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Standard Administrator - Console

Faraaz Mohiuddin
Updated

Overview

The standard administrator is the basic administrator role in Aptem. Any new administrator created in Aptem is automatically assigned this role. The options listed in this article are available to all administrators regardless of any additional roles they may have.

This article covers the following areas of the Aptem console for a standard administrator:

Left-side menu items

Dashboard

Learner progress / workload

  • See how on track learners are against their learning plan.
  • See how on top of their work the logged-in administrator is. Measures the number of learners in the administrator's caseload or a selected group that have items requiring attention.

Caseload lifecycle

  • View learners at each current stage:
    • Learners started in the last 30 days
    • Learners on programme
    • Learners within 30 days of expected end date
    • Learners past planned end date
    • Learners in EPA (End-Point Assessment) period
  • Navigate to the caseload lifecycle drilldown.
    • Rows are selectable if the learner does not have the learning plan enabled for their programme. Selecting a row opens the learner dashboard.

Caseload summary

  • View learner statistics grouped by programme status:
    • Onboarding
    • Ready to enrol
    • Active
    • On a break
    • Entered EPA
    • Pending change of programme
  • Navigate to the learner summary drilldown.
    • Rows are selectable if the learner does not have the learning plan enabled for their programme. Selecting a row opens the learner dashboard.

Progress overview

  • See the number of learners who are behind, on track, or ahead on their learning plan activities.
  • Navigate to the progress overview drilldown.

Off-the-job hours

  • Visibility: only if at least one metric is available (counter greater than 0).
  • See the number of learners with insufficient hours planned, behind target, or ahead of target OTJ (off-the-job) hours status.
  • Navigate to the off-the-job hours drilldown.
  • Select a drilldown row to navigate to the learner dashboard.

RAG status

  • Visibility: only if enabled for the tenant.
  • See learner statistics by RAG (Red, Amber, Green) status, including no status, based on data collected from reviews.
  • Navigate to the RAG status drilldown.

Requires attention

  • Components overdue
    • Navigate to the components overdue drilldown to see learners with overdue learning plan components.
  • Requires marking
    • Navigate to the requires marking drilldown to see learning plan evidence awaiting marking by a tutor.
    • Select a learner's name to navigate to their dashboard.
  • QA feedback received
    • Visibility: only if there are records to show.
    • Navigate to the QA feedback received drilldown to see learning plan evidence referred by an IQA (Internal Quality Assurance) administrator.
    • Select a learner's name to navigate to their dashboard.
  • Open trackers
    • Navigate to the open trackers drilldown to see trackers with a status other than Closed, Approved, Rejected, or Resolved.
    • Select a drilldown row to navigate to the Edit tracker page. Updates are available unless the tracker type requires additional roles, in which case the page is shown in read-only mode.
  • Signatures required
    • Visibility: only if the Compliance documents or Review token is enabled for the tenant in the account programme, and there are records to show.
    • Navigate to the Signatures page to see compliance and review documents pending tutor signature.
  • Cognassist registration required
    • Visibility: only if the Cognassist integration is set up for the tenant in the account programme, and there are records to show.
    • Navigate to the Cognassist registration required drilldown to see learners pending Cognassist registration.
    • Select a drilldown row to navigate to the learner profile, Learning Support tab.
  • Cognitive assessment incomplete
    • Visibility: only if the Cognassist integration is set up, or the Aptem Assess token is enabled for the tenant in the account programme, and there are records to show.
    • Navigate to the cognitive assessment incomplete drilldown to see learners who started but did not complete their cognitive assessment (Cognassist or Aptem Assess).
    • Select a drilldown row to navigate to the learner profile, Learning Support tab.
  • Cognitive results ready
    • Visibility: only if the Cognassist integration is set up, or the Aptem Assess token is enabled for the tenant in the account programme, and there are records to show.
    • Navigate to the cognitive results ready drilldown to see learners who have completed their cognitive assessment (Cognassist or Aptem Assess).
    • Select a drilldown row to navigate to the learner profile, Learning Support tab.

Learners

  • View a list of learners and jobseekers on primary or secondary caseloads.
  • Navigate to learner details pages:
    • Dashboard
    • Learning plan – visibility: only if the Learning plan token is enabled for the learner's current programme episode
    • Tasks
    • Messages – visibility: only if the Collaboration Centre token is enabled for the tenant in the account programme
    • Reviews – visibility: only if the Review token is enabled for the tenant in the account programme
    • Trackers
    • Documents – visibility: only if the Documents token is enabled for the tenant in the account programme
    • Skills radar – visibility: only if the Competencies token is enabled for the tenant in the account programme
    • Notes

Job Finder

  • Visibility: only if the Jobs token is enabled for the tenant in the account programme.
  • Search for jobs using:
    • Job title and location
    • Job category (single or multiple)
    • Help me search option
  • Save jobs for later.
  • Delete jobs (hidden from Job Finder for the logged-in administrator only).
  • Suggest saved jobs to learners.

Signatures

  • Visibility: only if either the Compliance documents or Review token is enabled for the tenant in the account programme.
  • Compliance sub-grid – visible if the Compliance documents token is enabled:
    • Signature required tab – view compliance documents pending tutor signature. No ability to edit or sign.
    • Waiting for others tab – view compliance documents pending non-tutor signatures. No ability to edit.
    • Completed tab – view fully signed compliance documents. No ability to edit.
  • Reviews sub-grid – visible if the Review token is enabled:
    • Signature required tab – view review documents pending tutor signature:
      • For primary learners: Sign option to sign the document; Edit option to navigate to the review profile page.
      • For secondary learners: no edit or sign options available.
    • Waiting for others tab – view review documents pending non-tutor signatures:
      • For primary learners: Edit option to regenerate or re-sign the document.
      • For secondary learners: no edit option available.
    • Completed tab – view fully signed review documents:
      • For primary learners: Edit option to regenerate or re-sign the document.
      • For secondary learners: no edit option available.

Tasks

Manage all tasks in Aptem allocated to the logged-in administrator.

  • View tasks.
  • Create new tasks for themselves.
  • Edit task details.
  • Mark tasks as complete or incomplete.
  • Delete (cancel) tasks.
  • Start a review from a task (for Review meeting tasks associated with scheduled reviews).
  • View a review from a task (for Review meeting tasks associated with already started reviews).
  • Start an online meeting.

Messages

  • Visibility: only if the Collaboration Centre token is enabled for the tenant in the account programme.
  • Chat with primary and secondary learners using text messages, including sending and receiving file attachments.
  • View built-in notifications within individual chats.
  • Search for learners and search through selected chat history.
  • Navigate to the learner dashboard.

Advice Centre

  • Visibility: only if the Advice token is enabled for the tenant in the account programme.
  • View Aptem-produced embedded media and support materials.

Resource Centre

  • Visibility: only if the Courses token is enabled for the tenant in the account programme, and the Allow access to Resource Centre option is ticked in the Courses token under the Other tab.
  • View SCORM assets created in or uploaded to the tenant (if marked as visible from the Resource Centre).
  • Print text assets, if configured for the tenant.

Help and support

  • View customised customer support contact details, if set up for the tenant.
  • Chat with Zendesk customer support, if set up for the tenant and enabled for administrators.
  • Navigate to the Aptem Help Centre to view guides and how-to articles.

Top-right corner

Notifications

  • View system notifications.
  • Navigate to application pages mentioned in a notification (such as Edit task, Learning plan, Signatures grid).

Settings

  • Notifications
    • Set personal email notification preferences: all emails, essential emails only, or no emails.
  • About you
    • Add or update their Aptem account profile picture.
  • Signature sample
    • Visibility: only if either the Review or Compliance documents token is enabled for the tenant in the account programme.
    • View or reset their electronic signature.
  • Security settings
    • Change their Aptem account password.
  • Switch to Aptem Classic
    • Navigate to the Aptem Classic interface.

Nested pages

These are the learner details pages accessible from the top panel menu.

Learner profile page

  • Programme details
    • View the learner's current programme episode details, including:
      • Programme type and name
      • Programme period and apprenticeship dates
      • Active sub-programmes
      • Qualifications linked to the current programme episode
      • Manage qualification assessment details (add, edit, delete)
      • Programme status
    • Use the View profile in Classic option to switch to the learner's user profile page in Aptem Classic.
  • Learner details
    • View the learner's personal details (name, username, date of birth, group allocation).
    • View the learner's contact information (email, mobile phone).
    • View the learner's employer details (organisation name, address, manager/mentor, job title).
    • View the learner's referrer details (organisation name, address, contact).
    • View additional information if the Custom fields token is configured for the learner's programme.
    • Manage the learner's markers (view and edit).
    • Use the View profile in Classic option to switch to the learner's user profile page in Aptem Classic.
  • Learning support
    • View the learner's learning difficulties, disabilities, and health details if the ILR token is enabled in their programme.
    • Register the learner for, or reset, their Aptem Assess cognitive assessment if the Aptem Assess token is enabled.
    • View the learner's Aptem Assess cognitive assessment report, including historical details, if the Aptem Assess token is enabled.
    • Register the learner for Cognassist, resend the invitation, and view their assessment report if the Cognassist token is enabled.
    • View the learner's initial assessment results, including historical details.
    • Use the View profile in Classic option to switch to the learner's user profile page in Aptem Classic.
  • End-Point Assessment
    • Visibility: only if the EPA feature is enabled for the tenant and the learner is enrolled on a delivery programme with delivery type Training – Apprenticeship.
    • Register the learner for Proficient assessment, if the Proficient integration is enabled for the tenant.
    • Record the learner's EPA registration manually.
    • View EPA status.
    • Use the View profile in Classic option to switch to the learner's user profile page in Aptem Classic.
  • Onboarding
    • Visibility: only if the Onboarding wizard token is enabled for the learner's programme.
    • View the learner's onboarding wizard steps, content, and current progress in read-only mode.
    • Use the View profile in Classic option to switch to the learner's user profile page in Aptem Classic.

Learner dashboard

The learner dashboard displays the following widgets:

  • Title
    • View a quick summary of the learner: programme title, programme status, and manager/mentor.
    • Navigate to the learner profile page.
  • Learning plan components
    • Visibility: only if the Learning plan token is enabled in the learner's programme.
    • View learning plan activities broken down by completed, submitted, remaining, and target.
    • Selecting the overdue count or total completed navigates to the learner's learning plan with the relevant filter applied.
  • Upcoming review
    • Visibility: only if a review is scheduled for a future date and not yet started.
    • View the learner's next upcoming review.
    • Note: the Start option is not available to a standard administrator.
  • Timeline
    • Visibility: only if both a programme start date and end date are set for the learner's current programme.
    • View a visual indicator showing the learner's current stage in the programme.
  • Progress
    • Visibility: only if a standard, qualification, or framework is linked to the learning plan in the learner's current programme.
    • View current progress per allocated standard, qualification, or framework.
  • Off-the-job hours
    • Visibility: only if the Learning plan token is enabled and the Collect off-the-job hours option is ticked in the Programme requirements token for the learner's programme.
    • View the learner's minimum required, planned, submitted, completed, and forecast OTJ hours.
  • Skills radar report
    • Visibility: only if the Competencies token is enabled in the learner's programme and at least one competency assessment series has been completed.
    • View a summary of the learner's skills radar scores.
  • Current RAG status
    • Visibility: only if a RAG status has been provided for the learner via a review.
    • View the learner's current RAG status.
  • Requires attention
    • Components overdue
      • Visibility: only if the learning plan is enabled and at least one component is overdue.
      • See the number of overdue components. Selecting the card navigates to the learning plan filtered by overdue components.
    • Tasks overdue
      • Visibility: only if at least one task in the learner's calendar is overdue.
      • See the number of overdue tasks. Selecting the card navigates to the learner's tasks page with the Overdue tasks panel expanded.
    • Requires marking
      • Visibility: only if the Learning plan token is enabled and at least one component has unmarked evidence.
      • See the number of components requiring evidence marking. Selecting the card navigates to the learning plan with the Requires marking filter applied.
    • QA feedback received
      • Visibility: only if the Learning plan token is enabled and at least one piece of evidence is marked as QA feedback received.
      • See the number of items referred by an IQA administrator. Selecting the card navigates to the QA feedback received drilldown.
    • Unread messages
      • Visibility: only if the Collaboration Centre token is enabled and at least one message is unread.
      • See the number of unread messages from the learner. Selecting the card navigates to the learner's messages page.
    • Signature required
      • Visibility: only if the Compliance documents or Review token is enabled in the learner's programme and at least one document is awaiting the learner's signature.
      • See the number of compliance or review documents pending the learner's signature. Selecting the card navigates to the signatures grid filtered by the learner's name.
    • Cognassist registration required
      • Visibility: only if the Cognassist token is enabled in the learner's programme and the learner has not yet registered for Cognassist.
      • See whether the learner still needs to register for a Cognassist assessment. Selecting the card navigates to the learner profile, Learning Support page.
    • Cognitive assessment incomplete
      • Visibility: only if the Aptem Assess or Cognassist token is enabled in the learner's programme and the learner's assessment status is not completed.
      • See whether the learner still needs to complete their cognitive assessment (Aptem Assess or Cognassist). Selecting the card navigates to the learner profile, Learning Support page.
    • Cognitive results ready
      • Visibility: only if the Cognassist or Aptem Assess token is enabled in the learner's programme, the learner has completed their cognitive assessment, and no administrator has yet selected the card.
      • See whether the learner has completed their cognitive assessment. Selecting the card navigates to the learner profile, Learning Support page.

Learning plan

View current programme progress, including active sub-programmes.

  • View current and target progress.
  • Use quick filters to filter the components list by:
    • Requires marking
    • Feedback received
    • QA feedback received
    • Secondary tutor responsibility
    • Supported by other tutor
    • Delivery via employer
  • View all learning plan components for the selected learner:
    • View component details, including QA status.
    • View component criteria mapping where available.
    • Perform additional actions on specific components (such as create, edit, or complete a task; start a review; preview SCORM assets).
  • Work with evidence attached to a component:
    • Download document-type evidence.
    • Upload new evidence or add a note (can also include OTJ hours details).
    • Edit evidence if it still requires marking.
    • Note: assessment reports cannot be viewed by a standard administrator.
  • View standard progress (criteria tree) with evidence mapped to each criterion:
    • View current and target progress.
    • Use the Hide completed criteria option to hide criteria that have reached 100% completion.
  • View the evidence summary:
    • Download document-type evidence.
    • View the criteria tree for each marked piece of evidence.
    • Export the portfolio as a ZIP archive.

Tasks

  • View the learner's calendar tasks.
  • Create new tasks for the learner.
  • Edit or cancel tasks for the learner.
  • Mark the learner's tasks as complete or incomplete.

Messages

  • Visibility: only if the Collaboration Centre token is enabled in the learner's programme.
  • View and send private text messages to the learner.
  • Send and receive file attachments.
  • Search through chat history.
  • View system notifications sent to the learner.
  • Navigate to application pages mentioned in a notification (such as Edit task, Learning plan, Signatures grid).

Reviews

  • Visibility: only if the Review token is enabled in the learner's programme.
  • View the list of planned and finished review instances.
  • Create a new review instance for the learner.
  • Start any not-scheduled or scheduled review instance.
  • Navigate to the scheduling assistant for not-scheduled, scheduled, or in-progress reviews to see the learner's tasks for a selected day. Note: scheduling and rescheduling are not available to a standard administrator.
  • Continue any in-progress review, navigating to the review profile page.
  • View awaiting signature, completed, or archived reviews in read-only mode. The View option for archived reviews is only available if the review was started before it was archived.
  • On the review profile page (via Start, Continue, or View):
    • View stored details for the selected review.
    • Edit review details for any section.
    • Update section status (complete or incomplete).
    • Finish the review and generate or sign the review document.

Trackers

  • View all trackers created for the learner, including those linked to previous programme episodes.
  • Navigate to the Edit tracker page to view and update tracker details. Note: updates are not available for process automation trackers.

Documents

View the learner's documents organised by folder:

  • To do
    • Visibility: only if at least one document is in the folder.
    • View the total number and titles of review and compliance documents pending the learner's signature.
  • Learner's documents
    • View and download.
    • Edit description (not applicable to documents uploaded by the learner).
    • Delete documents (not applicable to documents uploaded by the learner).
    • Upload new documents.
    • Use the Visible to learner option to control the document's visibility to the learner.
  • Compliance documents
    • Visibility: only if the Compliance documents token is enabled in the learner's programme.
    • For the current programme:
      • View and download all compliance documents generated or uploaded during the current programme.
      • View and download all signature mandates used during the current programme.
      • View compliance item status.
      • Upload a new file under a compliance item.
    • For previous programmes:
      • View and download all compliance documents generated or uploaded during the selected programme.
      • View and download all signature mandates used during the selected programme.
      • View compliance item status.
  • Programme documents
    • Visibility: only if the Documents token is enabled in the learner's programme and at least one document is available.
    • View and download programme documents.
  • Onboarding
    • Visibility: only if the Onboarding wizard token is enabled in the learner's programme, the Documents step is enabled, and at least one non-archived document is available.
    • View and download onboarding wizard documents.
  • Reviews
    • Visibility: only if the Review token is enabled in the learner's programme.
    • View and download the latest PDF document generated for a review instance.
    • View review document details:
      • Document status (signed or not signed)
      • Date the latest version was created
      • Signature status per role (employer, referrer, admin)

Skills radar

  • Visibility: only if the Competencies token is enabled in the learner's programme.
  • View all competencies assigned to the learner.
  • View the latest assessment results per role (tutor, learner, employer).
  • View assessment history for each competency.
  • Complete an assessment for any competency characteristic, optionally adding a note or attaching a file.

Notes

  • View and create notes on the learner.
  • Edit or delete existing notes.
  • View the change history for a note.

Call option

  • Desktop: view the learner's phone number.
  • Tablet or mobile: initiate a call via the device's call application.
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