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Guidance

Set up your ILR and collect data with the Learner Entry Tool

A tool that helps smaller learning providers get the right structure for their individualised learner record (ILR) files.

Updates to this page

From:
Department for Education and Education and Skills Funding Agency
Published:
22 August 2019
Last updated:
21 August 2026
Show all updates

  1. Added 'Learner Entry Tool known issues 2026 to 2027'.

  2. Added 'Learner Entry Tool user guide 2026 to 2027'.

  3. Added 'Learner Entry Tool known issues 2025 to 2026'.

  4. Added 'Learner Entry Tool user guide 2025 to 2026'.

  5. Added 'Learner Entry Tool known issues 2024 to 2025' and 'Learner Entry Tool user guide 2024 to 2025'. Removed 2022 to 2023 documents.

  6. We've published the Learner Entry Tool known issues 2023 to 2024.

  7. We have published the Learner Entry Tool user guide for 2023 to 2024.

  8. We have updated the Learner Entry Tool known issues 2022 to 2023 document.

  9. We have updated the Learner Entry Tool known issues 2022 to 2023 document, and have updated the Learner Entry Tool user guide 2022 to 2023.

  10. We have update the Learner Entry Tool known issues 2022 to 2023 document and the Learner Entry Tool user guide 2022 to 2023.

  11. We have updated the Learner Entry Tool known issues 2022 to 2023 document.

  12. We have published the Learner Entry Tool known issues 2022 to 2023 and the Learner Entry Tool user guide 2022 to 2023.

  13. We have updated the Learner Entry Tool known issues 2021 to 2022 document.

  14. We have published the Learner Entry Tool user guide 2021 to 2022 and Learner Entry Tool known issues 2021 to 2022 document.

  15. We have updated the Learner Entry Tool known issues 2020 to 2021 document.

  16. We have updated the Learner Entry Tool known issues 2020 to 2021 document.

  17. We have updated the Learner Entry Tool known issues 2020 to 2021 log.

  18. We have updated the Learner Entry Tool known issues 2020 to 2021 document.

  19. We have updated the Learner Entry Tool known issues 2020 to 2021 document.

  20. We have updated the Learner Entry Tool known issues 2020 to 2021 document.

  21. We have updated Learner Entry Tool known issues 2020 to 2021 log.

  22. We have updated the Learner Entry Tool known issues 2020 to 2021 log.

  23. We have updated the Learner Entry Tool known Issues 2020 to 2021 log.

  24. We have updated the Learner Entry Tool known issues 2020 to 2021 log.

  25. We have published the Learner Entry Tool user guide 2020 to 2021 as well as the known issues log.

  26. First published.

Applies to England

Documents

Learner Entry Tool known issues 2026 to 2027

MS Excel Spreadsheet, 158 KB

Learner Entry Tool user guide 2026 to 2027

PDF, 3.01 MB, 21 pages

Learner Entry Tool known issues 2025 to 2026

MS Excel Spreadsheet, 158 KB

Learner Entry Tool user guide 2025 to 2026

PDF, 2.74 MB, 22 pages

Learner Entry Tool known issues 2024 to 2025

MS Excel Spreadsheet, 121 KB

Learner Entry Tool user guide 2024 to 2025

PDF, 853 KB, 22 pages

Details

The Education and Skills Funding Agency (ESFA) closed on 31 March 2025. All activity has moved to the Department for Education (DfE). You should continue to follow this guidance.

The Learner Entry Tool is for further education providers who need to return ILR information for up to 500 learners but do not have a data management system.

You can download the ILR Learner Entry Tool for free. Using it is optional.

It’s designed to make putting your file together in the correct format and with the right information easier.

You must download the right version for the academic year you’re submitting data for.

If you’re having problems with the tool, check the known issues document to see if DfE are experiencing any issues and what we’re doing to solve them.

If your issue is not on there, contact us.

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