Can a manager who is also a learner toggle between their accounts and can both accounts be configured with the same email?
Managers who are also learners cannot toggle between accounts or use the same work email for both roles. Each role (Learner and Employer/Manager) requires a separate, unique email address. This is because Learner accounts contain specific data, such as Learning Plan components and Programme history, that are not associated with Employer profiles.
As a workaround, they can:
- Log into their Employer account on one browser and their Learner account on another.
- Use the same browser but open one account in incognito mode.
- However, it is not possible to configure both accounts with the same email.
Are there any special recommendations for using Aptem on a shared device?
It is recommended to only use Aptem on a personal device, or a device that has been allocated to you for your sole use (i.e. Work laptop).
However, if there is a special circumstance where you need to use a shared device or somebody else's device to log into Aptem, we recommend that you:
- Use an InPrivate/Incognito browsing window.
- Ensure that the browser does not automatically save your log in details.
- Clear the browser cache after you have finished your session and have successfully logged out.
How long does Aptem hold data on learners' learning plans?
As the data processor, Aptem will act on the instructions of the data controller (Yourselves), and data is deleted on request only. This ensures manual oversight, so no data is accidentally deleted, or deleted too early, simply due to automated processing.
When Aptem initiates data removal, the data is initially only hidden from the system view and is then fully removed 30 days later via an automated process. This allows for a short period of data recoverability, should a request have been made in error. At the point when a learner is fully removed, all documents associated with the learner will also be removed.
Can Aptem provide IP addresses or location details for user logins?
No, Aptem does not record or store IP addresses or location data for user logins, so we’re unable to confirm where a user logged in from.
However, you can view login dates and times for users via the Activity list in Classic, which shows when an account was accessed.
This can be useful for basic audit or engagement checks, but it does not include location or IP-level information.
How often is LARS data updated in Aptem?
The Learning Aim Reference Service (LARS) provides detailed information on qualifications, learning aims, apprenticeship frameworks, and standards. It includes data on their validity, structure, and associated funding eligibility.
Data from the Learning Aim Reference Service is updated in Aptem monthly, usually alongside our monthly releases.
The schedule on our future monthly releases can be found here: Future Releases.
How can we ensure that user signatures cannot be altered and are non-refutable?
Users access Aptem through their email accounts. They set up the signature themselves, and this cannot be altered by anyone else. Only the user can apply their signature to the documents using their account. Each account is unique to the email address.
The provider should have verified the identity of the user including their email address. Taken together, this should give acceptable confidence that the signature was applied by the user who is confirmed to be the authorised party.
Does Aptem automatically log out my account?
Aptem will automatically log out your account after 60 minutes of inactivity.
After 55 minutes, you will receive a warning message advising you that you will be automatically logged out in 5 minutes. If you click “Stay logged in” on this message within those 5 minutes, you will not be logged out.
Does Aptem store data that is recorded from an editable PDF?
No, Aptem does not support interactive PDFs saving dynamically in the system.
A Digital Learning component with a 'Form' type asset is the only way of capturing such data currently.
Does Aptem apply any whitelisting of domains and/or IP Addresses?
No, Aptem does not apply any whitelisting at the network level.
There is a feature to restrict logins by registration IP address, however this is not enabled by default.
Does Aptem have a plagiarism checker?
No, Aptem does not currently include a plagiarism checker
Why am I getting "Error WSEC0006: Not allowed to access the webservice" when trying to access the PLR?
Please be advised that this is an LRS error message, not an Aptem error message. Please contact the LRS customer service for further assistance.
Why am I receiving an "Error WSEC0005: Incorrect Password The Organisation Password is not correct" when attempting to connect to the LRS system?
If you are using the LRS API connection to pull through a Learner’s prior learning you may receive the error message:
Error WSEC0005: Incorrect Password The Organisation Password is not correct. *********
Please contact administrator.
Please bear in mind that what we need to make the PLR work is the UKPRN and the password that you have entered on the application form. Please ensure that the password being used is the API password and not the website password.
The important thing to remember is that the link will only work AFTER your application has been accepted.
Please note that since the message being received is an LRS error message, if the advice above does not help you resolve the issue, we suggest you contact the LRS support team and provide them with details of the error message, as they will be best placed to assist further.
Which browsers are supported on the Aptem® platform.
Aptem® currently supports the following browsers:
- Google Chrome
- Microsoft Edge
- Opera
- Firefox
- Safari (Mac only).
As part of our development and pre-release testing, we check Aptem® on the current and previous version of each supported browser.
For mobile devices, including iPads and other tablets, we recommend using only the default browser that comes installed on the device.
Does the Aptem website require Java? And, if so, what version?
Aptem is a user-friendly web application that offers a seamless experience without the need for Java installation on your PC. You can easily access Aptem using any of the above-mentioned browsers.
What should I do if I receive an email from the Learning Records Service (LRS) regarding a certificate?
You may receive an email from the Learning Records Service (LRS) regarding a certificate which allows Aptem to access the LRS API on your behalf. Typically, these expire annually and have to be renewed to maintain security; you may receive the email in the Autumn and it will advise you that your current certificate will expire in a few months.
If you do receive this request, please download the certificate and send it to support@aptem.co.uk. The certificate will require a password for us to access it, please ensure that you supply this also. We will then complete all necessary steps to maintain the API connection and release on our next system update.
See also: Further education and skills: Learning Records Service - detailed information - GOV.UK (www.gov.uk).\
A feature on the platform is displaying incorrectly or is inaccessible. How can this be resolved?
If a feature is displaying incorrectly or cannot be accessed, it may be due to your browser caching an outdated version of the platform. This can prevent the latest updates from loading correctly.
To resolve this, please try clearing your browser cache. Instructions for the most commonly used browsers can be found below:
Google Chrome: https://support.google.com/accounts/answer/32050?hl=en&co=GENIE.Platform%3DDesktop
Mozilla Firefox: https://support.mozilla.org/en-US/kb/how-clear-firefox-cache
Microsoft Edge: https://support.microsoft.com/en-us/microsoft-edge/view-and-delete-browser-history-in-microsoft-edge-00cf7943-a9e1-975a-a33d-ac10ce454ca4
Apple Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac
Additionally, if you are using a saved bookmark to access the platform, we recommend deleting the existing bookmark and creating a new one to ensure you are directed to the correct page. If the issue persists after clearing your cache, please contact one of your Aptem Champions or Super Users and ask them to raise a support ticket on your behalf for further investigation.
Is Aptem capable of producing the HE data set for the HESA return?
No, this isn’t possible in Aptem – there’s no export file available.