Add an apprentice or change their status
Training providerThis article sits within the Training provider section
This article sits within the Training provider section
There is a similar article for employers.
There are 3 ways to add apprentices to an employer’s apprenticeship service account. For all 3, you’ll need the employer to set permissions to allow you to add apprentices on their behalf. You can find out how to set permissions in this help article.
Selecting learners from ILR
When you submit ILR data to Submit Learner Data, an apprentice record will be created for you to select when adding an apprentice. The employer will still need to approve apprentice details.
Submitting your ILR data as early as possible, during the ILR Guaranteed Collection period, allows time for the employer to approve the records.
New apprentices are available in your provider account within 15 minutes of submitting your ILR data to Submit Learner Data.
Apprentice records can be created and submitted for employer approval in your provider account at any time.
To avoid duplications check the ILR draft cohorts before reporting learners missing in ‘Select learner from ILR’ list.
Add an apprentice by selecting them from individualised learner record (ILR) files you’ve submitted
To add an apprentice using the information you’ve already submitted in an ILR file, you’ll need the:
- employer’s account name or agreement ID
- name and unique learner number (ULN) of the apprentice
You’ll be asked to confirm the apprentice’s:
- date of birth
- email address
- start and end dates
- total training and assessment price as agreed with the employer
- reduction in duration and price if there is any recognised prior learning (RPL)
- standard option if relevant
If you add apprentices from your ILR, employers will have read only access.
- Page title for employers 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.
Change details
If you change any details in the apprenticeship service, you’ll need to update in the ILR and submit it again, or there will be a data lock.
Add an apprentice manually
To add apprentices manually you’ll need the:
- apprentice’s name, date of birth and unique learner number (ULN)
- start and end date of the apprenticeship
- total training and assessment cost as agreed with the employer
- reduction in apprenticeship duration and price, if there is any recognised prior learning (RPL)
- standard option if relevant
You can add multiple apprentices to a cohort but one at a time. If you have large numbers of apprentices to add, use the CSV bulk uploading function.
You can change apprentices details in the apprenticeship service account if you have added them manually. This includes their name, date of birth and training dates.
The employer must approve any changes you make and you must also record them in the individualised learner record (ILR), or there will be a data mismatch.
Add apprentices by uploading a CSV file
This is useful for providers who need to upload multiple apprentices at once. You will have the option to upload a CSV file with data downloaded from your management information system (MIS) for up to 100 apprentices at a time.
You can find the technical details and specifications for what’s needed in Apprenticeship service bulk upload specification.
You can change apprentices details in the apprenticeship service account if you have added them by CSV file. This includes their name, date of birth and training dates.
The employer must approve any changes you make and you must also record them in the individualised learner record (ILR), or there will be a data mismatch.
Portable flexi-job apprenticeship pilot
If you're a provider involved in the portable flexi-job apprenticeship pilot, you'll need these additional details when adding an apprentice on a portable flexi-job apprenticeship:
- planned end date for the current employment
- agreed training price for the period of employment
Watch our video demonstration for Adding an apprentice and auto reserving apprenticeship funds
Or you can see the the full recording of the webinar for held in October 2025 by clicking the link below;
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