Overview - Signatures

Overview

Aptem can be used to complete, sign and counter sign documentation from all parties who use the system.  Many externally funded programmes require the completion of compliance documentation in order to prove registration, receive funding and demonstrate outcomes.

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

  1. Availability of compliance documents as electronic templates e.g. ESFA Commitment Statement and the Apprenticeship Agreement
  2. Ability for participants, employers and your organisation's representatives to sign documents electronically.
  3. Automatic population of documentation with relevant information stored within Aptem.

 

Creating a signature

Participants, coaches and employers will need to create an electronic signature so that documents can be digitally signed. You will have been asked to create a signature when you first register for access to Aptem. You can either draw a signature, or choose from a list of suggested signatures.

 

Checking and amending your signature

You can check and amend your signature at any time.

To change your signature, click on the avatar / photograph on the top right of your screen.

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Go to Settings > Signature Sample.

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If you wish to make any changes, you must clear your existing signature. Click Clear next to your signature.

You can either draw a new signature, or choose from a list of suggested signatures.

Click Save if you want to save the changes. If your signature is saved successfully, you will see the following message:

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The Signature screen

Click Signatures on the left menu.

 
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You can use the quick filter to switch between the Compliance documents and the Review documents.

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You can use the tabs at the top to navigate across the various categories of Compliance documents. The various tabs/views available are:

On the Reviews screen too, you can use the tabs at the top to navigate across the categories of Review documents. The tabs available are:

  • "Signature Required" view
  • "Waiting for Others" view
  • "Completed" view

 

Navigating through the records

You can see a default of 10 records per screen. To navigate through the list of records, you can:

  • use the pagination controls at the bottom of the screen
  • use sorting
  • use the search and filter functionality

You can also change the settings to see 5 or 10 or 20 records per screen.

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You can use the search and filtering functionality to narrow down the list of records. 

If you are using mass processing, you can select multiple records and sign all of them at once, or you can sign them and invite an employer to sign them. For more information, see: Signatures - Mass Processing.

From this grid, you can also export records as a CSV file. For more information, see: Export records from the Signatures grid.

 

Signatures - "Not Created" view

Administrators/Work coaches can create a compliance document that has not already been created via the signatures grid in console. Administrators/Work coaches can then push out the compliance document to the relevant parties for signature.
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Administrators with the following roles can view the 'Not Created' view: 
  • 'Ability to Create/Update Compliance Documents'
  • Supervisor
  • ILR QA
  • Compliance QA
Note that where the above role(s) are not assigned to the account, the 'Create' button is not visible.
 
The grid shows has the following columns:
  • Participant/Programme
  • Document
  • Programme Start Date (default sort)
  • Action

 

You can sort by:

  • Participant/programme
  • Document
  • Programme Start Date

 

Create a document

To create a document, click Create under the Actions column of the "Not Created" view.

The relevant document is displayed. Click Create and Send.

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Signatures - "Signatures Required" view

All users that have access to the 'Signature' main menu item are able to view the 'Signatures Required' grid view

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Using this view, an Administrator/Work coach can sign and track compliance documents that have already been created. The grid shows has the following columns:
  • Participant/Programme
  • Document
  • Requested
  • Participant Signature
  • Employer Signature
  • Work coach Signature
  • Referrer Signature
  • Actions
  • Edit

You can sort by:

  • Participant/programme
  • Document
  • Requested / Requested on
 

 

Signing a Document

To sign a document, navigate to the relevant row and click the Sign button under the Actions column on the "Signature Required" view.

The relevant document is displayed. You can only edit the "Signature" and "Position" fields. To edit any other field, see Editing a Document.

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Once you make the edits and sign the document, click Save Changes. The signed document will be saved.

 

Signatures - "Waiting for Others" view

All users that have access to the 'Signature' main menu item are able to view the 'Waiting for Others' grid view.

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Using this view, an Administrator/Work coach can track compliance documents that are waiting for others' signatures. The grid shows has the following columns:
  • Participant/Programme
  • Document
  • Requested
  • Participant Signature
  • Employer Signature
  • Work coach Signature
  • Referrer Signature
  • Edit

You can sort by:

  • Participant/programme
  • Document
  • Requested / Requested on
  

Signatures - "Completed" view

All administrators/work coaches who have access to the 'Signature' main menu item can view the 'Completed' grid view and review the information with the records. 

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Using this view, Administrators/Work coaches can track compliance documents that have been signed by all relevant parties. Only documents relating to the current programme/episodes are listed. The grid has the following columns:
  • Participant/Programme
  • Document
  • Requested
  • Participant Signature
  • Employer Signature
  • Work coach Signature
  • Referrer Signature
  • Edit

You can sort by:

  • Participant/programme
  • Document
  • Requested / Requested on

 

Editing a Document

To edit a document, navigate to the relevant row and click the pencil icon under the Edit column on the "Completed" or "Waiting for Others" or "Signature Required" view.

The relevant document is displayed. Once you make the edits, click Save Changes.

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 If one or more required parties have signed the document already (before the Administrator), then the following options are displayed:

  • "Save Changes Only" - This saves the changes, applies the existing signatures and does NOT reset signatures for the document
  • "Cancel" - cancels without need for confirmation and returns to the Signatures grid without applying a change
  • "Save & Request New Signatures" - Saves the changes, applies the admin signature (new signature if provided) and resets participant/employer signature(s) so that they must re-sign the new version.

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 Click Save and Request New Signatures to save the changes and send the revised document to all relevant parties.

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