(epaPRO is now called Proficient)
Connection & authentication issues
Why am I encountering an error message when trying to add a new connection for epaPRO?
While adding a URL under the API Endpoint field, please ensure that any additional text, such as '/login' is removed from the end of the URL.
Why have I got the "Error - User Credentials were Incorrect" message in the epaPRO integration?
If you see the "Error - User Credentials were incorrect" message while adding new programs to your epaPRO integration, it's likely due to inaccurate credentials. Ensure the credentials entered for the connection at https://dsw.epapro.co.uk/ are correct. If sign-in fails with those credentials, this is likely the cause of the error.
Attempt signing in again after re-entering the accurate credentials and reloading the tenant's browser window.
Data sync & field mapping behaviour
If a learner modifies their contact address in Aptem, is this change automatically reflected in the epaPRO section?
Aptem does not automatically update the learner's contact address in the epaPRO section when it is changed in Aptem.
Does changing a learner's EPAO automatically re-register them with a new EPAO? Would this remove their old EPAO registration or would we be required to clear these by another method?
The epaPRO API can assist in registering you with the new EPAO. However, it doesn't have the capability to automatically cancel your registration with the old EPAO.
To cancel the registration with the old EPAO, you will need to do so manually.
If we only use the Manager field in Aptem and the ‘Mentor phone number’ field in epaPRO needs to be updated, where in Aptem do we input this?
Please be aware that the EPA term 'Mentor' refers to the Manager. You will need to enter the phone number in the ‘mobile’ field for the Employer account that is set as the Manager for the learner. The phone number provided can be either a mobile number or a landline number.
Can you bulk populate the 'Assessor number' field for epaPRO in Aptem via CSV upload?
Admin/Employer accounts cannot be updated via CSV upload, so this will need to be done manually.
However, if there are lots of learners with the same Case Owner, it is enough to update only the Case Owner's mobile. All valid user records in epaPRO will be updated automatically. However, this is valid only if the new mobile number is deemed valid by epaPRO, and of there are no other errors for the learner.
Where do you need to update the Assessor phone number in Aptem to reflect this in epaPRO?
You would need to edit the case owner's phone number/mobile number in Aptem from the 'Edit User Details' screen.
Where in Aptem would you update a learner's surname and email address to reflect this change in epaPRO?
The surname and email address can be amended in the following ways within Aptem to reflect these changes in epaPRO:
- In Classic: In the Edit User Form, or by using the 'Change of Name' tracker.
- In Console there are two scenarios:
- If the Change of name tracker is NOT enabled, you can edit the user's details in the 'Edit Learner Details' tab and save the changes.
- If the Change of name tracker is enabled, you can edit the user's details but then will have to request the change which creates a 'Change of Name' tracker.
How can I retrieve the epaPRO (Proficient) Standard Code for all standards configured within the Proficient workspace?
You can retrieve the mapping between the Aptem Standard Code and the corresponding Proficient Standard Code (external_standard_id) by following the steps below:
1. Log in to your Proficient provider site using an administrator account.
2. Right-click anywhere on the page and select Inspect to open your browser's Developer Tools (DevTools).
3. Navigate to the Network tab within DevTools.
4. In the Proficient interface, go to the Manage Apprentices page ([your_domain]/modules/users/apprentice).
5. Refresh the page. This will generate additional network requests in the DevTools window.
6. In the Network tab, search for get_Standards and select the relevant request.
7. Open the Response tab. The response will contain the external_standard_id (Proficient Standard Code) associated with each standard.
8. Compare the values returned in the response against the mappings configured in Aptem's epaPRO (Proficient) configuration page:https://<yourtenant>.aptem.co.uk/pwa/tenant-settings/integrations/epa-pro/connections
9. Verify that each Aptem Standard Code is mapped to the correct external_standard_id (Proficient Standard Code) from your Proficient workspace. If any mappings are incorrect, they should be updated in the Aptem epaPRO configuration page to ensure successful integration.