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Please contact your Customer Success Manager to enable Evidence.
In this article: what Evidence is for, how evidence types and records fit together, where to find Evidence, and what the Evidence Status Report can do.
Evidence captures proof of learning, credentials and competency that do not fit the structured course model — police checks, first aid certificates, driver’s licences. Rather than tracking these in a spreadsheet alongside the LMS, they sit against the learner’s record in their "Skills Passport".
IN THIS ARTICLE
What Evidence is for
Evidence makes it possible to:
- Record credentials earned outside the platform, such as police checks and first aid certificates.
- Define exactly which credentials your organisation captures, and what details each one requires.
- Review and approve uploaded documents.
- Report on who holds what, and what is expiring or has already expired.
Evidence records are created in one of two ways:
- Uploaded by a learner against their own record, or
- Created in bulk by an administrator through a bulk admin job.
Once Evidence is enabled for your organisation:
- Learners see an evidence table on their Skills Passport, listing the credentials they hold.
- Administrators can utilise the Evidence Status Report, showing evidence records across the whole organisation, and can View Evidence in Manage Learners, which shows all records for one learner at a time.
NOTE
Evidence is most useful where the LMS is your main compliance record, where credentials exist independently of any training, where those credentials expire and need renewing, or where you need an audit trail showing who approved a credential and when.
Evidence basics
Evidence has two layers. The Evidence Type is the template an administrator configures once. The Evidence Record is an individual upload made against that type, by a learner or an administrator.
There are two Evidence Types:
- Standalone evidence: exists on its own. It is not attached to a qualification and makes no CPD contribution. Every evidence type created through the admin interface is standalone.
- Qualification-linked evidence: is attached to a qualification and forms part of maintaining it. These types work as they always have and are configured in the back end rather than through the admin interface.
Both kinds appear together in the learner’s Skills Passport and in the Evidence Status Report. If your organisation does not use Qualifications, the Linked Qualification column is hidden throughout.
Navigating Evidence
Evidence appears once it has been enabled for your organisation. Administrators then see:
- Evidence Types, for configuring which credentials the organisation captures.
- The Evidence Status Report, for reporting and review.
- View Evidence in the Actions menu beside each learner in Manage Learners.
Evidence types
An evidence type is the template for a credential your organisation wants to capture. Creating one — Police Clearance or First Aid Certificate, for example — adds it to the list learners can upload against, and sets the rules that every upload of that kind will adhere to.
An evidence type determines:
- What it is called, and which group it sits under in the learner’s upload picker.
- Which details a learner must provide when uploading.
- Whether uploads need review by an administrator before they count.
- Where the type and its records appear, across the upload form, the Skills Passport and reporting.
- Whether it is still in use, or has been archived.
Evidence types are set up once by an Organisation Administrator and then apply to every upload made against them. You can hold as many types as you need, and group related ones together so learners can find the right one quickly.
Evidence reporting
The Evidence Status Report gives administrators a view of evidence records across the organisation.
| Capability | What it does |
|---|---|
| Filters | Narrow results by organisation, department or sub-organisation, evidence type, status, linked qualification where applicable, and date ranges. |
| Status management | Change a record’s status directly from the status column in the report. |
| Default reports | Three pre-configured views, seeded for every organisation. |
| Saved reports | Save your current filter configuration as a named report for quick reuse. |
| Scheduled reports | Email any saved report to nominated recipients daily, weekly or monthly. |
| Export | Export the current filtered view as a CSV, delivered by email. |
| Evidence details | Each row links through to the full record, where a review can be completed. |
Evidence record statuses
| Status | What it means |
|---|---|
| Pending | Awaiting review. Only applies where the type requires administrator review. |
| Active | Approved, or created directly where no review is required. |
| Expired | The record’s expiry date has passed. |
| Rejected | The upload was reviewed and not accepted by an administrator. |
| Revoked | An Active record that has been withdrawn by an administrator. |
| Archived | The record has been archived by an administrator. |
Manage Evidence is a second entry point to the same report, reached from its own navigation item, and it carries the same capabilities. The two pages keep independent filter and saved report state, so working in one does not change the other. Manage Evidence is enabled for selected organisations only; every other organisation uses the Evidence Status Report, which does everything Manage Evidence does.
Administrators can also open a View Evidence list for a single learner from Manage Users, showing only that learner’s records.
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