The most reliable way to track off-the-job training (OTJT) is to record it as it happens, against the day it took place, in one place that learners, tutors and compliance teams all work from. Aptem Apprentice does this through the activity log. Learners record each activity with its date, duration and whether it took place in working hours, and link it to the part of their learning plan it supports. Tutors verify it, and the verified record can be exported for audit and funding assurance.

Addressing the challenge of evidencing off-the-job training

In many systems, off-the-job training is recorded at the same moment evidence is uploaded. The result is hours logged in large blocks against a single date, usually the upload date, rather than the days the learning happened.

That creates problems further down the line. Learners have no single place to record what they have done or see their own pattern of learning over time. Tutors spend longer verifying hours. Many providers run spreadsheets or timesheets alongside their main system to fill the gaps, which leaves more than one version of the record and a less clear picture for audit.

What the guidance on OTJT asks for

The government’s apprenticeship off-the-job training guidance is specific about evidence. It explains that general evidence, such as “20 hours off-the-job training in August 2026”, does not tell an auditor whether the training happened outside the apprentice’s normal working hours. Including dates and times also lets an auditor check that hours have been calculated correctly.

The guidance confirms that evidence for the actual hours can come from hours logged by an apprentice on an MI or ePortfolio system, provided the evidence is quantitative and shows the training meets the definition of off-the-job training. Where the hours delivered are lower than the hours planned, the provider must produce a statement for the employer and apprentice to sign.

In practice, providers need a record that is specific, verified and complete, and that can be produced when an auditor asks for it.

How Aptem addresses the challenge of OTJT recording

Aptem separates recording off-the-job training from submitting evidence. The activity log gives off-the-job training its own workflow, so hours are captured when the learning happens rather than when a piece of work is uploaded.

One place for learners to record their training

Learners have a dedicated activity log in the main navigation of Aptem Apprentice. For each activity, they record the type of activity, the date, the duration, whether it took place during working hours and a short description, and link it to the relevant component of their learning plan. Guided suggestions help them choose the right component, so hours are tied to planned training from the start.

Every entry sits in a searchable history, which gives learners a clear view of their own learning over time. If a tutor sends an entry back, the learner sees the feedback and knows what to change.

A single workflow for tutors to verify hours

Tutors see all activity awaiting review in one place and work through it with a verification wizard. They accept an entry or return it with feedback, which is required whenever an entry is returned. Tutors cannot edit what a learner has entered, so the record stays accurate and transparent. Tutors can also see which learners have not logged any activity in the last 28 days, highlighting a potential drop in engagement.

It is a lot easier than what we had before. Learners log the activity and give me two sentences on how it has impacted their learning, and I check them off whenever I get the chance. The verification happens bit by bit instead of all in one go, and I am not left counting hours up at the end of the month. – Paul Brydon, Assessor, Tyne Coast College

An audit-ready record for compliance and MI teams

The full record of verified activity can be exported for audit and compliance, and activity log data is available through OData for providers who report in their own tools. A dedicated QA role lets MI managers reject or delete an entry that has already been accepted, with a reason recorded where needed.

Controls that fit how each provider works

Administrators choose which programmes use the activity log and set it up to match their delivery. They can set a daily limit on the time a learner can log, choose which types of hours are collected (off-the-job training, English and maths, or other), and allow learners to declare time spent training unpaid and outside working hours.

Because the activity log is built into Aptem Apprentice, there is one record of off-the-job training rather than a spreadsheet or timesheet that is not part of the platform. The activity log supports clearer recording of off-the-job training. It does not change funding policy or what the funding rules require.

See the activity log in action

Learn more about the activity log and hear from Aptem customers who are already seeing the benefits in our webinar.

If your team is relying on spreadsheets, timesheets or bulk entries to evidence off-the-job training, book a demo to see how Aptem Apprentice brings it into one verified record.
Aptem customers can find set-up guides and how-to articles for learners, tutors and administrators in the activity log section of the Aptem Help Centre.

Frequently asked questions

What is the activity log in Aptem Apprentice?

The activity log is the part of Aptem Apprentice where learners record their off-the-job training (OTJT) as it happens and tutors verify it. Each entry captures the type of activity, the date, the duration, whether it took place during working hours, a short description and the learning plan component it supports.

How can training providers evidence off-the-job training hours for audit?

Providers need a record of off-the-job training that is specific, verified and available on demand. In Aptem Apprentice, learners log each activity against the day it took place, tutors accept or return each entry, and the verified record can be exported for audit and compliance. This gives one record of off-the-job training hours instead of separate spreadsheets or timesheets.

Does off-the-job training evidence need to include dates and times?

Yes. The government’s apprenticeship off-the-job training guidance says that general evidence, such as a monthly total of hours, does not show an auditor whether training took place outside the apprentice’s normal working hours, and that including times ensures that the auditor can check hours have been calculated correctly. The Aptem activity log records the date, duration and whether each activity took place in working hours. Start and finish times on entries are on the roadmap for a future release.

Can hours logged on an MI or ePortfolio system be used as evidence of off-the-job training?

Yes. The guidance confirms that evidence for actual off-the-job training hours can come from hours logged by an apprentice on an MI or ePortfolio system, provided the evidence is quantitative and shows the training meets the definition of off-the-job training.

Can tutors change the hours a learner has logged?

No. In the Aptem activity log, tutors can accept an entry or return it to the learner with feedback, but they cannot edit what the learner has entered. This keeps the record accurate and transparent. Separately, a QA role lets MI managers reject or delete an entry that has already been accepted, with a reason recorded where needed.

How does Aptem show which learners are not logging off-the-job training?

The activity log shows tutors which learners have not logged any activity in the last 28 days, so a drop in engagement can be picked up early rather than at the next review.

Can the activity log record English and maths hours as well as off-the-job training?

Yes. Administrators choose which types of hours are collected: off-the-job training, English and maths, or other. They can also set a daily limit on the time a learner can log and allow learners to declare time spent training unpaid and outside working hours.

Can off-the-job training data from Aptem be used in other reporting tools?

Yes. Activity log data can be exported for audit and compliance, and it is available through OData for providers who report in their own tools.

Does the activity log change the apprenticeship funding rules?

No. The activity log supports clearer recording of off-the-job training. It does not change funding policy or what the funding rules require.

Where can Aptem customers find help with the activity log?

Aptem customers can find set-up guides and how-to articles for learners, tutors and administrators in the activity log section of the Aptem Help Centre.