Lookups

For QACs and LSAs.

Lookups are the lists of options your centre sets up for certain fields, such as candidate regions and groups. They can be used to filter reports and searches, and appear on the Candidate Search and candidate report pages.

• Adding a lookup option
• Adding a candidate to a group or region
• Setting up learning status changes

Adding a lookup option

1. Go to More > My Centre > Lookups.
2. Search for the lookup you want and select it. The main ones are:

   Field	Search for
   Region	Region
   Candidate group	CandidateGroup
   Learning status changes	LearningStatusChanges
   Contact log types	CandidateContactLogType
   Awarding bodies	AwardingBody

3. Enter a Code, such as an abbreviation.
4. Enter a Description, such as the full name.
5. Click Add. Repeat for any other options.
6. Click Back to choose another lookup.

Note: New options appear straight away on the Add Candidate screen and in Bulk Candidate Update. To see them on the Candidate Search page, users need to log out and back in.

When you add a contact log type, you can also set its target hours and how often it should happen. These drive the progress bars on the Portfolio Front Page and the 10/12 Week Reviews report.

For more about contact log types, see Training & Contact Log (Add/Modify). For awarding bodies, see External Verifier Role.

Adding a candidate to a group or region

1. Go to the Candidates tab and find the candidate.
2. Click View Candidate, then Modify.
3. In Training Arrangements, choose the Group and/or Region.
4. Click Save.

To change several candidates at once, use Bulk Candidate Update.

Setting up learning status changes

When a candidate completes, leaves early or takes a break, staff use Manage Learning Status to end or suspend their learning. First, set up the options they can choose from:

1. Go to More > My Centre > Lookups.
2. Search for LearningStatusChanges (all one word) and select it.
3. Choose the Status Change Type, such as end, suspend or recommence.
4. Enter a Status Change Reason (L39), such as Completed or Early Leaver.
5. Click Add. Repeat steps 3 to 5 for each option you need.
6. Click Back.

Finding ended or suspended candidates: on the Candidate Search page, tick Include Inactive, or choose Ended or Suspended in the portfolio status filter, then click Search.

Related articles

• End Portfolio / End Learning / Break in Learning
• Training & Contact Log (Add/Modify)
• Bulk Candidate Update
• My Centre