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.
New to the activity log? It is where the time you spend on your training is recorded, and where you can see all of it in one place, including time added for you automatically. Here is what it does, why it is part of Aptem, and what the statuses mean.
What is the activity log?
The activity log is your record of the time you have spent learning. Each entry captures what you did, when you did it, how long it took, and which part of your learning plan it counted towards. Your tutor reviews each entry and either accepts it or asks you to change something.
Why it's there
Your programme sets out how much off-the-job training you need to complete, and that time has to be evidenced. The activity log gives you one place to record it as you go, rather than trying to reconstruct months of learning later. Because your tutor reviews entries as they arrive, anything that needs correcting is picked up early, and you can quickly see what has been accepted and what is still waiting.
Where the time in your log comes from
Not every entry is one you typed. Your log holds:
- Time you have added yourself.
- Time added for you automatically, for example when you finish an eLearning module or when placement hours are confirmed.
- Time you logged before you started using the activity log, which has been moved across for you.
You do not need to re-enter anything that was already recorded elsewhere.
What the statuses mean
Every entry carries a status, and the status decides both what you can do with the entry and whether it counts.
| Status | What it means | Can you change it? |
|---|---|---|
| Draft | Not finished. Usually an entry created for you automatically that needs you to confirm when the activity took place. | Yes, and you need to complete and submit it so it counts |
| Submitted | Sent to your tutor and waiting for a decision. | Yes, you can update or delete it |
| Accepted | Your tutor has accepted it. It counts towards your hours. | No, it is read-only |
| Rejected | Your tutor has asked you to change something. Their reason is shown on the entry. | Yes, update it and submit it again |
| Resubmitted | You have sent an updated entry back to your tutor. | Yes, you can update or delete it |
Entries that were moved across from before keep the decision your tutor had already made. Anything they had accepted stays accepted, and anything they asked you to change shows as rejected with their comment, so you can pick up where you left off.
What counts towards your off-the-job hours
Only accepted time counts. Drafts, submitted entries, resubmitted entries and rejected entries do not, so if your total looks lower than you expect, the usual reasons are:
- A draft you have not completed yet.
- A rejected entry waiting for you to update.
- An entry still waiting for your tutor.
Because time added for you automatically arrives as a draft rather than a finished entry, it is worth checking for drafts regularly.
Time you logged before
Some entries have a description starting with "Evidence note:" or "Hours uploaded against evidence:". That just shows where the time was originally recorded. You do not need to change them, and the evidence itself is still on your learning plan.
If something looks missing
Most of your time will have moved across, but a few older entries cannot be copied automatically, usually because something was incomplete when they were recorded. Nothing has been deleted, and your tutor and your training provider can still see the original records.
If you think time is missing, speak to your tutor. Do not re-enter the time, as that could mean the same hours being counted twice.
How it fits with the rest of Aptem
Every entry is tied to a component on your learning plan, which is how your logged time counts towards the right part of your programme. Some component types cannot be used for logging (see the step-by-step guide). When your tutor rejects an entry, Aptem sends you a notification with a link straight to it, so you can respond without hunting through your log.