Edit User page

Overview

This article describes the Edit user form as visible to a standard administrator. For more information, see Standard administrator – detailed description.

A standard administrator can edit learner details from the Edit user form. Navigate to the form using the pencil icon from the Users grid, or the Edit user details button from the user profile page.

The following fields are available to a standard administrator:

• Username (optional for Prospect learners; otherwise mandatory) – the learner's Aptem username, used to log in. Defaults to the learner's email address unless changed. Editable by a standard administrator.
• User type (read-only) – always set to User.
• First name (mandatory; max 50 characters) – the learner's first name. Locked if the learner has at least one ILR episode with a status of QA Verified or Completed. When locked, the following message is displayed: "The ILR for this record has been Quality Assured and you cannot change the greyed-out fields. Click here to create a change request tracker." Following the link opens the Create tracker form, where an ILR tracker can be raised to request changes to locked fields.
  
• Surname (mandatory; max 50 characters) – the learner's last name. Locked if the learner has at least one ILR episode with a status of QA Verified or Completed.
• Preferred name (mandatory if configured for the tenant) – the learner's preferred name. Only visible if enabled for the tenant.
• Gender (optional; radio buttons) – two options: Male and Female.
• Title (mandatory if configured for the tenant) – for example, Mr, Mrs. Only visible if enabled for the tenant.
• Email (optional for Prospect learners; otherwise mandatory) – the learner's email address, used for their Aptem account and for notification emails. If updated, the new email is validated for uniqueness across the whole tenant. If it is already in use, the following message appears: "The email address '[new email]' is already registered to another account and cannot be used with this account. Please check that you have typed the address correctly." Locked if the learner has at least one ILR episode with a status of QA Verified or Completed.
  
• Personal email (mandatory if configured for the tenant) – an additional email address for the learner. Aptem does not use this address for notifications. Only visible if enabled for the tenant.
• Mobile (optional; digits, spaces, and + only) – the learner's mobile phone number. Locked if the learner has at least one ILR episode with a status of QA Verified or Completed.
• Date of birth (optional; date picker; format dd/mm/yyyy) – locked if the learner has at least one ILR episode with a status of QA Verified or Completed.
• National Insurance number (optional) – validated against the standard National Insurance number format (AB123456C). See gov.uk for more information.
• Referrer (mandatory if configured for the tenant; searchable dropdown) – links the learner to a referrer-type organisation. All referrer organisations are listed, including those linked to groups the logged-in administrator does not have access to. When the referrer is changed, the following warning is displayed: "Group properties and case owner will not be altered by this action, please update and then save to reflect these changes." Only visible if enabled for the tenant.
  

• Referrer address (mandatory if configured for the tenant; dropdown) – links the learner to a specific referrer organisation address. Resets to empty if the referrer is changed. Only visible if enabled for the tenant.
  
  To create a new referrer address, select the + button to the right of the dropdown. The Create referrer address form includes:

  • Postcode (mandatory) – with address lookup. Max 8 characters. Validated against UK postcode format if Country is set to United Kingdom.
  • Address 1 (mandatory)
  • Address 2 (optional)
  • Town/City (optional)
  • County (optional)
  • Country (optional; dropdown)

   
  Once saved, the new address is added to the referrer organisation's address list, automatically selected as the learner's referrer address, and available for other learners even if the current edit is discarded.

• Referrer contact (mandatory if configured for the tenant; dropdown) – links the learner to a specific referrer organisation contact. Resets to empty if the referrer is changed. Only visible if enabled for the tenant.
  
  To create a new referrer contact, select the + button to the right of the dropdown. The Create referrer contact form uses the same fields as the Edit CRM contact form.
   
  Once saved, the new contact is added to the referrer organisation's contacts list, automatically selected as the learner's referrer contact, and available for other learners even if the current edit is discarded. 
  
  When learner details are submitted from the Edit user page, the selected referrer contact is added as a CRM contact (of Referrer type) to the learner's contacts list, accessible from User Profile > Contacts. If the referrer contact is later changed, the new contact is added to the contacts list and the previous one is removed.

• Group (mandatory; selectable tree view) – reassign the learner to any Aptem groups the administrator has access to. The group ID is shown in brackets, for example: Southview College (38). A learner can only be assigned to one group within a single root hierarchy, but can belong to multiple root hierarchies at the same time. 
  

  • Impact on other fields:
    • Changing the group recalculates the Case owner dropdown. If the previously selected case owner no longer has access to the new group allocation, Case owner may revert to -no owner-.
    • Changing the group also recalculates the Target programme dropdown based on programmes available for the selected group or groups.

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

  

  Where a learner is linked to multiple hierarchies and the administrator does not have access to one of them, the administrator can reassign the learner within accessible hierarchies only. The inaccessible group linkage will remain after the changes are saved.

  Example

  The learner is linked to the following groups:

  

  The administrator does not have access to the Southview Apprentice hierarchy and sees the following tree on the Edit user page:

  

  The administrator can reassign the learner within visible groups (for example, to Southview College). Once saved, the learner will be linked to the newly assigned group and will still remain linked to Southview Apprentice.

  

  Warning: the administrator can deselect all groups they have access to and submit changes. If this happens, the learner will be linked to the inaccessible group only, which is valid, but the administrator will lose access to that learner.

  Root hierarchies are collapsed by default. Use Expand all to expand all visible hierarchies, or Collapse all to collapse them.

  

  If no group is selected and Update is selected, the validation message "Please specify the user group." is displayed below the group tree view.

  

• Target programme (mandatory if configured for the tenant; searchable dropdown) – select a target programme for the learner from the delivery programmes available for the selected group or groups. This field records the intended programme as a note only and does not trigger any automatic enrolment. Only visible if enabled for the tenant.
  
• Postcode (mandatory if configured for the tenant; free text with lookup) – enter the postcode and select Lookup to automatically populate address fields. If multiple matches are found, a Select location dropdown appears. Address lookup is only available when Country is set to United Kingdom. Locked if the learner has at least one ILR episode with a status of QA Verified or Completed. Only visible if enabled for the tenant.
  
• Address 1 (mandatory if configured for the tenant) – locked if the learner has at least one QA Verified or Completed ILR episode. Only visible if enabled for the tenant.
• Address 2 (optional) – locked if the learner has at least one QA Verified or Completed ILR episode. Only visible if enabled for the tenant.
• Town/City (mandatory if configured for the tenant) – locked if the learner has at least one QA Verified or Completed ILR episode. Only visible if enabled for the tenant.
• County (mandatory if configured for the tenant) – locked if the learner has at least one QA Verified or Completed ILR episode. Only visible if enabled for the tenant.
• Country (optional; dropdown) – locked if the learner has at least one QA Verified or Completed ILR episode. Only visible if enabled for the tenant.
• Case owner (mandatory; searchable dropdown) – assign a case owner to the learner from administrators who have access to the selected groups. Only administrators with a status of Prospect, Invited, or Full User are listed. Recalculated automatically when the group allocation changes.
  
• Learning provider (mandatory if configured for the tenant; searchable dropdown) – link the learner to their main learning provider. Lists organisations of Your Organisation and Training types. Changing this field updates the learner's ILR UKPRN (UK Provider Reference Number) to match the selected organisation's UKPRN when changes are submitted. Only visible if enabled for the tenant.
  
• Employer (mandatory if configured for the tenant; searchable dropdown) – assign the learner to their main employer organisation. Lists organisations of Employer type. Only visible if enabled for the tenant.
  

• Employer address (mandatory if configured for the tenant; searchable dropdown) – link the learner to a specific employer organisation address. Resets to empty if the employer is changed. Only visible if enabled for the tenant.
  
  To create a new employer address, select the + button to the right of the dropdown. The Create employer address form includes:

  • Postcode (mandatory) – with address lookup. Max 8 characters. Validated against UK postcode format if Country is set to United Kingdom.
  • Address 1 (mandatory)
  • Address 2 (optional)
  • Town/City (optional)
  • County (optional)
  • Country (optional; dropdown)

  Once saved, the new address is added to the employer organisation's address list, automatically selected as the learner's employer address, and available for other learners even if the current edit is discarded.

• Manager (mandatory if configured for the tenant; searchable dropdown) – select an employer login as the learner's manager. Only employer logins that are linked to the selected employer organisation, linked to a group that intersects with the learner's groups, and accessible to the logged-in administrator are listed. The selected employer login will see the learner under the Managed by me view in the Employer Console. Only visible if enabled for the tenant.
  
• Mentor (mandatory if configured for the tenant; searchable dropdown) – select an employer login as the learner's mentor. Follows the same filtering logic as the Manager field. Only visible if enabled for the tenant.
  
• Reference number (mandatory if configured for the tenant; max 255 characters) – the learner's reference number, editable manually. Only visible if enabled for the tenant.
  
  Note: if a Reference Number token is enabled in the learner's current programme, a manually entered reference number may be overwritten by an auto-generated value when the programme is saved in Programme Builder, if it does not match the programme template format.
• Min rate of pay (mandatory if configured for the tenant; dropdown) – record the learner's minimum rate of pay. Used in some compliance documents. Options: National Minimum Wage, National Apprenticeship Wage, National Living Wage. Only visible if enabled for the tenant.
  
• Advice packs (mandatory if visible; radio buttons) – determine which advice pack the learner can access. Affects the Advice Centre resources and Job Finder search options (in Aptem Classic). Only visible if the Advice token is enabled in the learner's programme.
  
  • Default – the learner receives the advice pack set as default in their programme template. If the default pack is changed in the programme template, the learner's advice pack updates automatically.
  • Individual – assign a specific advice pack (Standard or Professional) regardless of the programme template setting. If the default pack changes in the programme template, the learner's advice pack is not affected.
• Authentication type (mandatory; dropdown) – manage the learner's login method. Only visible if the SAML feature is enabled for the tenant.
  
  • Aptem – the learner logs in using their Aptem username and password.
  • SAML – the learner logs in using their organisation's SAML account credentials.
• SAML identity provider (mandatory if visible; dropdown) – select the SAML identity provider for the learner. Only visible when Authentication type is set to SAML. Lists identity providers configured in SAML settings.
  
• SAML unique ID (optional; free text) – set or update the learner's SAML login. Only visible when Authentication type is set to SAML.
• Allow access to Aptem console (mandatory if Allow access to Aptem Classic is not ticked; checkbox) – defines whether the learner can log in to the learner console. Only visible if the console interface is enabled for the tenant.
  
• Allow access to Aptem Classic (mandatory if Allow access to Aptem console is not ticked; checkbox) – defines whether the learner can log in to Aptem Classic. Only visible if the console interface is enabled for the tenant.
  
• Custom fields (mandatory if configured in the learner's programme) – additional fields can be configured per delivery, onboarding, and account programme. To configure these, navigate to Programme Builder > Custom fields token > User tab, and manage the field title, optionality, and order. Mandatory custom fields are validated on submission, not in real time.
  

Once all updates are complete, select Update at the bottom of the page to save your changes.