Edit Employer page

This article describes the Edit Employer page as visible to a standard administrator. For more information, see: Standard administrator — detailed description.

A standard administrator can edit employer login details, including group and employer group allocation, roles, positions, and interface access.

Navigating to the Edit Employer page

From the Users grid, select the edit icon (pencil) next to the employer you want to edit.

Available fields

Username

Optional for employers with a Prospect subscription status; mandatory otherwise. Free text. Defaults to the employer's email address unless updated. Can be amended by a standard administrator.

User type

Read-only. Always set to Employer.

First name

Mandatory. Free text, maximum 50 characters.

Surname

Mandatory. Free text, maximum 50 characters.

Gender

Optional. Two options: Male and Female.

Email

Optional for employers with a Prospect subscription status; mandatory otherwise. Used for account registration and system notification emails. If updated, the new email is validated for uniqueness across the tenant. If the address is already registered to another account, a validation message appears below the field.

Mobile

Mandatory when MFV (multi-factor verification) is enabled for the tenant and the employer's subscription status is not Full User. Only digits, spaces, and the + symbol are accepted.

Group

Mandatory. A selectable tree view of Aptem groups. Employers can be assigned to multiple groups within the same root hierarchy and across multiple root hierarchies at the same time.

If the employer is linked to a hierarchy the standard administrator has only partial access to, the full hierarchy is visible but groups outside the administrator's access cannot be selected or deselected.

Where an employer is linked to multiple hierarchies and the administrator does not have access to one of them, the administrator can only reassign the employer within accessible groups. Assignments to inaccessible groups remain unchanged after the update is saved.

Example: an employer is linked to the following groups:

The standard administrator does not have access to the Southview Apprentice hierarchy and sees the following tree:

The administrator reassigns the employer to Southview College. After saving, the employer is linked to Southview College and remains linked to Southview Apprentice.

Important: if the administrator deselects all groups they have access to and saves, the employer will only be linked to the inaccessible hierarchy. The administrator will also lose visibility of the employer, as the employer will no longer belong to a group the administrator can access.

Use Select all to select all accessible groups at once, or Select none to deselect all. Use Expand all to expand all visible hierarchies, and Collapse all to collapse them. If no group is selected, a validation message appears when you select Update.

Address fields

The following address fields are optional and only visible if enabled for your tenant: Postcode, Address 1, Address 2, Town/City, County, Country.

Once a postcode is entered, use Lookup to automatically populate the remaining address fields. If multiple matches are found, a Select location dropdown appears. Address lookup and postcode validation are only available when Country is set to United Kingdom.

Employer group

Mandatory. Manage the employer's assignment to employer organisations and employer groups. The employer must be assigned to at least one employer organisation or employer group.

If an employer is assigned to an employer group, they are granted access to all nested employer organisations, though the group view will still show nested organisations as unselected.

Note: if the only selected item is an employer group with no nested employer organisations, the employer will not be able to manage any learners or organisations. If nothing is selected, a validation message appears when you select Update.

Use the Search field to find a specific employer organisation or group by name. Select Show selected records only to display only currently selected items.

The Employer Group grid includes the following columns:

• Name: employer organisation or employer group name. Sortable alphabetically.
• Parent name: name of the selected record's parent item. Sortable alphabetically.
• Group type: displays either Employer (for employer organisations) or Employer Group.
• Roles: optional. Assign or remove Aptem roles for the employer.
  
  The following roles can be managed by a standard administrator:
  • Advanced Delivery Management (Add)
  • Advanced Delivery Management (Edit)
  • Assessor
  • Compliance Mass Processing
  • Employer
  • View All in Assigned Group(s)
  • Internal Verifier
  • Learners Progress
  • Trainee Assessor
• Positions: optional. The employer's business role. Select from the dropdown or type a new position title into the Add new position field and select Add. New positions become available to all other employers and administrators.
  
• Min rate of pay: optional. Only visible if enabled for your tenant. Records the minimum rate of pay for the employer. Options are: National Minimum Wage, National Apprenticeship Wage, and National Living Wage.
  
• Allow access to [platform interface]: controls which interface the employer can log into. At least one option must be selected. Only visible if the relevant interface is enabled for your tenant. Contact your Aptem administrator if you are unsure which options should be enabled.