Actions required if you book the wrong apprenticeship/exam plus course / extra course in ADM/APT - learners created AFTER 9 November 2025
THIS ARTICLE ONLY APPLIES TO LEARNERS CREATED AFTER 9 NOVEMBER 2025 - If your learner was created in FI Learn before 10 November 2025, please read this article which explains the steps you need to take.
In summer 2025, we introduced new onboarding processes for apprentices, and communications were sent to explain the new short code sets required to accommodate these changes. A summary of these new processes can be found here.
To support these changes, the LMS Team has set up audiences so that learners are automatically assigned the correct dashboard, skills scans, and competency profiles.
If you book a learner on to the wrong sign-up/extra course in ADM/APT it isn't as simple as cancelling and rebooking them on to the correct one. There are some additional steps you need to take to ensure your learner falls into the correct audiences within FI Learn.
For example, you have booked the wrong level sign-up course in ADM/APT (eg booked ICAEW L7 rather than L4 ICAEW sign-up course).
These actions apply regardless of the user type at the time the mistake is noticed (e.g. pending accountancy apprentice / accountancy apprentice).
Centre Admin actions:
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Find the L7 Intro course the learner is enrolled on in FI Learn (e.g. Introduction to your L7 Apprenticeship or Introduction to your L7 Exam Plus).
Manually remove the learner’s enrolment from this course using these instructions. -
Book the learner onto the correct L4 sign-up course in ADM/APT.
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Wait for two cron tasks to run:
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API – refreshes every 5 minutes for ADM, or hourly at 37 minutes past the hour for APT.
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Audience refresh – refreshes hourly at 1 minute past the hour in FI Learn.
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After these cron tasks have run, the audiences will be correct and learners will have the correct dashboard, access to the L4 intro course, and the correct initial skills scan.
You may notice that the learner still has the L7 initial skills scan assigned to them (as well as the L4 initial skills scan). This must be removed by the coach as explained below.
Note: A Centre Admin can log in as the coach and complete this action if preferred.
Coach actions
The coach needs to go into the performance activities and delete the relevant activity using Manage Participation. Please follow the instructions in this video.