What does an early years provider need to track?
For each learner: evidence against every unit of their diploma, workplace observations, professional discussions, witness statements from room leaders and their placement hours. For the provider: who is on track, which assessor has work waiting, and what internal quality assurance has sampled. It all sits on one record for each learner.
Which qualifications does it suit?
Portfolio based early years qualifications, internally assessed and externally quality assured by the awarding body. The units and criteria are set up the way your awarding body writes them, so assessors see only what applies.
- Level 2 Early Years Practitioner
- Level 3 Early Years Educator diplomas, built to the criteria in force since 1 September 2024
- Level 5 for senior and lead practitioners
How are placement hours kept?
Level 3 Early Years Educator diplomas need a minimum number of hours in placement, usually at least 300. The hours sit on the learner's record alongside their evidence, rather than on a separate timesheet, so the assessor and the quality team can see where each learner stands.
What about the experience based route?
Since March 2025, staff with a Level 2 and a year's experience can work towards counting in Level 3 ratios through the experience based route: an initial assessment, 751 to 900 hours of supervised practice, then a final assessment. The setting has to keep records of the hours and both assessments. If you run it, talk to us about keeping those records on the same platform.
How does it help when quality assurance samples your work?
Internal samples are planned and recorded on the same learner record as the evidence and the assessor's decisions. When your internal or external quality assurer samples a learner, everything they need is already in one place, so nobody spends the week before a visit gathering files.
How do assessors and learners use it day to day?
Learners add evidence as the work happens. Assessors record observations and professional discussions on the learner's record, see only the work waiting for them with the criteria on the same screen, and give feedback the learner can read in their own language.
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