If you aren't sure which package you're on, please check with your Customer Success Manager.
See Aptem Apprentice Pricing for information about the packages.
Watch the video
Prefer watching? Here’s a short video showing how to use AVA.
Overview
If you’d prefer to follow written steps, or want a quick reference:
This document is a guide on using the Aptem virtual assistant (AVA), designed to assist learners during onboarding. It explains how to use AVA and offers best practices for effective communication. For an overview of AVA functionality, see: Aptem virtual assistant (AVA): overview.
Enabling the functionality
An administrator with the 'Manage Tenant Settings' permission can enable the AVA functionality for your tenant. The functionality can be made available to all programmes, or to specific programmes. For more information, see: Enabling the Aptem virtual assistant (AVA).
Once enabled, AVA will only be made available once the learning plan becomes available, after onboarding and compliance paperwork is complete.
Getting started
Once logged in, look for the virtual assistant icon at the top right of your dashboard. The icon is now more prominent, with a pulsing animation and the prompt "Not sure what to focus on? Ask me" to help you notice it.
Click the AVA icon to open it.
If the assistant is available, it will share an introduction. This introduction will be more detailed the first time a learner interacts with the assistant. The message includes some text to welcome the user along with some text on what standard the assistant can help with. In addition, a few topics that are covered in the standard are mentioned.
To initiate a conversation, simply type your question into the chat input field and hit enter or click the Send button.
The message you entered will be populated in the chat screen after 5 seconds. While a message is being processed, you cannot send another message. This is indicated by three pulsing dots.
AVA will respond to your question. You can ask any follow up questions or clarifications and continue this conversation.
Asking contextual questions
As well as general questions about your standard, you can ask the virtual assistant direct questions about specific parts of your programme:
Your learning plan — ask things like "What should I do next?" to get guidance based on your actual learning plan.
Your reviews — ask questions about any of your reviews from any screen. If the assistant can't answer confidently, it'll direct you to speak to your tutor instead.
Review actions — ask about actions from your reviews, and the assistant can suggest relevant follow-up prompts.
Listening to responses
You can now have the virtual assistant read its responses aloud instead of reading them yourself.
Select the audio/play control on a response.
Use pause, resume, and seek to control playback.
This uses your browser's built-in voice, so playback quality depends on your device and browser settings.
Best practices
To get the most out of AVA, follow these pointers:
- Be specific: Ask direct questions for accurate responses.
- Provide context: Include relevant details in your questions to help AVA better understand your request.
- Ask relevant questions: Limit questions to those directly related to your apprenticeship standard.
- Avoid sharing personal information: Refrain from sharing personal or sensitive information with the assistant.
- Moderation: Refrain from asking inappropriate questions. The assistant incorporates moderation features to filter out and respond appropriately to such queries.
For more information, see: Using the Aptem virtual assistant (AVA): best practices.
Feedback
To help us improve AVA, please share your feedback. When a response to a question is particularly useful or good, please click the thumbs up icon. When a response to a question isn’t helpful or is incorrect, please click the thumbs down icon.