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.

Need to record the time you have spent learning? This guide gives the exact steps for logging an activity, completing a draft that was created for you, and updating or deleting an entry, including what changes once your tutor has accepted it.

What you'll need before you start

• A learner account with an active programme in Aptem. You only ever see your own activity.
• At least one component on your learning plan that accepts logged time. Qualification, review, job search and resource centre usage components cannot be used.
• Start on your home page. The Activity log control is in the left-hand navigation.

For what the statuses mean and what counts towards your hours, see Activity log overview

Step-by-step: log a new activity

1. In the left-hand navigation, select Activity log. The activity log history page opens and lists everything logged for you so far. If you have not logged anything yet, you see an empty state message instead.
2. Select Log New Activity. The log activity form opens. To leave without saving at any point, select Back.
3. Choose the activity type. Off-the-job training is selected by default, and you can change it to English or maths or Other. You can choose one type only.
4. Choose when the activity took place. The options are during your paid working hours (the default), in your own time while being paid, or in your own time while receiving time off in lieu.
5. Enter a description of what you did. This is required and takes up to 1,000 characters. A message appears if you go over the limit.
6. Enter the date the activity took place, either as DD/MM/YYYY or using the date picker. The date cannot be in the future, and an error appears if the format is wrong.
7. Enter the time you spent as HH:MM, up to a maximum of 12 hours. An error appears if the format is wrong.
8. Start typing in the learning plan component field and select the component the activity applies to. Suggestions appear as you type, and the list refreshes whenever you change the activity type or the date.
9. Select Save. A confirmation message appears, you return to the history page, and your entry shows as Submitted, waiting for your tutor. To leave without saving, select Cancel.

How the component list is ordered

For Off-the-job training and English or maths, the list only shows components with relevant planned hours. For Other, it is not filtered. In all cases, components are ordered by the complete-by date closest to your activity date, and today's date is used if you have not entered one yet.

Step-by-step: complete a draft created for you

When time is added for you automatically, for example after you finish an eLearning module or when placement hours are confirmed, it arrives as a draft. Until you complete it, that time does not count towards your hours.

1. On the activity log history page, filter the status column by Draft to find entries waiting on you.
2. Select the entry to open it.
3. Confirm when the activity took place, choosing whether it was during your paid working hours or in your own time.
4. Submit the entry. Its status changes to Submitted and it goes to your tutor for review.

Step-by-step: update, resubmit or delete an entry

You can change or remove an entry at any point before your tutor accepts it.

1. Find the entry on the activity log history page. The search box searches the learning plan component field, and you can filter by activity type and status, apply more than one filter at once, and clear them using Clear all or the X on an individual filter tag. Longer lists run across several pages, and you can choose how many entries to show per page.
2. Select the entry to open it. If your tutor rejected it, their feedback is shown in a read-only field, so read that first. You also receive a notification in Aptem when an entry is rejected, which takes you straight to it.
3. Edit any of the fields you need to change.
4. Select Update activity. A submitted entry stays as Submitted. A rejected entry becomes Resubmitted and goes back to your tutor for review.
5. To remove the entry instead, select Delete activity and confirm. Deleting is permanent, and cancelling the confirmation leaves the entry as it was.

Once your tutor accepts an entry, every field becomes read-only and it can no longer be edited or deleted, because accepted time forms part of your verified record.

Common variations

• Entries brought over from before. Some descriptions start with "Evidence note:" or "Hours uploaded against evidence:". These show where the time was originally recorded and need no action from you. Your evidence is still on your learning plan.
• Time you think is missing. Speak to your tutor rather than logging it again, as re-entering it could count the same hours twice.