Apprenticeship and training files For training providers, employers and colleges
Every apprentice.
Evidence ready for funding and assessment.
FilePlan 365 gives every apprentice and learner their own secure file inside SharePoint. Commitment statements, progress reviews, evidence and end-point assessment papers are filed to the right apprentice, with the right protection, automatically.
Works inside SharePoint
Apprentice details from your training system
30-day free trial
1
Apprentice details
Learner number, name, standard and skills coach, taken from your training management system.
2
Document types
The same labelled folders for every apprentice, down the left.
3
The apprentice’s documents
Everything filed to that apprentice, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every apprentice, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right apprentice file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your training management system
Apprentice details arrive automatically
You never retype a learner number, name or apprenticeship standard. FilePlan 365 picks up each apprentice’s details from your training management system, so every new apprentice has a file ready on their first day.
When an apprentice changes
A new skills coach, a break in learning or a change of standard is picked up automatically, so every file stays accurate.
When an apprentice completes
The completion date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of apprentices up to date from your training management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The apprentice file plan
Every apprentice organised the same way
Each apprentice file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Enrolment and funding
Commitment statement, ILR evidence, eligibility checks
Kept for: 6 years after funding ends
2
Initial assessment
Skills scan, English and maths, prior learning
Kept for: 6 years after funding ends
3
Learning plan
Training plan, off-the-job hours log
Kept for: 6 years after funding ends
4
Progress reviews
Twelve-weekly reviews, employer feedback
Kept for: 6 years after funding ends
5
Evidence portfolio
Work products, observations, witness statements
Kept for: 6 years after funding ends
6
End-point assessment
Gateway, EPA results, certificate
Kept for: 6 years after funding ends
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Apprenticeship and training files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Apprenticeship and training files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Apprenticeship and training files template
Pick “Apprenticeship and training files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your apprentice files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your funding rules and quality processes.
Find an apprentice
Any apprentice file in seconds
Start typing and FilePlan 365 shows matching apprentices straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by learner number, name or standard.
2
Narrow it down
Filter by standard, employer, cohort or skills coach if you need to.
3
Open the file
Click an apprentice to see everything filed to it.
People only ever see the apprentices and documents they are allowed to see.
Advanced search
Answer questions across every apprentice file
Tick a few options and FilePlan 365 finds every matching document across all your apprentices. Perfect for funding audits, Ofsted inspections and gateway reviews.
Funding auditEvery commitment statement and off-the-job log for one cohort
Ofsted inspectionAll progress reviews for one standard
Gateway reviewEvery portfolio ready for end-point assessment
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Apprentice files are kept for six years after funding ends, as funding rules require. Completion starts the clock automatically.
Only the right people can see it
Learner documents are marked Confidential. Learning support and safeguarding notes are marked Highly confidential.
Personal data stays inside
Documents containing learner personal details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time chasing evidence. More time teaching.
One file per apprentice
Enrolment, reviews, evidence and EPA, in one place.
Ready on day one
New apprentices arrive from your training system with their file set up.
Audits without the panic
Prove funding eligibility for any learner in seconds.
Completion handled for you
Retention starts automatically when an apprentice completes.
Every apprentice file.
Always in order.
Try the Apprenticeship and training files template free for 30 days, in your own Microsoft 365 tenant.
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