Can an employer be assigned as both the manager and mentor to the same learner?
Yes, an employer is able to be both a manager and a mentor for the same learner, and this will cause no impact on their interactions or visibility of a learner.
How can I get an employer's agreement for a break in learning tracker? Can employers view trackers raised against learners?
Employers cannot view trackers raised against learners due to confidentiality and GDPR purposes.
However, to get the employer’s agreement for a break in learning, you could configure this as a review for Break in learning and have the employer sign it. This review can be viewed by the employer and configured for their signature as well.
Why are signatures greyed out for the employer on compliance documents?
The employer can only sign the Apprenticeship Agreement or Training Plan after the learner has signed these documents.
Once the learner has signed the compliance documents the employer will have access to sign them.
Why are employers being prompted to sign documents that are not present in the system?
This issue may arise if the user has inadvertently completed the Onboarding wizard once again.
There are two options that can be taken to resolve the issue.
Option 1: Tracker Closure
- Access the Classic interface on the learner's profile.
- Create a Compliance tracker against the compliance documents that were erroneously raised.
- Set the tracker status to closed.
- Make sure 'Mark As Rejected' box is unticked.
- Provide a reason for closure, indicating that the documents were raised in error.
Option 2: Document Signature
- The employer can sign the documents in question to remove them from the system.
By following either of these options, the erroneous prompts for document signatures should cease.
An employer is receiving a "username or password not recognised" message when attempting to log into Aptem and reset their password, why is this?
Employers can sometimes be linked to multiple Training organisations, and therefore have different login details for each Aptem platform they have access to:
Please ensure the Employer is entering the correct details for the correct organisation. Please also note, the password reset email will only be sent if the correct username/email address is input.
An employer is unable to assess a learner’s skills radar in a review, why is this?
This can happen if the review is currently in a Finished status of 'Awaiting Signatures'.
When a review transitions to the 'Awaiting Signature' status, it is considered a finished review and is no longer editable by Learners and Employers.
Learners and Employers can exclusively edit reviews that are located under the 'Planned' tab (if they have been configured to be able to edit the review at Programme level) and not those reviews that have moved to the 'Finished' tab on the Reviews Page.
The review can be put back in the 'Planned' tab however please note it will require everyone to re-sign the review. Firstly you will need to have all parties apply their signature to the review so that the Review Status shows as 'Completed'. Once the review is 'Completed', you will need to click on the 3 dots and select 'Edit Review'.
You will then see the following warning message:
Click Yes if you wish to proceed and in doing so the review will move back to the 'Planned' tab. The review can now be edited by the Employer and they can now assess the Skills Radar.
Once they have assessed it, the review can be completed and signed again by all parties.
Can an employer who is not the learner's designated manager or mentor, sign review documents for a learner?
Yes, any employee under the same organisation will be able to sign a learner's documents, as long as they have the 'View all in assigned groups' permission applied.
Why can't I assign a manager to a user in the Classic interface?
Users can be assigned an employer as a manager only when the employer's subscription status is "Full User." If the employer's subscription status is "Invited" or "Prospect," their name will not be available in the learner's dropdown even though they appear under the Employer logins for that Employer Organization.
Once the employer activates their account to "Full User" status, they will become visible in the learner's dropdown menu, and you can then assign them as a manager.
As an employer, I am unable to send a message to a learner, why is this?
As an employer or an administrator, you are only able to message a learner if a systems notification has been sent to them, or if the learner contacts you in the first instance.
It is expected behaviour that if there have not been any notifications sent, or if the line manager has been changed, then the employer (or any administrator for that matter) cannot start a conversation.
For our full list of system notifications, please refer to this guide: Aptem system email notifications behaviour.
An employer user is unable to sign an Apprenticeship Agreement as the ‘Sign’ button is greyed out. Why is this?
Check if the learner has a Training Plan and if this has been signed by the employer. If it has not, they will need to sign this before being able to sign the Apprenticeship Agreement.
Why can’t I access learning plans as an employer in Console?
Employer users can only access learning plans from the Classic UI, there is no learning Plan access for Employers via Console currently.
Are employers able to view compliance documents after they have signed them?
Yes, Employers can view their signed compliance documents - those for which they have been given access to by the training provider.
Using the Employer login in the Console View:
- Click to select the learner.
- Click Docs in the right-hand pane.
- Click Compliance Documents and view the ones you wish to.