Actions required if you select the wrong apprenticeship programme on the onboarding form - 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 select the wrong apprenticeship programme on the onboarding form (eg you choose Accountancy/Taxation Professional - L7 rather than Professional Accounting Technician L4), and your learner is still a pending user type in FI Learn (ie pending accountancy apprentice, pending accountancy exam plus), you must:

• inform UK Apps helpdesk immediately about your error so they are able to correct on PICS.
• make sure your learner is added the correct sign-up course in your TMS and follow the guidance on this article if they are not.

This should result in the new starter set up request coming through correctly from UK Apps to LMS Team once the application is complete and no further action is required.

If you select the wrong apprenticeship programme on the onboarding form (eg you choose Accountancy/Taxation Professional - L7 rather than Professional Accounting Technician L4), and your learner is an accountancy apprentice or accountancy exam plus user type (ie no longer pending) there are some additional steps you need to take to ensure your learner falls into the correct audiences within FI Learn.

Centre Admin actions:

• Find the incorrect Intro course the learner is enrolled on in FI Learn (e.g. Introduction to your L7 Apprenticeship).
  Manually remove the learner’s enrolment from this course using these instructions.

• Manually enrol the learner on to the correct Intro course (eg Introduction to your L4 Apprenticeship) using these instructions.

• Edit the learner's profile and change the apprenticeship programme (under admin only) to the correct one:

• Wait for the following cron task to run:
  •  Audience refresh – refreshes hourly at 1 minute past the hour in FI Learn.

Your learner will now have the correct dashboard, access to the correct intro course, the correct initial skills scan and the correct learning plan.

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.

You may also notice that the learner still has the L7 learning plan on their profile (as well as the L4 learning plan). Everything needs to be copied over to the new plan by the coach as explained below.

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.
• If the coach had done new learner set up steps on the incorrect learning plan- eg add courses, programmes, competencies etc to the L7 learning plan, these have to be copied over to the new learning plan (eg the L4 learning plan). After this is done, please ask a Senior Coach to delete the L7 Learning plan - or ask the LMS Team to do this for you.