Changes to Adding Apprentices to the Apprenticeship Service – What Employers Need to Know
The way learner details are added to the Apprenticeship Service is changing.
Originally, these changes were due to come into effect from 1st of August 2026, but the government has now confirmed that employers and training providers will have until Autumn 2026 before the manual process is removed.
This extended timeline gives everyone more time to prepare for the new system.
What’s Changing?
Currently, employers can manually add apprentice learner details into their Apprenticeship Service account.
From Autumn 2026, this option will no longer be available.
Instead, your training provider will add learner details using information already collected through the Individualised Learner Record (ILR). This means the ILR will become the main source of learner information, reducing duplicate administration for everyone involved.
What do employers need to do?
To ensure apprentices can start on time, you’ll need to:
– Grant your training provider permission to add learners to your Apprenticeship Service account (if you haven’t already).
– If permissions haven’t been granted, send your provider a blank learner request so they can complete the learner details on your behalf.
– Review and approve learner details in the Learner Requests section of your Apprenticeship service account before the apprentice’s start date.
– Continue planning recruitment and enrolments early to allow enough time for approvals.
If your organisation does not pay the Apprenticeship Levy, you should also continue to reserve apprenticeship funding in advance wherever possible.
Why is this change being introduced?
The new process is designed to make managing apprenticeships simpler and more efficient.
Key Benefits Include:
- Less administration for employers.
- No duplicate data entry across government systems.
- More accurate, leaner information, reducing errors.
- Improved data quality, helping prevent data mismatches and delays.
- More consistent information, supporting timely payments to training providers.
How will we support you?
As your training provider, we’ll continue to guide you through these changes over the coming months.
We’ll help you ensure the correct permissions are in place, explain any action you need to take, and support you throughout the transition so that apprentice enrolments continue without disruption.
If you have any questions about these changes or need help updating your Apprenticeship Service permissions, please get in touch with our team.
For more information, please send an enquiry or give us a call.
01604 871340
