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 tutors can use the activity log.

Overview

Need to review the activity your learners have logged? This guide gives the exact steps for working through your review queue, checking a single entry, following up learners who have gone quiet, and exporting a learner's record for audit, including what you cannot change once an entry is accepted.

What you'll need before you start

• The Allow tutor to read and write learner's activity logs permission. Every basic admin role holds this by default.
• The activity log enabled for the programme. Until then, there is nothing to review.
• Start on your Aptem home page. The Activity log control is in the left-hand navigation, and selecting it opens the activity log dashboard.
• You see only the learners you already have access to. Your review queue holds activity where you are the caseowner, or where you are the component owner on the learning plan component.

Step-by-step: work through your review queue

1. In the left-hand navigation, select Activity log. The activity log dashboard opens.
2. In the Activities to review panel, select Start. The button appears only when you have activity waiting. You can also open a single entry directly from the notification Aptem sends when a learner submits or resubmits.
3. Read the first activity. The review workflow presents activities one at a time, earliest first and grouped by learner, so you can work through them without leaving the flow.
4. Accept the activity if it meets requirements, or reject it if the learner needs to change something. Rejecting requires a reason, and that feedback goes straight back to the learner.
5. Repeat for each activity in the queue.
6. Select Save and continue to pause and come back later, or Save and finish once you have reviewed everything.
7. Confirm at the final prompt. Your decisions are saved and you return to the dashboard.

Step-by-step: review a single entry from a learner's history

1. On the dashboard, find the learner in the learners table. You can search by name, filter by programme, and filter by your own caseload or by all learners in groups you have access to (the second option needs the View All Groups permission).
2. Select the learner. Their Activity history screen opens, with their name and current programme at the top left and a table of every logged activity below, showing activity type, learning plan component, date of activity, time logged, and status.
3. Use the filters and sorting options to narrow the list.
4. Select a row. The Review activity page opens with the full details of that entry.
5. Accept or reject the entry, giving a reason if you reject it. Accepted entries are read-only: the status cannot be changed and no delete option is available, which protects verified records.
6. If a delete option is available and the activity should not form part of the learner's record, select it and confirm the warning. Deleting is permanent and cannot be undone. Cancelling makes no changes.

Step-by-step: follow up learners with no recent activity

1. On the dashboard, find the No activities logged in 28 days panel and select View.
2. Review the list. Where the information is available, it shows each learner's name and pronouns, the date of their last logged activity, their phone number and email, and their employer or manager contact details.
3. Select a learner to open their activity history, or use the back control to return to the dashboard.

Step-by-step: export a learner's activity for audit

1. Open the learner's activity history from the learners table.
2. Select Download audit log. A CSV file is generated holding all logged activity for that learner.
3. Use the export to support audits, funding assurance, and wider compliance requirements. Each row holds: Learner ID, First Name, Last Name, Programme ID, Programme Title, Planned OTJT Hours (from the ILR), Planned English & Maths Hours (from the programme), Activity Type, When the activity took place, Description of Activity, Date activity took place, Time Spent, Linked Learning Plan Component Name, Linked Component ID, Status of Activity, and Rejected Reason (empty for accepted records).

Common variations

• Draft activities. You cannot complete a draft on a learner's behalf, because only the learner can confirm whether the time was during working hours or their own time. Drafts reach your queue once the learner submits them.
• Entries copied across from before. Descriptions starting "Evidence note:" or "Hours uploaded against evidence:" were logged elsewhere before the activity log was enabled. They keep the decision already made, so they only appear in your queue if they were still waiting for one.
• A deleted learning plan component. The activity stays in the learner's history, but the component link is broken. Opening it shows a message explaining the component has been removed, and you can still see the activity details.