Overview - Signatures

Overview

Aptem supports the completion, signing, and counter-signing of documentation by all parties. Many externally funded programmes require compliance documentation to prove registration, receive funding, and demonstrate outcomes.

If configured by your organisation, the following features are available:

1. Compliance documents available as electronic templates, such as the DfE Commitment Statement and the Apprenticeship Agreement.
2. The ability for learners, employers, and your organisation's representatives to sign documents electronically.
3. Automatic population of documents with information stored in Aptem.

Creating a signature

Learners, tutors, and employers need to create an electronic signature so that documents can be digitally signed. You will have been prompted to create a signature when you first registered for Aptem. You can draw a signature or choose from a list of suggested signatures.

Checking and updating your signature

You can check and update your signature at any time.

Select the avatar or photograph at the top right of your screen.

Go to Settings > Signature sample.

To make changes, select Clear next to your existing signature. You can then draw a new signature or choose from a list of suggested signatures. Select Save to save your changes. A confirmation message is displayed if the signature is saved successfully.

The Signatures screen

Select Signatures from the left menu.

Use the quick filter to switch between Compliance documents and Review documents.

The tabs at the top let you navigate between categories of compliance documents:

• Not created
• Signature required
• Waiting for others
• Completed

On the Reviews screen, the available tabs are:

• Signature required
• Waiting for others
• Completed

Navigating through the records

The default view shows 10 records per screen. You can navigate and refine the list by:

• Using the pagination controls at the bottom of the screen.
• Sorting by column.
• Using search and filter functionality.

You can also change the display to show 5, 10, or 20 records per screen.

Use the search and filtering functionality to narrow down the list.

You can select multiple records and sign them in bulk, or sign and invite an employer to sign. For more information, see Signatures – mass processing.

You can also export records as a CSV file. See Export records from the signatures grid.

Signatures – Not created view

Administrators and tutors can create a compliance document that has not yet been created, and send it to the relevant parties for signature.

The following roles can view the Not created tab:

• Ability to create/update compliance documents
• Supervisor
• ILR QA
• Compliance QA

Note: if none of these roles are assigned, the Create button is not visible.

The grid displays the following columns:

• Learner/programme
• Document
• Programme start date (default sort)
• Action

You can sort by learner/programme, document, or programme start date.

Create a document

Select Create under the Actions column in the Not created view. The relevant document opens. Select Create and send.

Signatures – Signature required view

All users with access to the Signatures menu can view the Signature required tab. Use this view to sign and track compliance documents that have already been created.

The grid displays the following columns:

• Learner/programme
• Document
• Requested
• Learner signature
• Employer signature
• Tutor signature
• Referrer signature
• Actions
• Edit

You can sort by learner/programme, document, or requested date.

Signing a document

Select the Sign button under the Actions column for the relevant row. The document opens. Only the Signature and Position fields are editable at this stage. To edit other fields, see Editing a document.

Once you have signed the document, select Save changes. The signed document is saved.

Signatures – Waiting for others view

All users with access to the Signatures menu can view the Waiting for others tab. Use this view to track compliance documents that are awaiting signatures from other parties.

The grid displays the following columns:

• Learner/programme
• Document
• Requested
• Learner signature
• Employer signature
• Tutor signature
• Referrer signature
• Edit

You can sort by learner/programme, document, or requested date.

Signatures – Completed view

All administrators and tutors with access to the Signatures menu can view the Completed tab to review fully signed records. Only documents relating to the current programme or episodes are listed.

The grid displays the following columns:

• Learner/programme
• Document
• Requested
• Learner signature
• Employer signature
• Tutor signature
• Referrer signature
• Edit

You can sort by learner/programme, document, or requested date.

Editing a document

Select the pencil icon under the Edit column in the Completed, Waiting for others, or Signature required view. The document opens. Make your changes and select Save changes.

If one or more required parties have already signed the document before the administrator edits it, the following options are shown:

• Save changes only – saves the changes and retains existing signatures without resetting them.
• Cancel – returns to the Signatures grid without saving any changes.
• Save and request new signatures – saves the changes, applies the administrator's signature (or a new one if provided), and resets learner and employer signatures so that they must re-sign the updated version.

Select Save and request new signatures to save the changes and send the revised document to all relevant parties.