Apprenticeship e-portfolio and off-the-job tracking that keeps the evidence close.
Connect what the apprentice learns, what they can demonstrate and what happens next. Journey brings evidence, assessor feedback, knowledge, skills and behaviours, off-the-job records and progress reviews into the learner’s wider programme.
Activity becomes evidence.
Capture the work completed.
Connect it to the programme criteria.
Keep the next action in context.
An apprenticeship e-portfolio holds evidence of learning and development. Off-the-job tracking records relevant learning activity against the applicable programme plan. Journey connects both with reviews and feedback so teams can examine the quality and context of progress, as well as the recorded totals.
A total tells you where to look. The record tells you why.
Illustrative example: Amara has 312 hours recorded against a programme plan of 480 hours. Her tutor can read those hours alongside the elapsed programme, planned learning and reviewed activity to understand her progress at this point in the journey.
If the record shows a gap, the next conversation should explore the reason. Has learning happened but not been logged? Has the plan changed? Does the learner need additional support or a revised schedule? Use the evidence to distinguish these situations before deciding what to do. The figures here are sample data, not a universal hours requirement.
Give each piece of evidence a purpose
A large portfolio is not automatically an informative one. Evidence becomes useful when the learner and reviewer can explain what it demonstrates, which part of the programme it relates to and what feedback follows. Journey supports evidence mapping and assessor feedback alongside the learner record.
- Describe the activity and the learning it demonstrates in the learner’s own context.
- Map evidence to the relevant knowledge, skills and behaviours without treating a label as proof of competence.
- Record feedback that helps the learner understand what is secure and what needs further work.
- Use the next review to connect that feedback with planned learning and employer participation.
Make the review a useful point of connection
A review brings the apprentice, tutor and employer together around progress. Prepare it using the programme plan, recent evidence, recorded learning and any outstanding actions. Capture the discussion and required participation, then make the agreed next steps visible to their owners.
The same record matters later when checking gateway readiness. Keeping reviews, employer participation and evidence connected during delivery reduces the need to reconstruct the learner’s progress at the end. Programme-specific requirements and the rules relevant to the learner’s start date still need to be checked by the responsible team.
Open the session. Find the materials.
The calendar session can be the starting point for learning. Its detail brings together available joining information, attached session resources and materials inherited from the linked module. Authorised downloads follow the user’s access, so staff and learners can reach the relevant material in the context of the session.
Attach resources to a session or its module and make them available alongside the meeting details. Learners and tutors open the relevant materials from the calendar, with downloads controlled by their Journey permissions.
Separate planned activity from completed learning.
See planned sessions alongside attendance, reviewed evidence and recorded off-the-job learning. Your team can distinguish what is scheduled, what took place and what the learner demonstrated when reviewing progress.
Keep the learner’s next steps and resources in view when a session changes. This connected session experience runs inside Journey; external Google or Microsoft calendar synchronisation is arranged separately where available.
The calendar opens the work.
Open a session or review from the calendar, with its meeting details and the resources available to your role. Session attachments and reusable library materials keep delivery connected to the same starting point.
Store documents and links in the resource library for reuse. Attach them to the relevant session or module so learners and tutors can find the materials where the work happens.
Track the gap. Understand it. Move the learner forward.
Apprenticeship tracking software is useful when a progress signal leads to the reason and a next action. A percentage on its own cannot explain whether an apprentice missed a session, completed learning that has not been recorded, or needs a different approach.
Journey connects planned sessions, actual attendance, off-the-job activity, evidence and reviews. Your team can open the relevant record, agree support and keep the action with the learner’s wider history.
| Signal | Review the context | Record the response |
|---|---|---|
| Learning below plan | Planned sessions, recorded activity and the applicable learner target. | Agree catch-up learning or review the delivery plan. |
| Evidence awaiting feedback | Submission, mapped requirements and assigned assessor. | Provide feedback and clarify the learner’s next step. |
| Review outstanding | Last completed review, employer participation and planned date. | Arrange the review and retain the agreed actions. |
| Approaching gateway | The actual standard and assessment plan, readiness items and approvals. | Resolve each missing item with a named owner. |
Illustrative example: the number becomes a conversation.
Amara’s record shows 312 of 480 planned off-the-job hours. Those figures are an illustration, not a standard-wide rule. Her tutor checks whether the planned learning has happened, whether records are complete and whether the agreed programme needs adjustment.
The next useful outcome is an agreed action with a date: complete the missing log, arrange the session or review support. The tracking record should show what changed after that conversation, rather than leaving the same warning in place week after week.
Capture evidence, off-the-job hours and progress reviews against KSBs in one apprenticeship tracking workflow — with shortfall alerts and an off-the-job percentage that updates as approvals land.
Off-the-job training evidence needs to show what was delivered, when, for how long, and how it relates to the apprentice's standard, recorded as it happens rather than reconstructed later. Session logs, attendance records and mapped activity against the standard's knowledge, skills and behaviours are the usual sources of evidence.
What is apprenticeship e-portfolio and off-the-job tracking software?
An apprenticeship e-portfolio is the digital record of an apprentice's evidence, assessments and progress against the apprenticeship standard. Off-the-job (OTJ) tracking records the training hours delivered away from normal work duties that count towards the funding requirement, so providers can evidence the minimum has been met.
Does Journey include an e-portfolio and off-the-job tracking?
Yes. Journey includes an e-portfolio where learners and tutors capture evidence against the standard's knowledge, skills and behaviours, and an off-the-job (OTJ) tracker that nets approved recognition of prior learning and updates the OTJ percentage when hours are approved. Journey is independent software and is not DWP, DfE or Ofsted approved. It does not guarantee funding or inspection outcomes.
Journey's apprenticeship tracking software brings it together
Evidence against KSBs
Learners submit evidence mapped to knowledge, skills and behaviours from the national catalogue, ready for the assessor.
Off-the-job hours
Planned and logged OTJ hours are tracked against the target, with the percentage recomputed on approval and an evidenced-delivery floor enforced.
Progress reviews & tripartite meetings
Reviews and tripartite meetings are scheduled, recorded and signed by the right parties.
Shortfall visibility
RAG status surfaces learners falling behind on hours or coverage so support happens early.
Last reviewed: August 2026
What off-the-job training actually has to evidence
Off-the-job training is one of the most scrutinised parts of apprenticeship funding. Providers have to show that each apprentice spends enough of their paid hours on genuinely new learning directly relevant to the standard, and that the activity is planned, logged and verifiable. When that evidence lives in a spreadsheet separate from the portfolio, it is easy for the recorded hours and the actual learning to drift apart — exactly the gap a funding audit looks for.
Journey keeps off-the-job hours on the same record as the evidence they relate to. Planned and logged hours are tracked against the configured target, and the off-the-job percentage is recomputed when hours are approved rather than estimated up front. Where a provider has approved recognition of prior learning, the recorded adjustment is reflected in that target for provider review.
Evidence mapped to the standard, not a folder of files
Learners and tutors capture evidence against the knowledge, skills and behaviours drawn from the national catalogue, so every piece of work points back to the part of the standard it covers. That mapping is what makes the gateway pack meaningful: instead of a folder of files, the assessor sees coverage against the standard, the hours behind it, and the reviews that took place along the way.
Progress reviews and tripartite meetings are scheduled, recorded and signed by the right parties, with the signature captured against the record. Red/amber/green status surfaces learners who are falling behind on hours or coverage early enough to do something about it, rather than at the point the shortfall becomes a funding problem.
An evidenced-delivery floor that protects the claim
Recognition of prior learning can reduce the off-the-job target, subject to the published minimum for the applicable standard and funding year. Journey applies the configured floor when planned hours are computed and surfaces the result with its supporting record for provider review.
Sources & further reading
This page reflects current public guidance. For the definitive rules, always check the official sources below.
- Off-the-job training guidance — GOV.UK
- Apprenticeship funding rules — GOV.UK
Built so your team can trace evidence, decisions and actions
Tenant-scoped access controls
Tenant-scoped access controls are designed to keep each provider's records separate on reads and writes.
Controlled audit history
Significant application state changes are recorded against the person who made them, supporting a traceable history.
Published funding-rule packs
Journey applies supported, versioned DWP funding-rule packs selected from the apprentice's start date, including 2026/27 version 3, to support provider review.
Bounded AI assistance
Calendar sessions, attached resources and inherited module materials stay connected to delivery. Journey AI can help explain supported recorded context, while evidence assessment and competence decisions stay with people.
Evidence-led security controls
Tenant isolation, access controls, audit records and governed operations are designed into the platform.
Your data and employers stay yours
Export options are available under the applicable terms, and employer relationships remain with the provider.
Journey is independent software and is not DWP, DfE or Ofsted approved. It does not guarantee funding or inspection outcomes.
Questions providers ask
How is the off-the-job percentage calculated?
The OTJ percentage uses an effective target — the planned hours less any approved recognition of prior learning — and recomputes when hours are approved, with a minimum evidenced-delivery floor applied.
Can employers and assessors see the portfolio?
Access is role-based. Assessors, employers and support staff each see what their role needs, with learner personal data gated behind specific permissions.
Is it ready for the assessor at gateway?
Evidence, hours and reviews are held against the standard so the gateway pack reflects the learner's actual progress.
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