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.

Go to Settings > Signature Sample.

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:

The Signature screen

Click Signatures on the left menu.

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

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

• "Not Created" view
• "Signature Required" view

• "Waiting for Others" view

• "Completed" view

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.

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

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.