The Hours log is a compliance document that gives you a signed, audit-ready record of a learner's verified hours, taken from their activity log. You can generate it for any learner on an apprenticeship programme, with no set-up needed in the programme builder.
Before you start
The Hours log only includes activities that have been accepted. Check that the learner's activities have been reviewed before you generate it.
Each Hours log is a snapshot at the time you generate it. It doesn't update if activities change afterwards.
Generate the Hours log
Open the learner's Signatures grid.
Find the Hours log in the list of compliance documents.
Select Create, then Create and send. The document is generated and sent for signature.
Each time you generate the Hours log, a new timestamped PDF is saved to the learner's compliance documents. Earlier versions are kept and don't change.
What's in the Hours log
Learner and programme details: the learner, programme, standard, provider and employer, with the apprenticeship, practical period and ILR start and end dates.
Off-the-job training definition: a short definition, so anyone reading the document knows what counts.
Hours summary: planned and verified off-the-job training hours. English and maths hours and other hours are shown too, where the learner has them.
Activities: accepted activities in three sections (off-the-job training, English and maths, and other), grouped by learning plan component, with a subtotal for each section. Each row shows the date, duration, description, component, when the activity took place and whether a supporting file is attached.
Signatures: a declaration signed by the learner, tutor and employer.
Good to know
If a learner has no accepted activities, the Hours log still generates, with an empty activity table and zero verified hours.
Time recorded as outside working hours, without pay or time off in lieu, doesn't count as off-the-job training. It's left out of the off-the-job training and English and maths sections.
The supporting file column only appears if file uploads are switched on for your organisation, or the learner has a file that has passed its malware check.
The Hours log doesn't replace any existing compliance documents. Both can sit in the learner's compliance documents.