Learner Entry Tool for ILR File Setup Guidance
Summary
The Department for Education (DfE) updated guidance on the Learner Entry Tool for Individualised Learner Record (ILR) file setup. The tool helps smaller further education providers (with up to 500 learners) format and submit ILR data correctly. Version 2025 to 2026 documents were added, including known issues and user guide. The Education and Skills Funding Agency (ESFA) closed on 31 March 2025, with activity transferred to DfE.
What changed
The DfE updated guidance for the Learner Entry Tool, a free optional tool for further education providers to structure Individualised Learner Record (ILR) files. The 2025 to 2026 version documents were added, including a known issues spreadsheet and user guide. The ESFA closed on 31 March 2025 and all activity transferred to DfE.
Affected further education providers should ensure they download the correct academic year version of the tool. Providers experiencing issues should consult the known issues document before contacting DfE support. Use of the tool remains optional but aids compliance with ILR data submission requirements.
What to do next
- Download the appropriate Learner Entry Tool version for your academic year
- Check known issues document if experiencing problems
- Contact DfE if your issue is not listed in known issues
Archived snapshot
Apr 16, 2026GovPing captured this document from the original source. If the source has since changed or been removed, this is the text as it existed at that time.
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.
From: Department for Education and Education and Skills Funding Agency Published 22 August 2019 Last updated 29 January 2026
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Applies to England
Documents
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 the ESFA are experiencing any issues and what it’s doing to solve them.
If your issue is not on there, contact us.
Published 22 August 2019 Last updated 29 January 2026 show all updates
1.
29 January 2026
Added 'Learner Entry Tool known issues 2025 to 2026'.
2.
8 July 2025
Added 'Learner Entry Tool user guide 2025 to 2026'.
3.
19 July 2024
Added 'Learner Entry Tool known issues 2024 to 2025' and 'Learner Entry Tool user guide 2024 to 2025'. Removed 2022 to 2023 documents.
4.
12 September 2023
We've published the Learner Entry Tool known issues 2023 to 2024.
5.
11 September 2023
We have published the Learner Entry Tool user guide for 2023 to 2024.
6.
11 November 2022
We have updated the Learner Entry Tool known issues 2022 to 2023 document.
7.
27 September 2022
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.
8.
21 September 2022
We have update the Learner Entry Tool known issues 2022 to 2023 document and the Learner Entry Tool user guide 2022 to 2023.
9.
1 September 2022
We have updated the Learner Entry Tool known issues 2022 to 2023 document.
10.
10 August 2022
We have published the Learner Entry Tool known issues 2022 to 2023 and the Learner Entry Tool user guide 2022 to 2023.
11.
1 September 2021
We have updated the Learner Entry Tool known issues 2021 to 2022 document.
12.
19 August 2021
We have published the Learner Entry Tool user guide 2021 to 2022 and Learner Entry Tool known issues 2021 to 2022 document.
13.
9 March 2021
We have updated the Learner Entry Tool known issues 2020 to 2021 document.
14.
4 March 2021
We have updated the Learner Entry Tool known issues 2020 to 2021 document.
15.
29 October 2020
We have updated the Learner Entry Tool known issues 2020 to 2021 log.
16.
14 October 2020
We have updated the Learner Entry Tool known issues 2020 to 2021 document.
17.
28 September 2020
We have updated the Learner Entry Tool known issues 2020 to 2021 document.
18.
15 September 2020
We have updated the Learner Entry Tool known issues 2020 to 2021 document.
19.
4 September 2020
We have updated Learner Entry Tool known issues 2020 to 2021 log.
20.
20 August 2020
We have updated the Learner Entry Tool known issues 2020 to 2021 log.
21.
17 August 2020
We have updated the Learner Entry Tool known Issues 2020 to 2021 log.
22.
12 August 2020
We have updated the Learner Entry Tool known issues 2020 to 2021 log.
23.
11 August 2020
We have published the Learner Entry Tool user guide 2020 to 2021 as well as the known issues log.
24.
22 August 2019
First published.
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