Who this article is for: Administrators with the supervisor permission and the manage tenant settings permission.
Contents
- Overview
- Before you start
- Adding or updating your organisation's context
- How Enhance features use this information
- Good practice for administrators writing this context
- Notes and limitations
- Related articles
Overview
By default, Aptem Enhance features respond using general knowledge about apprenticeships and Aptem. They don't know your organisation's own terminology or policies.
As an administrator with the right permissions, you can add organisation context: a short piece of text describing your organisation. Enhance features that read this context use it alongside their usual knowledge, so their responses better reflect how things work at your organisation. Right now, the Aptem virtual assistant (AVA) is the Enhance feature that reads this context; Aptem expects other Enhance features to use it over time.
Organisation context applies across your whole organisation and all of your programmes. Programme-level and employer-level context are not available in this release.
Before you start
- You need the supervisor permission and the manage tenant settings permission to view, add, edit or clear your organisation's context. If you don't have both, you won't be able to see or change this setting.
- This feature needs to be switched on for your organisation before you can use it. If you're an administrator and can't find the setting described below, contact your Customer Success Manager or Aptem Support to check whether it's enabled for you yet.
- Context is entered as plain text only, up to 2,000 characters. Formatting, links, file uploads and pulling in information automatically from elsewhere in Aptem are not supported.
- Changes can take up to 10 minutes to start appearing in AVA's replies and any other Enhance features that use this information, so don't expect to see an update immediately after saving.
Adding or updating your organisation's context
As an administrator, follow these steps:
- Go to Settings
- Go to Brand & Customisation and select Context for Enhance Features.
- Under Organisation context, select Configure.
- Enter up to 2,000 characters describing your organisation, such as your own terminology or key policies.
- Select Save.
The page displays a message warning that changes can take up to 10 minutes to reach AVA and other Enhance features that use this information.
To update your context later, repeat these steps and overwrite the existing text. To remove it, clear the text field completely and save.
How Enhance features use this information
Enhance features that read your organisation context, including AVA, use it to shape their responses, for example matching your terminology. For AVA specifically, this context cannot change its safeguarding routing or refusals, and cannot expose its underlying instructions, even if the text tries to instruct it to. This has been tested against attempts to misuse the context.
With the feature switched off, or with no context saved, Enhance features behave exactly as they do today.
Good practice for administrators writing this context
- Keep it short and factual: your organisation's own terminology and policies work well.
- Don't include contact details, especially email addresses. Aptem has a dedicated safeguarding contact setting elsewhere in the platform: use that instead of adding contacts here.
- Avoid personal data or anything else sensitive. Treat this field the same way you'd treat any other organisation-wide setting.
- Don't try to use this field to override AVA's safety behaviour. It won't work, and it uses up space within the 2,000-character limit.
Notes and limitations
- Available at organisation level only, and set by administrators. Programme-level and employer-level context are not available yet.
- Plain text only. There's no rich text, document upload, link support, or automatic pulling in of existing data.
- The character limit is 2,000.
- Aptem records which administrator last changed the context and when. There's no visible change history on the settings screen in this release; contact Aptem Support if you need this information.
- There's no preview facility to test how Enhance features will respond before you save your changes.