Onboarding data after a learner finishes onboarding

Once a learner completes their Onboarding Wizard, their answers feed their ILR, profile and compliance documents. This article explains when that data carries over to another programme, who can change it, where uploaded documents are kept, and what learners see if their start date is in the future.

To set up the Onboarding Wizard, see A How-To-Guide to the Onboarding Wizard.

When a learner moves to another programme, or their programme is changed during onboarding, their onboarding answers carry over automatically, but only if the Onboarding Wizard on both programmes matches exactly. Both programmes must have:

• the same step names

• the same question titles, including spelling and formatting.

If they match, the learner's answers are already filled in when they start onboarding on the new programme. This includes custom questionnaire answers and the "ILR/Individual Learner Record" step.

When you set up custom questions on the new programme, select the existing question title that the system suggests in the dropdown. If you type the title yourself instead, Aptem creates a new question with the same title, and the learner's answers won't carry over. This applies, for example, when learners move from an eligibility programme to a delivery programme.

Some data doesn't carry over:

• Files uploaded in a custom questionnaire step. Download them from the original programme and upload them again on the new one.

• Answers to questions that aren't in the new programme. You can only change these if the learner is enrolled on that earlier programme again.

Once a learner signs the ILR declaration, their ILR answers are locked. Options they selected appear greyed out and they can't change them. This also applies to About You answers that carried over from an earlier onboarding.

The address in the ILR step comes from the learner's profile and can't be edited there. This makes sure only one address is held for the learner, for compliance.

Admins and tutors can't change a learner's Onboarding Wizard answers in Aptem Console. Use Aptem Classic:

1. Open the learner's ILR in Aptem Classic. If the learner doesn't have an ILR yet, create one with the Edit ILR link.

2. Go to the User tab.

3. Correct the answer and save.

If the learner's ILR is QA Verified or Completed, the Extended ILR step is locked too. See Onboarding: Troubleshooting guide.

For new learners, the ULN is created in the PLR step of their Onboarding Wizard. You can also add it through a review after onboarding. See How-to guide to the PLR.

If a learner completes an initial assessment on an onboarding programme and then moves to a delivery programme, their results stay visible in the Learning support section of their learner profile.

Exemption documents uploaded in the Functional Skills step are only visible in Aptem Classic or a review containing the Functional skills section in either console or classic. The Functional Skills section of the learner profile hasn't moved to Aptem Console yet.

In Aptem Classic, when a learner uploads a document to the Functional Skills step, the status of the Functional Skills section on their profile changes to Evidence Provided - Compliance to Check. This means the evidence is waiting for an admin or compliance team to review it.

For managing exemptions, see Add a Functional skills exemption to a learner's profile.

If the learner completed onboarding on a separate onboarding programme and is now on a delivery programme, their onboarding documents stay with the onboarding programme. To get them:

1. In Aptem Classic, move the learner back to the onboarding programme.

2. Download the documents.

3. Move the learner back to their delivery programme.

Don't use Stop programme in Aptem Console for this. It withdraws the learner from the delivery programme, and the withdrawal isn't reversed when the programme is applied again, which causes an ILR issue.

If a learner is enrolled on a delivery programme with a future start date, they see a Come back on [date] to get started banner on their learning plan and dashboard. It appears once their Onboarding Wizard is complete and any compliance documents have been signed. If documents still need signing, the prompt to sign them shows first.

The banner stops learners starting their learning before their official start date, which would otherwise need to be treated as recognition of prior learning (RPL). Build anything they need to do before their start date into the Onboarding Wizard, but avoid KSB-related content there because of the RPL implications.

The banner doesn't block the Onboarding Wizard. The wizard is a separate item in the left-hand menu, and learners can keep completing steps there, such as bksb assessments or the skills radar.

If a learner can't find or open their Onboarding Wizard, check the wizard is enabled and Available for user is selected in the programme build. Don't bring the start date forward: that only changes when the banner clears, not access to the wizard.

• A How-To-Guide to the Onboarding Wizard

• How-to guide to the PLR

• Add a Functional skills exemption to a learner's profile

• Enrol learner on to a programme

• Onboarding: Troubleshooting guide