This feature is currently available to a limited number of early-access customers.
We’ll share further updates once we’re ready to widen availability.
Watch the video
Prefer watching? Here’s a short video showing how learners can use the activity log.
Overview
This guide explains how to record, review, and manage your learning activity using the Activity log in Aptem. It brings together all available features so you can keep accurate records, correct activity when needed, and clearly track your progress over time.
Using the Activity log helps ensure your learning is recorded accurately and reviewed efficiently by your tutor. You can use the Activity log to:
Record new learning activity
View your past entries
Update activity that has not yet been accepted
Correct activity that has been rejected or resubmitted
Delete activity that is no longer needed
Search and filter your activity history
Regular use of Activity log helps keep your learning record up to date and supports clear communication with your tutor. Your feedback also helps us improve the feature.
Accessing the Activity log
An Activity log control appears in the left-hand navigation of your home screen.
Selecting this opens the Activity log History page, where you can view and manage all activity you have logged.
Viewing your Activity log history
The Activity log history page displays all activity you have logged in a table. Each row shows:
Activity type
Learning plan component
Date the activity took place
Duration
Status
If you have not yet logged any activity, an empty state message is shown.
Pagination
If you have many entries, activities are displayed across multiple pages.
You can:
Choose how many entries to show per page.
See a message such as “Showing X to Y of Z entries” beneath the table.
Search and filters
You can quickly find specific activity using search and filters.
Search bar: searches text within the learning plan component field.
Filters: filter by activity type and status.
Multi-select: apply more than one filter at the same time.
Clear filters: use Clear all or the X on individual filter tags.
Logging a new activity
From the Activity log History page, select Log New Activity to open the log activity form.
A Back button allows you to return to the history page without saving.
Activity type
Select one activity type:
Off-the-job training (default)
English or maths
Other
Only one activity type can be selected.
When the activity took place
Select one option:
This activity was completed during my paid working hours (default).
This activity was completed in my own time and I am being paid.
This activity was completed in my own time and I am receiving time off in lieu.
Description of activity
Mandatory field
Up to 1,000 characters.
You’ll be notified if the limit is exceeded.
Date and hours
Date is a mandatory field. Enter a date using DD/MM/YYYY or the date picker.
The date cannot be in the future.
Validation errors are shown if the format is incorrect.
Time spent is also a mandatory field. Enter time spent in HH:MM format.
Must not exceed 12 hours.
Validation errors appear if the format is incorrect.
Learning plan component
You must select the learning plan component that the activity applies to.
Type-ahead search
As you type, matching components are suggested. Some component types do not appear, including:
Qualification
Review
Job search
Resource centre usage
Filtering by activity type
When selecting off-the-job training or English or maths, the list is filtered based on relevant planned hours. This does not apply to activity type 'Other'.
Prioritising by date
Components are prioritised based on the complete-by date closest to the activity date.
If no date is selected, today’s date is used.
The list updates automatically when the activity type or date changes.
Saving or cancelling
Select Save to submit your activity.
A success message appears.
You return to Activity log history.
Select Cancel to return without saving.
Managing activities
Select any activity from the table to open it. What you can do depends on its status.
Summary of learner permissions
| Status | View | Edit | Delete |
|---|---|---|---|
| Submitted | ✓ | ✓ | ✓ |
| Rejected | ✓ | ✓ | ✓ |
| Resubmitted | ✓ | ✓ | ✓ |
| Accepted | ✓ | ✗ | ✗ |
Workflow overview
Log new activity.
Activity becomes Submitted.
Tutor reviews the activity.
Accepted → becomes read-only.
Rejected → you edit and resubmit.
Resubmitted activity returns to the tutor.
Activity can be deleted until it is accepted.
Viewing accepted activity
Accepted activity forms part of your verified record:
All fields are read-only.
Activities cannot be edited or deleted.
Managing an unreviewed activity
If an activity is Submitted:
All fields are editable.
- To make changes, edit the fields and click Update activity to update the activity.
- The status remains submitted.
- To delete the activity, you can click Delete activity.
Deleting activity
You can delete activity if its status is:
Submitted
Rejected
Resubmitted
When deleting:
A confirmation message appears.
Confirming permanently removes the activity.
Cancelling makes no changes.
Correcting rejected or resubmitted activity
If your tutor has rejected an activity:
All fields are editable.
Tutor feedback is shown in a read-only field.
After saving:
Rejected activity becomes Resubmitted.
Resubmitted activity is sent back to the tutor for review.
The rejection reason is displayed for you so that you can incorporate that in your decision to manage this activity going forward.
Notification for rejected activity
When your tutor rejects an activity that you have logged, you will receive a notification in Aptem.
The notification:
- Alerts you that the activity status has changed to Rejected
- Provides direct access to the rejected activity
- Allows you to review tutor feedback and make corrections quickly
Once you have opened the notification and reviewed the activity, you can clear the notification to keep your notifications list manageable.
To avoid delays, you should check your notifications regularly so you can respond promptly to any rejected activity.
Frequently asked questions
Why do I need to log my activity?
To keep an accurate record of your learning and support your progress.
Why can’t I edit an accepted activity?
Accepted activities are verified and locked to protect accuracy.
What if I make a mistake?
You can edit or delete activity until it is accepted.
Why can’t I see some learning plan components?
Some components are not available for activity logging.
Can I log activity in the future?
No. Future dates are not allowed.