Add an apprentice or change their status

To add apprentices to your organisation’s apprenticeship service account you’ll need:

• the apprentice’s name, date of birth, unique email address and unique learner number (ULN)
• the start and end date of the apprenticeship 
• the total training and assessment cost  
• your training provider’s UK Provider Reference Number (UKPRN)

If you need to add multiple apprentices you can upload their details together.

Your training provider will also need the apprentice's National Insurance number to include in their submissions to us.

Change details

You can change your apprentices' details in your apprenticeship service account. This includes their name, date of birth and training dates.

Change the status of an apprenticeship

You can pause an apprenticeship if you need to:

• record a break in learning (that you’ve agreed with the apprentice and their training provider)
• temporarily freeze payments to a training provider 

You can stop an apprenticeship if you need to:

• withdraw an apprentice from their apprenticeship
• change your training provider during the course
• cancel all future payments

Do not stop a completed apprenticeship. 

The training provider must also record any changes in their Individualised Learner Record (ILR). 

Give your training provider access

Each apprentice needs an approved training provider to deliver their training.

You can give your training provider permission to add apprentices to your organisation and set up payments. You’ll need to approve any information they give to us. If your training provider adds apprentices for you automatically from their data submission, you will have read only access. 

• Page title is now 'View apprentice details'
• Email address and Reference fields can be edited by the employer 
• Apprentices added manually by the training provider will remain editable

If you want to make changes, you can request these using the free text field.

Flexi-job apprenticeship

If you're an employer involved with a Flexi-job apprenticeship you'll need these additional details when adding an apprentice on a flexi-job apprenticeship:

• planned end date for the current employment
• agreed training price for the period of employment

You will not need the end date of the apprenticeship or the total training and assessment cost. 

Watch our video demonstration for Adding an apprentice and auto reserving apprenticeship funds

Or you can see the full recording of the webinar for held in October 2025 by clicking the link below;

Training Providers: Transitioning to the ILR led add an apprentice journey- a live walkthrough- YouTube video

Last updated on 22 December 2025 15:48