Overview
A standard administrator can use the Users tile to access the Users grid, which displays all users they have access to based on their Aptem group allocation. Users may be learners, jobseekers, employers, or referrers. This article describes the tile as visible to a standard administrator. For more information, see Standard administrator – detailed description.
Users grid
Selecting the Users tile opens the Users grid. By default, the grid is sorted by user ID (ascending), with New learners and jobseekers shown at the top. Archived users are not visible to a standard administrator anywhere in the system.
New primary learners and jobseekers
New learners and jobseekers are indicated by a badge. These are primary learners assigned to the logged-in administrator whose user profile has not yet been visited. Once the administrator visits their profile, the badge is removed.
Filtering
Select Search to apply filters. Select Reset to return to the default view. The grid displays 10 records per page; use the navigation buttons to move between pages.
| Filter | Control type | Default | Description |
| User name | Free text | Blank | Filter by user full name. |
| Group | Multi-select tree view dropdown | Select groups | Filter by user Aptem group allocation. Only groups the logged-in administrator has access to are listed. |
| Free text | Blank | Filter by user email address. | |
| Status | Dropdown | Full user, Invited, Prospect | Filter by subscription status. Options: Prospect, Invited, Full user, Expired, Cancelled. |
| Type | Dropdown | All | Filter by user type: User (learner or jobseeker), Employer, or Referrer. |
| Programme | Searchable dropdown | Blank | Filter by learner or jobseeker's current programme. Options include the account programme, all delivery programmes, and all onboarding programmes created by administrators in the same Aptem root group as the logged-in administrator. |
| Programme status | Searchable dropdown | Blank | Filter by learner or jobseeker's programme status. All programme statuses supported by Aptem are available. |
| NI number | Free text | Blank | Search for a learner or jobseeker by their National Insurance number. |
| Case owner | Searchable dropdown | Any | Filter learners and jobseekers by case owner. Lists all administrators who share the same or intersecting Aptem groups as the logged-in administrator. |
| Reference number | Free text | Blank | Search for a learner or jobseeker by their reference number. |
Grid columns
| Column | Sortable | Format | Description |
| User | Yes (A–Z) | Link to the user profile (for learners) or adviser profile (for employers and referrers) | User full name (first name and last name). |
| Type | Yes | String | User type: User (learner or jobseeker), Employer, or Referrer. |
| Yes (A–Z) | String | User email address. | |
| Group | No | Link to the Users Groups Profile filtered by the selected group | All groups the user is assigned to, if multiple. |
| Subscription status | Yes | String with additional options |
User's current subscription status. Additional actions available:
|
| Learning plan | Yes | Link to the learner's current programme learning plan | Indicates learners who have a learning plan enabled in their programme. |
| Programme status | Yes | String | Learner or jobseeker's current programme status. |
| Notes | No | Selectable icon | Select to view, add, or remove notes for the learner or jobseeker. Not shown for employers or referrers. |
| Tasks | No | Selectable icon | Select to view the learner or jobseeker's tasks page. Not shown for employers or referrers. |
| Edit | No | Selectable icon | Select to open the user's Edit details page. Available for all user types including employers and referrers. |