Details

Any additional tenant settings required to view this functionality: none

Product area: Users [Employer-logins]

Overview

This article describes this page as visible to a standard administrator. For more information, see: Standard administrator - detailed description.

The Standard Administrator can edit Employer-login details, including Aptem Groups and Employer Groups allocation, roles and positions, and access to Classic/Console interfaces.

To navigate to “Edit employer” page, click on “edit” link (pencil icon) from “Users” grid.

The following fields are available to a Standard Administrator:

• Username (optional for Employers of “Prospect” Subscription status - otherwise, mandatory; free text input) Employer’s Aptem account Username which they are using for logging into the system. Defaulted to Employer’s “Email” until/unless replaced with some other value. Can be amended by a Standard Administrator.
• User type (read-only label) Always set to “Employer”.
• First name (mandatory; free text input) Employer first name. Max allowed text length is 50 characters.
• Surname (mandatory; free text input) Employer last name. Max allowed text length is 50 characters.
• Gender (optional; radiobuttons) Employer gender, two options available: “Male” and “Female”.
• Email (optional for Employer of “Prospect” Subscription status - otherwise, mandatory; free text input) Employer email which is used for registering Aptem account and receiving notification emails from Aptem application. If updated, new Email is validated for uniqueness across whole tenant. If identified as non-unique, “The email address '<newEmail>' is already registered to another account and cannot be used with this account. Please check that you have typed the address correctly.” validation message will appear below the input on-the-go.
  
• Mobile (Mandatory if Employer subscription status is other than “Full user” and MFV feature is enabled for tenant (Tutor Console -> Settings -> Security -> MFA -> “Require multi-factor verification for employer logins”); only ‘+’, spaces and digits are allowed) Employer mobile phone number.
• Group (mandatory; selectable tree view) The Standard Administrator can re-assign Employer to any Aptem groups which are they have access to. GroupId is displayed in round brackets for each group in tree view. Example: “Southview College (38)”, where 38 is GroupId. Employer can be assigned to any number of groups within the same root hierarchy, and can be assigned to multiple root hierarchies at the same time.
  
  If the Employer is linked to a hierarchy that the Standard Administrator has only partial access to, then the administrator will be able to see the full hierarchy but cannot select/de-select the groups that they do not have access to.
  

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• In a complex situation, when the Employer is already linked to several hierarchies, and the Standard Administrator does not have access to one of those hierarchies, they can only move the employer within accessible hierarchies – while inaccessible groups linkage will remain after the Standard Administrator makes their changes.
  Example
  Employer is linked to the following groups:
  
  The Standard Administrator doesn’t have access to “Southview Apprentice” hierarchy, and views the following tree when navigated to Edit Employer page:
  
  The Standard Administrator can re-assign Employer within visible groups (to “Southview College”, for instance) – and once changes are saved, Employer will be linked to newly assigned group plus still to “Southview Apprentice”.
  
  WARNING: in this case, the Standard Administrator is allowed to unselect all groups they have access to and submit changes. As a result,:
  - The Employer will be linked to the “Southview Apprentice” group only, which is valid
  - The Standard Administrator will lose access to the Employer, since Employer no longer belongs to a hierarchy that the Standard Administrator has access to. =======================================
  To select all accessible groups in bulk, use “Select all” option. To deselect all previously selected, use “Select none” one. Root hierarchies are collapsed by default, and the Standard Administrator can use “Expand all” option to expand all visible hierarchies. To collapse all hierarchies back, please use “Collapse all” option.

If no group is selected, a “Please specify the user group.” validation message will be displayed below Group tree view once the Standard Administrator clicks on “Update” button.

• Postcode (optional; free text input with lookup option) Only visible if enabled for tenant.
  
  Once Postcode is entered, you can use “Lookup” option  which will respectively populate other Address-related fields automatically, or “Select location” dropdown will be shown to the right of “Lookup” button if multiple matchings found. Selecting an option from “Select location” will also automatically populate the rest Address-related fields (overwriting any previously entered values). Address “Lookup” option is only available in case “Country” = “United Kingdom”. Same condition applies to Postcode value validation. 
• Address 1 (optional; free text input) Only visible if enabled for tenant.
• Address 2 (optional; free text input) Only visible if enabled for tenant.
• Town/City (optional; free text input) Only visible if enabled for tenant.
• County (optional; free text input) Only visible if enabled for tenant.
• Country (optional; dropdown) Only visible if enabled for tenant.
• Employer Group (mandatory; grid of records with multiselect allowed) Standard Administrator can manage Employer’s assignment to Employer Organisations and Employer Groups. Employer must be assigned to at least one Employer Organisation or Employer Group.
  If Employer is assigned to Employer, they will be granted access to all nested Employer Organisations, though Employer Group view will still be showing them as unselected. In the below example, Employer has access to “Reynolds-Bayer” and “Britches of Georgetown” Employer Organisations as their parent – “IT industry” Employer group – is selected:
  
  Warning: if the only selected item is Employer Group with no nested Employer Organisations, Employer will not be able to manage any Learners/Organisations, which is treated as invalid set up. If none selected, “Please specify the employer group.” validation message will be displayed below Group tree view once Standard Administrator clicks on “Update” button. “Show selected records only” checkbox, if ticked, turns Employer Groups view to display already selected items only. To find a particular Employer Organisation or Employer group, you can use “Search” option placed above the grid – search engine searches through Employer Organisation/Group names. If matching found in nested items, its root will be displayed collapsed – when manually expanded, the matching Item will be displayed:
  
  Employer Group grid columns available for a Standard Administrator:
  • Name (sortable in alphabetical order) Displays Employer Organisation or Employer Group name -
  • Parent name (sortable in alphabetical order) Displays name of selected record’s Parent item -
  • Group type (unsortable) Displays selected record group type: “Employer” (for Employer Organisations) or “Employer Group”
  • Roles (optional; split multiselect) The Standard Administrator can manage Employer roles via assigning/un-assigning their Aptem Roles.
    
    
    • List of Employer roles that a Standard Administrator can manage:
      • 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; multiselector with ability to add brand new Position) Employer business role.
    
    If dropdown list doesn’t contain desired position, please type missing position title into “Add new position” input and click “add” button to add a new entry into “Positions” selector. Newly added position will then be available for all other Employers and Administrators as well.
  • Min rate of pay (optional; dropdown) Only visible if enabled for tenant.
    
    Allows to record “Minimum rate of pay” information against Employer.
    Options available:
    • National Minimum Wage
    • National Apprenticeship Wage
    • National Living Wage
  • Allow access to Aptem console (mandatory if “Allow access to Aptem classic” is not ticked; checkbox)
    
    Defines whether Employer can log into Employer Console. Only visible if Console interface if enabled for tenant (Orchard admin panel -> Settings/Users -> “Enable Aptem Console” option).
  • Allow access to Aptem classic (mandatory if “Allow access to Aptem console” is not ticked; checkbox)
    
    Defines whether Employer can log into Aptem Classic interface. Only visible if Console interface if enabled for tenant (Orchard admin panel -> Settings/Users -> “Enable Aptem Console” option).