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Workplace experience

Workplace hours that actually count

Learners log what they did and when. The host employer’s supervisor verifies it. Only verified hours count towards the qualification — so the workplace component stops being the part of the file you hope nobody opens.

Workplace registry, logbook entries, supervisor verification and geo-fenced clock-in are live in production on the web.

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The workplace module is where audits go wrong

Knowledge and practical modules happen where you can see them. The workplace component happens somewhere else, is recorded on a paper logbook, and is signed off in a batch at the end by a supervisor reconstructing months from memory. It is the least verifiable part of the qualification and the first place a site visit looks.

  • Logbooks come back months late, filled in retrospectively, in one handwriting.
  • Signatures cannot be tied to a named, currently-registered supervisor.
  • Nobody knows mid-programme whether a learner is on track for the required hours.
  • A learner clocks in from home and the register cannot tell.
  • Hours are claimed against modules nobody mapped them to.

What the workplace module does

Workplace registry

Every host site you place learners at, with its address, its supervisors, and which learners are placed there.

Logbook entries against modules

Learners record hours and tasks against the workplace modules the qualification actually requires, not into a free-text diary.

Supervisor verification

The host supervisor reviews and verifies entries. Unverified hours stay unverified — the system never counts them for you.

Supervisor registration expiry

A supervisor whose registration has lapsed is flagged, so sign-offs are not collected from someone who was not entitled to give them.

Geo-verified clock-in

Learners clock in at the workplace with a location fix and a photo. Attendance becomes evidence rather than assertion.

Progress you can see mid-programme

Verified hours per learner per module, while there is still time to do something about a learner who is behind.

How it runs

  1. 1

    Register the workplace

    Capture the host site, its address and its supervisors, and place learners against it.

  2. 2

    Learners log

    Hours and tasks recorded against the workplace modules the qualification requires.

  3. 3

    Supervisors verify

    The host supervisor works a queue of entries and verifies what actually happened.

  4. 4

    Count what is verified

    Only verified hours advance the learner, and the evidence sits in the portfolio with its provenance.

What this does not do yet

  • The workplace logbook runs on the web today. The mobile screens are built but have not been released to the app stores, so learners and supervisors use the browser — which works on a phone, but is not the native app experience.
  • Geo-fenced clock-in reports whether a learner was inside, near or outside the fence. It records that judgement rather than blocking the clock-in, because a GPS fix indoors on a bad handset is not a reason to stop somebody working.

Questions providers ask

Does the supervisor need a skillSYMS login?
Host employer supervisors get their own access to review and verify the entries for learners placed with them, and see nothing else. They do not get access to your learner base, your assessments or anything beyond their own placements.
What stops a learner logging hours they did not work?
Three things, in combination: the entry has to be verified by a named supervisor before it counts; geo-fenced clock-in records where the learner actually was, with a photo; and every entry keeps its full history, so a retrospective edit is visible rather than silent.
How does geo-fencing handle poor GPS?
A fix is classified as inside, marginal, outside or unknown, and that classification is stored with the check-in. It never blocks the learner. A workshop with a metal roof produces bad fixes and that is not the learner’s fault — but the record shows it, so you can ask.
Can we use this for learnerships as well as occupational qualifications?
Yes. Anything with a workplace component — learnerships, apprenticeships, internships, work-integrated learning — uses the same registry, logbook and verification flow.
What does an auditor actually see?
For any learner: which site they were placed at, which supervisor verified their hours, whether that supervisor was registered at the time, what was logged against which module, and where the learner was when they clocked in.
What if a host employer refuses to use a system?
Verification is a short, focused queue rather than a portal to learn, and a supervisor only ever sees their own learners. In practice the objection is usually about volume of work rather than software, and this is less work than signing a stack of logbooks in December.

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