Summary: Review signatures record that the learner, Employer and your organisation agree with what was discussed at a review. Signing works from a review PDF, which Aptem generates when a review is finished, and each signature can create a new version of that document.
What are review signatures?
When a review type requires signatures, each person taking part signs a PDF of the finished review. The review stays 'Awaiting Signature' until everyone required has signed, then moves to 'Completed'.
How does the review document get created?
The PDF is generated only when someone selects Finish. If a review is closed with Save and Close, no document is created. Questions left unanswered show as 'No' in the PDF.
A learner isn't asked to sign until the PDF exists. If a review is 'Awaiting Signature' but the PDF hasn't been generated, the learner won't see a signature request on their dashboard. Selecting Finish doesn't add the admin's signature automatically: they can sign before generating the PDF, or later.
Is there a signing order?
No. The learner, Employer and admin can sign in any order. Typically the admin completes the review, the Employer and learner complete their sections, then the admin selects Finish and the PDF becomes available to sign. Reviews can be edited, signed and completed before the review date if the review type allows it.
Why are there several versions of a review document?
Each signature can create a new version.
The learning plan component holds the first version as evidence.
The Documents section of the learner's profile in Aptem Console holds the most recent version.
The Review Documents section of the learner's profile in Aptem Classic holds every version.
Review document names can't be changed once a review is completed. To change a document before everyone has signed, see Editing a Document in Signing Reviews.
What stops someone signing?
The learner moved programme. Reviews belong to the learner's current programme. If the learner moves on before everyone has signed, the tutor and Employer lose access to those reviews. Collect signatures before progressing a learner.
A sub-programme was removed. If the review belongs to a sub-programme no longer applied to the learner, they can't open or sign it until the sub-programme is applied again.
The review type changed. See Review Statuses and Status logic for when reviews are archived.
Signatures can't be cancelled on a completed review that requires them. While a review is still in progress or not yet started, you can change the review type so it doesn't require signatures.
Where to go next
Signing Reviews, for how to sign from the Signatures page