show all the learners in that 
particular client. 

 
➢ Filter by Programme ​- You can choose your programme here and filter the learners who 
are doing that particular programme. 

 
Once a programme is selected you can further select, 
○ Filter by Phase -​ Here you can choose any phase like behavior, qualification, 
masterclass etc and filter based on that for that particular programme. 

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Once a phase has been selected you can further select, 
■ Filter by Status -​ Here you can choose to filter the phase based on Not 
Started, Started and Completed. 

 
Dependent Filters 
Filter by Phase and Filter by status are dependent filters and in-order to activate 
them, the previous filter must be set. 
Filter by Programme > Filter by Phase > Filter by Status 

Weekly Learner Logins 

The weekly login information gives a graph of the number of logins per day for a week, if you need 
to change the time you can click on the date at the bottom to the required date and it will show 
that week's login information. 

By clicking on view this will give a more in-depth look of the login details as shown below, 

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This reporting dashboard is similar to the active learner dashboard, if you would like a recap please 
click the link​ to see how the filtering and login information works. 

Messaging service  
Using the inbuilt messaging service, Admins, Client Admins, Learners and Assessors can 
communicate to each other via the message platform. The system allows private messages to be 
sent to individuals or groups to be created and messages sent through there. 

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Sending Files 

 
By Clicking the “+” icon beside the chat bar files can be added to be sent in the chat. 

More Options 
By Clicking the Gear Icon on the top right of the 
messaging system you can manage the 
participants of the room, adding and removing 
them from the room as shown below. 
 
Remove Room, will permanently delete the 
room from the conversation list. 

Notifications 
When you get a notification it comes up in the notification section, these include notifications 
when a student has submitted responses, or the assessor has reviewed and approved the 
response etc. 

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Account 
The Account section consists of a view 
profile,change password and sign out 
functionality from the dropdown menu. 
● View profile: allows view and edit 
assessor user profile 
● Change password: changes password 
from the previous one 
● Sign out: allows to log out from the 
system 
 

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View Profile 
This will give you a snapshot of your account as 
shown on the right. Your Photo, Organisation, 
Email Address, Public ID, Address and when 
your account was added on the system. 
 
To Edit your profile you can click on the “​Edit 
profile​” link in the View Profile section and this 
will take you to the Profile Editing Page as 
shown below. 

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Changing Password 
To change your password you can click the “Change Password” link under the Account section 
and this will bring the Change Password screen as shown below. Here you can enter your Current 
Password and the New Password. 

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Password Policy 
When creating your password is best to have a password that is, 
★ Minimum 6 characters long 
★ One Uppercase, One Lowercase, One number and One Special Character 
★ If there is a security breach please let you administrator know as soon as 
possible. 

Signing out 
To go back to the login page, you can sign out 
from the system by clicking on Account > Sign 
Out as shown on the right side. 

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Client Admin 
Logging in 

Username and Password provided by Company 

If you have already received a mail from your company or Olive with your username and password 
you can c​ lick the link​ to see how to login. 

Registration Link Via Mail 

Once the Parent Organisation or Provider creates your Client Organisation with your account you 
will get an email with the Registration link with which you can access your Client Admin Account. 
A general registration email should look like the following, 
 
(Add Image here) 

Once you click on the “​Registration​” link it will 

take you to the following page, and you can 
enter your password here. 
 
Once you click on “Submit” you will be taken to 
your Dashboard/Homepage. 

Password Policy 
When creating your password is best to have a password that is, 
★ Minimum 6 characters long 
★ One Uppercase, One Lowercase, One number and One Special Character 
★ If there is a security breach please let you administrator know as soon as 
possible. 

Dashboard/Homepage 
Once you have logged into your Client Admin Account you will be taken to the Dashboard/Home 
Page as shown below, 

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Account Information 
The Account information shows a snapshot of 
your account, here you can see your profile 
image, your name, your organisation name and 
mobile number. 

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Upcoming Live Sessions 

In the upcoming live sessions you can see a 
snapshot of the upcoming sessions, search for 
sessions using the “Search” bar. 

To know more about a session you can hover 

your mouse over the date and it will give you 
more information as shown on the right. 
 
To have a thorough look of each session you 
can click on the “view” button beside each 
session and this will take you to the following 
page. 

Here you can see the Overview of the session, the name, date and start time, along with what type 
of room has been selected, the group chosen for the session and the attendees. 
 
In the Teams section you will be able to see the assigned team members to this session as shown 
below, 

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In the Slideshow section, you can upload the slides that need to be showcased during the call, 
uploading the slides into the slides section ensures that all the attendees are able to view the 
slides at uploaded quality. A ready to go slide section will look like below, 
 
(Insert image here) 

To Edit a session you can click the “edit” button on the top right of the Live Session Page as shown 
below. 
 

 
 
We will be looking into Session creation and editing in a later chapter, you can click the link to 
access this chapter. 

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Learners Section 
The Learners section is a shortened version of 
the Learners page, here you, 
● Can see the latest learners 
● Search for learners using the search tab 
● Add new learners using the “+Add” 
button 
● See the full list of learners using the 
“More” button 
 
We will be looking at the learner page and how 
to create a new learner in the learner page later 
on. Click on the link to access this content. 

Newsfeed 
On the right of the homepage you have the 
dashboard where as the Client Admin you will 
be adding news feed, videos, images and 
attachments for the learners to view and 
download. 

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Creating a New Post 

To create a new post you can click on the write 
post button on the top, this opens the create 
post dialog box as shown on the right, where 
you can add the Post Title and Content in the 
Text Area. 
 
If you need to add an image you can click on the 
Image button and this will open your browser 
for you to select your image. 
 
Similarly you can select videos and attachments 
from your computer too. 
 
Thumbnail is used when the thumbnail that is 
auto generated once the video is uploaded is 
not the one you were looking for, you can 
upload your custom thumbnail here. 
 
Once you are happy with the edits you can click 
on “Post” to post your content in the newsfeed. 

Deleting a Post 
Once a post has been created you can delete 
the post by clicking the 3 dots on the top right 
of the particular post as shown on the right and 
clicking delete. 

Navigation Banner 
On the top you have your navigation banner where you can navigate to the Home Page, Learner 
Page, Programmes Page, Sessions Page, Journey Worker Rates Page, Reports, Messaging System 
and Account options. 

Learner Section 
You can access the learner section by clicking “​more​” in the Learner section in the home page or by 
clicking the “​Learner Tab​” on the Navigation banner and this will open the Learner window as 
shown below. 
 

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Here you can Create New learners, Search for learners, what programme a learner is doing, their 
current progress in the programme and view their individual progress in more detail by clicking on 
“​view​” beside the name of each learner. 
 
Learner Segregation 
Client Admins will only be able to see learners in their organisations, for example if 
A is the Parent organisation and B and C are client organisations, Admin of A will 
be able to see all the learners of B and , but client admins of B and C can see only 
the learners in their respective organisations, B cannot see members of C and vice 
versa. 
 
You can also filter learners based on the programme by clicking the -​ -All Programme--​ drop down 
as shown below. 
 

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Add Learner 
To Add a new learner you can click on the 
“+Add” button in the Learner section of the 
homepage or the “+Add Learner” button on the 
Learner page and it will open the learner 
creation page as shown below. 

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Learner Registration 
Once the learner has been created a registration email is sent to the address that 
has been provided, the learner/apprentice will have to enter their information in 
order to log into the system. 
 

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Adding a New Assessor/Verifier 

You can create a new assessor or verifier by clicking the corresponding “​+”​ icon beside them as 
shown below. 
 

This will open up the Assessor/Verifier creation 

page as shown on the right, where you can 
provide, 
● First Name 
● Last Name 
● Email Address 
 
Once the information has been added click on 
the “​Save​” button. 

 
Assessor and Verifier Registration 
Once the Assessor or Verifier has been created a registration email is sent to the 
address that has been provided, the Assessor and verifier will have to enter their 
information in order to log into the system. 

Viewing the student progress in detail 

Here you can see the students' progression in the various sections of the programme.  
To go into each section you can click on the relevant sub title under the section and it will show the 
submitted answers and materials and approval status of them. 
 
An Example has been shown below, 

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Only Assessors can mark a submitted material by a student as approved, we will be looking into it 
at (insert heading here) 

Adding and Viewing Targets 

To know more about adding a target to a 
learner and view targets and comment and 
review them ​click on the link​. 

View Wage Meter 

(Need to get more information regarding this) 

Programmes Section 
You can access the programmes section by clicking on “More” on the programmes section of the 
homepage or the “programmes’ tab in the Navigation dashboard as shown below. 

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In the programmes section as the client admin you will be able to see all the programmes that have 
been added to the organisation from the parent organisation as shown below, you can view the 
program builder but will only have limited access to the program builder and see how many 
learners have been enrolled in each programme and search from a programme using the Search 
bar as shown below. 
 

The following shows the expanded view of the programme from a “Client Admin” Perspective 

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Self Enrolment Link 

Client Admin can add learners by sending self enrolments links too, you can click the copy button 
beside the link in each programme to copy the link onto the clipboard. This can be then sent via 
mail or messaging systems to the learner for easy access. 
 
 

Please note 
This link can be accessed and if handled wrongly people who have the link and are 
not part of the programme will be able to create an account in the system. 
 
 
Once the learner clicks on the link they will get a page similar to the one below, 
 

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To see the learner registration process using the self-enrolment link, please ​click the link​. 

Creating a Live Session 

If the programme you are doing has live sessions you can go to that programme and click on view 
to get to the sections page as shown below and click on “View” beside the Live Session to access 
the Section. 
 

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At the bottom you will be able to see the option 

to create the live video session as shown on the 
right. 

Clicking on the “​Create Live Session​” will open the Session Creator window as shown below, 
 

 
 
(Need to get more information regarding teams) 

In the Slideshow page, you can enable and 

disable slide show by ticking the box as shown 

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Once the slideshow is active you have have 

option to upload your slides as shown 

By Clicking the “​+Add Slideshow​” button it will 

allow you to upload PNG and JPEG files. 

Once all the information has been added you 

can click on “​Activate​” and this will add the Live 
Session to the Calendar and Update all the 
Learner Calendar as well 

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Learner 
Logging In 

Username and Password provided by Company 

If you have already received a mail from your company or Olive with your username and password 
you can c​ lick the link​ to see how to login. 

Registration Email from Olive 

If your Admin has already enrolled you on the system, you will be getting a mail similar to the 
following, 
 

Clicking on the “​Registration​” button or clicking 

on the “​OK​” button on the previous page will 
take you to the following “​Student 
Registration​” page as shown below. 
 
You can click on the “​Submit​” button to proceed 
to the portfolio. 

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Password Policy 
When creating your password is best to have a password that is, 
★ Minimum 6 characters long 
★ One Uppercase, One Lowercase, One number and One Special Character 
★ If there is a security breach please let you administrator know as soon as 
possible. 

Self Enrolment Link from Admin 

If your admin has sent you a self enrolment link it should look like the following, 
https://(CompanyName).connectedportfolio.com/member/self-enroll/admission 
 
Once you click the above link you will be taken to a page similar to the one below, 
 

 
 
In the above page you can type in your details like 
● First Name 
● Last Name 
● Email Address 
● Telephone Number, and  
● Employment Status 
 
Once you have entered your details you can click on “​Sign Up​” and this will take you to the “​Edit 
Profile​” Page as shown below. 

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You can skip this step and do this at a later time in the system, please click the following l​ ink​ to 
know how, or you can, 
● Upload your Profile Pic 
● Address 
● Gender 
● Disability 
 
Once you have added the information you can click on the “Update Profile” button and this will 
take you to the complete page as shown below, 
 

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Here you can complete the registration process by clicking “​Complete Registration​” or click on 
“​Back​” to go back and make changes to your details. Once you click on complete registration the 
following message will pop up. 
 

 
 
This will send a registration email to your provided email address as shown below, 

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Clicking on the “​Registration​” button or clicking 

on the “​OK​” button on the previous page will 
take you to the following “​Student 
Registration​” page as shown below. 
 
You can click on the “​Submit​” button to proceed 
to the portfolio. 

Password Policy 
When creating your password is best to have a password that is, 
★ Minimum 6 characters long 
★ One Uppercase, One Lowercase, One number and One Special Character 
★ If there is a security breach please let you administrator know as soon as 
possible. 

Dashboard/Homepage 
Once you have logged into your account by clicking on the “Learner” user type and putting in your 
Username and Password you will be taken to your login page as shown below. 

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The dashboard has been divided into different sections, 

Enrolled Programmes 
Here you will be able to see the programmes 
the learner has been enrolled into. 
 
By clicking on the “​Go To Programme​” you will 
be taken to your programme page and by 
clicking “​more​” you will be able to see all the 
programmes the learner has been enrolled into. 

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Upcoming Live Sessions 

This shows the list of “Live Video Sessions” that 
has been created by the Tutor.  

You can search for more sessions by using the 

search functionality 

By Clicking on “Calendar” you can see from a 

calendar view your upcoming sessions. 

By Hovering over the Date you will be able to 

see in more detail about the Live Session. 

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Newsfeed 
On the right is the newsfeed, here you will be 
able to see the newsposts that have been 
added by the tutor or client admin, the news 
feed includes posts, downloadable documents, 
videos etc. 

Links 
In the links section, you can access links that 
have been added by your Admin and have 
websites that help the learner access content 
regarding their apprenticeships. 
 
To see more links you can click on the “​Links​” 
section in the Navigation Banner or by clicking 
“​More​” in the links section. 

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Your Points of Contact 

These are the learners points of contact and 
these include the Verifiers and Assessors that 
have been assigned to the learner.  
 
To see more contacts you can click on the 
“​Contacts​” section in the Navigation Banner or 
by clicking “​More​” in the contacts section. 

Navigation Banner 
In the navigation banner you have links to various pages in the system. You have access to your 
● Programmes 
● Newsfeed 
● Links 
● Contacts 
● Wage meter 
● Messaging service 
● Notifications  
● Account management 
 
As shown below. 

Messaging System 
To know more about the messaging system 
click the link​. 

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Notification System 
To know more about the notification system 
click the link​. 

Account Management 
To know more about account management  
click the link​. 

System Walkthrough 
To have a walkthrough of the system and the 
different pages and options it provides to the 
learner your can click on ​Account > Instructions 
 
This will open the walkthrough as shown 
below, 

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Programmes Page 
By clicking on the “more” from the Programmes section or the “Programme” tab in the Navigation 
Banner, this will take you to Enrolled programmes as shown below. 

Here you can see the programme, a description about the programme, the overall completion and 
you can go to your programme by clicking on “Go to Programme”. 
 
Once you are in your programme, the content is divided into the following sections: 
★ Welcome Resource 
★ Behaviors 
★ Knowledge 
★ Skills 
★ Qualifications 
★ Masterclasses 
★ On The Job training 
★ Off The Job Training 
★ Journal 

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★ Gateway 
★ Final Review 
★ End-Point Assessment 
By clicking on ‘​view​’ beside each section you can go further into the section 

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Welcome Resources 
The welcome resources contain the relevant welcome documents and links to various resources 
relevant to the learner for the apprenticeship. 

● In the welcome resource you have a welcome note from the company welcoming the 
learner to the programme. 
● The link under the welcome note takes the learners to a page that has more information 
regarding the programme. 
● The Support documents include company handbooks or learner guides that the learner will 
be able to download. 
● The Video on the right can be a promo about the programme or a guide on how to use the 
system. 

Behaviors 
Behaviours are mindsets, attitudes or approaches required for competence, generally across the 
entire occupation. Whilst these can be innate or instinctive, they can also be learnt, so they are 
effectively a subset of skills. Behaviours tend to be very transferable, meaning that, at any one 
level, they may be more similar across apprenticeship standards than knowledge and skills. 
 
To go into the behavior you can click on the “view” button beside the behavior. 
 

 
 
In the first behavior checklist as shown below, you will have to type in your development plan for 
each of the required behaviors and also rate your current aptitude for the behavior. 

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The Second and subsequent checklists will be as shown below, here the information from your 
first behavior log will be pulled in. The timeframe for each behavior checklist depends on how the 
admin has the programme built. Each behavior log can have a time interval of 3-4 months. 

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Knowledge 
This is the information, technical knowledge, and ‘know-how’ that the individual needs to have and 
to understand in order to successfully carry out the duties that make up the occupation. This could 
include knowledge that the individual needs to have an awareness of (e.g. background technical 
knowledge, company policy or legislation) or more specific information they will need to apply in 
their everyday activities. Knowledge statements relating to the latter typically begin with ‘A 
[butcher] knows and understands... a, b, c, d, e...’ 

In the knowledge checklist you can type in what you know about the question that is asked in the 
observation box, and if you have evidence that you can use to support your knowledge on the 
matter you can upload it using the upload evidence button. 

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You can save your current progress and continue later by clicking on the “​Save​” button, and once 
you have completed the Knowledge section you can submit it for evaluation by clicking the 
“​Submit​” button. 
 
These can be found at the bottom of the Knowledge list as shown below. 

Skills 
Skills are the practical application of knowledge needed to successfully undertake the duties that 
make up the occupation. They have to be learnt through on and/or off-the-job training or 
experience. They do not need to be expressed in the workplace context, because the duties are 
expressed in this way. Skills statements typically include a verb. 

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The skills checklist is usually added in by the assessor or tutor after you competency on the 
required subject is tested on site. 

You can save your current progress and continue later by clicking on the “​Save​” button, and once 
you have completed the Skills section you can submit it for evaluation by clicking the “​Submit​” 
button. 
 
These can be found at the bottom of the Skills list as shown below. 

Qualifications 
The qualifications included the standard requirement and questions for a particular apprenticeship 
programme. In the qualifications section students can see all the qualifications of the programme. 
To go into a sub-qualification just need to click on 'view' beside that sub-qualification. 
 
You can click on the relevant qualification and sub qualification that the evidence needs to be 
uploaded to and click on ‘Attach Evidence’ and then the ‘Attach Evidence’ screen will pop up. Here 
you can add documents, videos and images to the qualification for the verifier to assess. 

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A Typical Qualification list should look like the one below, 

Adding Evidences to Multiple Qualifications and Sub Qualification 

If you have an evidence that is relevant to multiple qualifications and sub qualifications you can 
add them by clicking the “Add Evidence” button as shown below, 
 

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This will open the Attach Evidence dialog 

option, here you can tick multiple qualifications 
and sub-qualifications and once you have 
selected the relevant ones you can click “​ Attach 
Evidence​”. 

This opens the Upload Evidence dialog box as 

shown to the right, you can choose what type 
of evidence is being uploaded 
● Images 
● Videos 
● Documents 
A Description about the evidence can be 
uploaded with the evidence and an address. 
 
At the bottom you can type in the Observation 
that needs to be added to the relevant 
sub-qualifications and this will be added to all 
the ticked sub-qualifications upon clicking 
“​submit​”. 

Sub-Qualifications 
To view the sub-qualifications under a qualification you can click on the “​view​” button beside the 
qualification as shown below, 
 

 
 
This will give you the different sub-qualification sections as shown below, 
 

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By clicking “​Add Item​” you can go into the individual question where you can add your observation 
and add evidence to the relevant sub-qualifications as shown below. 
 

 
 
As shown above, you can add your observation after you have completed your masterclass or on 
job training relevant to the question. 
 
You can also add evidences, this includes, 
● Images Evidences 
● Video Evidences 
● Attachment Evidences 
 
You can save your work by clicking the “Save” button and continue on a later time, or submit the 
work for Assessment by clicking “Ready for Assessment” this will send a notification to the Tutor 
that your work is ready for review. 

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Masterclasses 
These are your learning sessions converted in digital courses that can be accessed at any time for 
your learning. Once you have completed your masterclasses you will be able to provide 
observations for the relevant qualifications. 
 
A normal masterclass session should look like the one below, 
 

 
 
To know more about the masterclass you can click on the “View” button and this will take you to 
the following page, 
 

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To start viewing your course you can click on the “Begin Course” button or “Resume Course” if you 
have already started viewing your course. 

Course Player 
The following is how the system course player looks like, to begin the course you can click on 
“Start” or if you have already begun you can click “Resume” to continue or “Start from Beginning” 
to start again. 

 
 
The following image shows how the course player works, if you want the transcript of the audio 
you can find it by clicking the “i” button in the course player. 
 

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Off the Job Training Log 

Off the Job Training log helps keep track of your off the job hours that are required for your 
apprenticeship requirements. 
 
The section shows the learner the required hours and how much has been met. 
 
And also shows the list of the latest activities. 

 
 
You can see the full Training log by clicking the “View” button, this brings up the full list of the 
logged Off-the-Job Training as shown in the example below. 
 

 
 
Creating a new Entry 
To add a new activity you can click on the “Add New Activity” button, this will take you to the add 
activity page as shown below. 
 

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Adding a new Supervisor 

By clicking the “+” button beside the supervisor 
it will open the Add Supervisor dialog box as 
shown below, you can enter your supervisor’s 
First and Last Name here and click “save” to 
save the details, once the details have been 
added, this supervisor will show up in the drop 
down for future use. 

Adding Hours to an Activity 

To add hours to an Activity you can click on the 
“View” button beside the activity and this opens 
the Activity page as shown below. 

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By Clicking “​add hours​” you can go to the Add Hours dialog box as shown below, and add in the 
date, Start and End Time with a description of the work as shown below, 
 

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Once you are happy with your entry you can click “confirm” and this will calculate the hours and 
deduct it from the overall hours of work that is required for the programme. 
 
Editing an Entry 
You can also edit the entry by clicking on “view” beside the entry and this will let you edit your 
entry as shown below. 
 

 
 
Once you are happy with the edit you can click on “Update” to update the changes on the system. 

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Uploading Evidence to your OTJ Hours 

Here you can browse your file (Images, Videos 
and attachments), provide name and 
description of the evidence and click “​Submit​” 
to upload the Evidence. 

On the Job Training Log 

In the On The Job training phase students can add on the activities. To add evidence of On the Job 
activity, go to the programme and select the phase and then add new activity there. 
If the activity for On-the-Job training logs were created from the admin side under the On-The-Job 
phase, these will appear as drop-down menu while creating activity by the student. 
 

 
 
 
 
On The Job Training log works similarly to the Off the Job Training log, please 
refer to the previous section for more information or ​click the link​ to go to the Off 
the Job Training log. 

Journal 
Learning journal is a collection of notes, observations, thoughts and other relevant materials 
built-up over a period of time and usually accompanies a period of study, a placement experience 
or fieldwork. Your learning journal is personal to you and will reflect your personality and 
experiences. 
 

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To view all the Journal Entries you can click on 

the “​View all​”.  
 
This will bring up the list of entries as shown 
below. 

To view more details about a particular entry you can click on the “view” button beside the entry to 
see more details about the entry as shown below. 
 

Adding a New Journal Entry 

To add a new Journal entry you can click on the “Add Journal” button and this will open up the Add 
Journal Entry dialog box as shown below. 
 

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In the Learner Journal Entry page you will be able to edit the title of the Entry, add in your Journal 
Entry with supporting evidence by clicking the “​Upload​” button. 
 
The learner will be able to save the current progress by clicking the “Save” button and submit the 
Journal Entry for Review by clicking the “​Submit for Review​” button. 
 
 
Restrictions on evidence upload 
Learners will only be able to upload one piece of evidence per Journal entry so only 
1 image or 1 video or 1 document/attachment. 
 

Gateway Assessment 
The Gateway Assessment ensures that all apprentices have completed the mandatory aspects of 
the occupational standard and that any work underpins specified assessment methods. It creates 
confidence in employers that once an apprentice passes the Gateway Assessment they are 
occupationally competent. 
 
There are 2 types of Gateway assessments, Type A for Practice Testing and Type B for 
Assessment. 
 
The following is an example of a Type A Gateway assessment, 

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Here you can upload your practice testing, add in your comments and submit the assessment for 
review. 
 
Gateway Assessment Type B looks like the following, 
 

 
 
Gateway Assessment Type B has 3 sections to the same question that needs to be answered by 
the ​Learner, Employer and Tutor/Assessor​ respectively and cannot be done by other user types. 

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Reviews 
Once an assessor has started reviewing your work you will see the reviews the Assessor/Tutor has 
submitted in the reviews section as shown below. 
 

 
 
By clicking the view button beside each review, you will be able to see a more details about the 
review as shown below. 
 

 
 
Here the learners will be able to see a small synopsis of the review and the full review document 
and let the system know that they have received the review document and each review document 
needs to be a​ pproved by the Employer, Assessor and Learner. 

End Point Assessment 

End Point Assessment. End Point Assessment (EPA) is the final assessment for an apprentice to 
ensure that they can do the job they have been training for. EPA is separate to any qualifications or 
other assessment that the apprentice may undertake during the on-programme stage of the 
apprenticeship. 
 
Here the students will be able to see their EPA as shown below, 

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Personal Development Plan - Week Specific Programmes Only 

Live Sessions - Week Specific Programmes Only 

When a live session has been added to your programme by your tutor or assessor it will come 
under the designated day as shown below. 
 

 
 
This gives information on the name of the session, the time and date of the session with the room 
being live or not on the right. 
 
To Join the room click on the Live Now button and this will take you to your live session room. 
 
(need to add more information here) 

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Article - Week Specific Programmes Only 

In the Article section you can see all the documents to build up your knowledge around required 
subject matter.   
You can also use the article section for submission of longer pieces of coursework if required. You 
can use the upload option to upload the piece of coursework. 
 
A Typical Article section will look like the one below, 
 

 
 
Here you will be able to download the resources and upload any materials relevant to that module 
too. 

Communication Forum - Week Specific Programmes Only 

Contacts Page 
By clicking on the Contacts Tab on the Navigation banner the learner will be able to list the 
contacts he has to contact if he has any queries in relation to apprenticeship. 
 

 
 
The Assessor and verifier will always be present in this contacts list as shown below. 
 

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To Message a particular assessor or verifier you 

can click on the “message” link beside the Name 
and this will open the Send Message pop-up as 
shown on the right. 

Newsfeed 
To see the entire newsfeed you can click on the “News” tab on the Navigation banner as shown 
below. 
 

 
 
This will open up the news section of the system and here you will be able to see all the 
newsposts that have been added by the Client Admin or the Assessor as shown below. 

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Links 
In the links you will have access to all the links that have been provided by the company to assist 
you in the learning process, you can access the links page by clicking the”Links” tab in the 
Navigation banner as shown below. 
 

 
 
This will open the links page as shown below. You can access the link by clicking on the “Access” 
button beside each link. 
 

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Assessor 
Logging in 

Username and Password provided by Company 

If you have already received a mail from your company or Olive with your username and password 
you can c​ lick the link​ to see how to login. 

Registration Link Via Mail 

Once the Client Admin creates your account you will get an email with the Registration link with 
which you can access your Assessor Account. A general registration email should look like the 
following, 
 
(Add Image here) 

Once you click on the “​Registration​” link it will 

take you to the following page, and you can 
enter your password here. 
 
Once you click on “Submit” you will be taken to 
your Dashboard/Homepage. 

Password Policy 
When creating your password is best to have a password that is, 
★ Minimum 6 characters long 
★ One Uppercase, One Lowercase, One number and One Special Character 
★ If there is a security breach please let you administrator know as soon as 
possible. 

Dashboard/Homepage 
Once you have logged into your account you will be taken to a the dashboard as shown below, 
 

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Account Information 
Here you can see the information snapshot of 
your account, your profile pic, your name, 
organisation and email address. 

Programme 
Here the assessor will be able to see the list of 
programmes that has been assigned to him and 
will be assessing. 
 
To see the full list of programmes click on the 
“More” button. 

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Learners 
Here the assessor will be able to see all the 
students that have been assigned to this 
assessor to assess and validate. 
 
You can use the search option to search for 
learners. 
 
To see the full list of learners you can click on 
the “More” button. 

Newsfeed 
On the right, you can see the newsfeed, here 
you can see the news content that has been 
posted by the Client Admin.  
 
Here the Assessors will also be able to 
newsfeed that the students will be able to see. 
 
To see how to add a new post in the news feed 
please click the ​link​. 

Navigation Bar 
In the navigation bar, you can move to various pages within the system like the learner and 
programmes page, account information etc, as shown below. 
 

 
 
To know more about the Messaging System, Notifications and Account Information click on the 
following links, 
 
● Messaging System 
● Notifications 
● Account Information 

Learners Page 
To access the learner page you can click on the “Learner” tab in the navigation bar or click on 
“More” in the learner section of the Homepage tile. 
 

 
 
This will open up the Learner Page as shown below, 
 

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Here you can see the, 
● Name of the Learner/Apprentice 
● Organisation 
● Programme 
● Programme Progress 
 
You can click on “​view​” to see in more detail the learner progress on each section. 

Checking Student Work 

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Once a student has submitted a work or 

observation it will come in as a notification 
section as shown. 
 
From here you can navigate to the learners 
page and search for the particular learner and 
click on view, this will open the In-depth view of 
the learner progress as shown below. 

Clicking on a particular section will open the details of that section as shown below for the Journal 
as an example, 

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Here you can click “​View​” to see the Journal Entries that have been logged by the learner/assessor. 

Learner Journal entries will look like the ones on 

the right 

Once you are happy with the submitted work, 

you can click on “Mark as Completed” 

 
Warning 
Once you have marked a section as completed, the student will not be able to add 
further information into that section, so only make the section completed after the 
full submission process has been completed. 

Every programme is built using different sections that are meant to do a particular task, the 
assessor has access to see all the work submitted by the learner in each section and only when the 
Assessor has marked it as “complete” the section is flagged as completed. 
 
Following are the different sections in the student portfolio, 
● Welcome Resources 
● Knowledge 
● Skills 
● Behaviors 
● Mastersessions 
● Off the Job Training Log  
● On the Job Training Log  
● Learner Journal 
● Gateway Assessment 
● Final Review 
● End Point Assessment 
● Articles - Week Specific Phase Type 
● Personal Development Plan - Week Specific Phase Type 

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● Live Session - Week Specific Phase Type 

● Exercise - Week Specific Phase Type 
● Communication Forum - Week Specific Phase Type 
 
 

       

If the learner/apprentice  If the learner/apprentice  Once the student has  When the assessor has 
has not started added any  has started adding content,  submitted the work for  marked the section as 
content, the status will  the status will show as “​In  assessment it will show as  complete the status will 
show as “​not started​”  Progress​”  “​Submitted​”  show as “​Completed​” 

 
Sections that are weighted and marks will have a progress bar above the section as shown below, 
 

 
 
This will start filling as the learner/apprentice starts filling in the works for that section and will be 
only 100% completed once the assessor has marked it as complete. 

Welcome Resources 
These are the resources provided by the company for a smooth induction of the learner into the 
programme, this includes custom welcome messages, links to the any induction resources, 
downloadable documents (company handbooks/apprenticeship documents). 
 
To see the link or documents, you can click on the welcome resource tab and it will open as shown 
below. 
 

 
 
Once the student has gone through this section and confirmed that they have received all the files 
and links, the assessor can mark this section as complete by clicking the “Mark as Complete” 
button. 

Behaviors  
To know more about behaviors from a learner perspective click the ​link 
 
Once a learner has completed a behavior log and submitted their work for approval you can see 
this in the learner page as shown below, 
 

 
 
As the Assessor you can also submit the behavior log on behalf of the learner, if the log has not 
been started it will give you the warning as shown on the right, 
 

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Most of the sections can be edited by the assessor, if the work has not been 
started by the learner the above warning will always show up for confirmation. 
 

In the behavior log you can type in the current rating on the particular task, and the learners 
development plan as shown below 
 

To save the current progress, you can click on 

the “​Save​” button, and once the log has been 
completed you can click the “​ submit​” button. 
 
If you are just viewing the log, you can click on 
the “​Ok​” button to go back to the programme 
page. 

Knowledge 
To know how the knowledge section works from a learner perspective click the link 
 
Once the Learner/Apprentice starts adding the Knowledge observation and supporting evidence, 
the Assessors will be able to see it in the section as shown below. 

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Click “​Save​” to save the current progress and 

exit the log. 
 
To complete the knowledge section click on the 
“​Mark as Completed​” 

Skills 
To know how the Skills section works click on the link 
 
Once the tutor/assessor has assessed the various skills that the Learner/Apprentice needs for the 
Apprenticeship, they can start filling out the Skills section of the Programme Log. 
 

Click “​Save​” to save the current progress and 

exit the log. 
 
To complete the knowledge section click on the 
“​Mark as Completed​” 

Off the Job Training Log 

When the learner starts adding content into the Off the Job Training log, the Assessor will be able 
to see the Logged hours and confirm if the supporting evidence is relevant and the hours of work 
is checked. 
 
Using the Filter functionality the Assessor can segregate the Off the Job Log based on  

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● All 
● Not Started 
● In Progress 
● Completed 
And click on “​Confirm​” to apply the filter as shown below. 
 

 
 
When a learner has started to add the Off the Job hours it would look the following, 
 

 
 
Once the Student has met the required off-the-job hours and the log has been approved, the 
section can be marked as completed by clicking the “​Mark as Completed​” box. 

On the Job Training 

When the learner starts logging in their on-the-job hours, it shows up in a log similar to the 
Off-the-Job Hours log. 
 
Using the Filter functionality the Assessor can segregate the Off the Job Log based on  
● All 
● Not Started 
● In Progress 
● Completed 
And click on “​Confirm​” to apply the filter as shown below. 
 

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A typical On-The-Job hours will look like the following, 
 

 
 
Here the Assessor can select the sections that needs to be approved by ticking the adjacent tick 
boxes and click on “Approve Selected” to confirm. 
 
Once the Log has been fully populated for the required hours and verification has been completed 
the assessor can mark this section as completed by clicking “Mark as Completed” 

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Verifier 
 
 
 
 
 
 
 
 

New features - Coming Soon 

 
Wage Meter 
Assessor Workflow 
Evidence Bank 
Wage Meter 
(Need to find more information) 

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