Getting started with Placements and Workshops

Overview

Placements and workshops let you create face-to-face or virtual classroom sessions for your learners. Once learners are enrolled, you can verify their hours, which are then automatically added to the off-the-job report.

Aptem supports multiple placements and workshops at a single organisation for a given time period.

Creating a placement or workshop

If you are creating a placement or workshop for an organisation, the organisation record must exist in Aptem first.

You can create a new placement or workshop from the Add placement/workshop link on the organisation's profile page, or directly from the main Placements/Workshops tile.

1. Sign in to your administrator account and select the Placements/Workshops tile from the navigation panel.
   
2. The Placements/Workshops page opens. Use the filters to search by organisation name, address, title, programme, group, and other criteria.
   
3. Select Create. The Add placement/workshop page opens with a default status of Confirmed.
   
   

Complete the form as follows:

• Status – select Confirmed or Opportunity. Learners can only be enrolled on confirmed placements.
• Type – select Training.
• Organisation – select from the dropdown. If the organisation is not listed, select the + icon to create a new organisation record first.
• Location and contact – select the location and organisation contact, or add new details as required.
• Title and description – enter or paste the title and description. The description supports formatting and will appear in emails and learners' task lists.
• Group – select the group the placement or workshop should be linked to.
• Category – select a category from the dropdown, or select + Add to create a new one. Categories you define are available when creating future placements and can be used by administrators when searching.
• Start and end dates – set the availability dates for the placement. For example, if the organisation offers two-week placements across an academic year, use the dates for that period. Select Add recurrent to define specific recurring days per week or month.
• Working hours – enter the session hours. To account for separate sessions during the day (for example, morning and afternoon excluding a lunch break), select + Add another session for each period. These hours can be verified once a learner completes the placement.
• Positions – enter the maximum number of learners who can be enrolled. Use the Maximum simultaneous field to limit concurrent enrolments. This is not required for apprenticeship programmes.
• Allow self-enrolment – tick this option to let learners choose to join the placement or workshop themselves.
• Programme – select a programme from the dropdown (if required) to link this session to a programme and enable mapping against KSBs (knowledge, skills, and behaviours).
• Supporting evidence – tick this option if you require learners to submit supporting evidence for this session.

Select Save to create the placement or workshop. You will then be prompted to add documents for learners and to enrol learners onto the placement or workshop.

The placement or workshop profile

The profile page shows all details for a placement or workshop, including contact details, timings, date availability, enrolled learners, the application process (if applicable), and relevant documentation such as pre-workshop reading materials.

Access the profile page by selecting the placement or workshop title from the Placements/Workshops page, or from the placements and workshops section within an organisation's profile page.