Creating an Organisation

Overview

The Organisations tile lets you manage contacts and monitor activity with employers, training providers, and partners. You can also attach employer managers to learners. From the Organisations tile, you can:

• Create employer, referrer, training, or other organisations.
• Manage contacts within an organisation.
• Track activity and communications with an organisation to manage the employer or provider relationship.
• Maintain an audit trail of edits to the organisation record.

Note: Organisation records can currently only be created in Aptem Classic. Console support is in development.

Create an organisation

1. Sign in to your administrator account and select the Organisations tile.
2. The Organisations list opens, showing all employers, referral partners, and training providers added to your account. From this page you can:
   • Create new organisations, or view and edit existing records.
   • Export the organisations list to CSV.
   • Use Import from CSV to upload a list of organisations with their details.
3. Select Create to add a new organisation. The Add organisation screen opens.
   
4. The form defaults to the Employer type. To create a different type, select the relevant radio button:
   • Employer – an employer whose apprentices or learners require training.
   • Referrer – a body that refers candidates to an employer, for example a Jobcentre Plus.
   • Training – an organisation providing training, for example a Functional Skills provider or End-Point Assessment Organisation (EPAO).
   • Other – any other type of organisation relevant to your provision.
5. Select the radio button for the organisation type you want to create. The page refreshes to show the relevant fields.
6. Select the Status from the dropdown:
   • Confirmed – the organisation is confirmed as an active employer, referrer, training provider, or other.
   • Opportunity – a prospective organisation to be followed up. Fewer fields are mandatory, allowing you to create a minimal record and add detail later.
   • Archived – previously active but now archived. Can be reinstated.
7. The page refreshes to show the fields relevant to the selected type and status. For employer organisations, it is important to enter the EDRS or ERN number (see table below) — without this, DfE funding cannot be confirmed against the employer. If you do not have the number, you can add it later by editing the employer record.
8. Complete the required fields as described in the table below for the relevant organisation type.
9. Select Save. The organisation record is now available in the organisations list.

Create an employer organisation

The following table describes the fields available when creating an employer organisation.

Field	Description
Type	Select the Employer radio button.
Status	Select from the dropdown: Confirmed, Opportunity, or Archived.
Name	Enter the name of the organisation.
Owner	The administrator creating the record is assigned as owner by default. To assign a different owner, select from the Case owner dropdown. If the administrator is not listed, create their Aptem administrator account first.
Category	Select a category from the dropdown, or type a new category name in the add new category field and select Add.
EDRS / ERN number	Enter the organisation's Employer Data Service Reference (EDRS) or Employer Reference Number (ERN). If left blank, the message "Missing EDRS/ERN number is a funding issue and may result in learner being removed from the claim" remains below the field. You can add this later by editing the employer record.
Apprenticeship agreement ID	Enter the Apprenticeship Agreement ID number.
Primary address	Enter the postcode and address lines for the primary (head or main) office. To add further addresses later, select the + button, enter the postcode and address lines, and select Create.
Working hours	Select the + button to add a session. A default morning session is inserted; modify the times using the clock icons. Select + again to add an afternoon session.
Contact name	Enter the name of the primary contact. To add further contacts, select the + button and complete the dialog.
Contact email	Enter the primary contact's email address. Ensure there are no spaces.
Contact telephone	Enter the primary contact's telephone number in UK national or international format.
Contact role	Select the primary contact's role from the dropdown, for example Admin, Advisor, or Manager. To add a new role, select the + button, enter the role name, and select Add.
Website	Enter the employer's website address, beginning with https://
Levy payer	Select Yes, No, or Not selected to indicate whether the employer pays the Growth and Skills Levy. You can update this later. Contact compliance@aptem.co.uk to confirm current threshold and rate details.
Approx. number of employees	Enter a number for the approximate employee headcount.
Health and safety	Select Not known, Low, Medium, or High from the dropdown. Selecting Low, Medium, or High reveals a Last visit date field.
Last visit date	Enter the date of the most recent Health and Safety Executive (HSE) visit to assess the employer's status.
Health and safety documentation completed	Tick this box if the employer's health and safety documentation is complete.
Logo	Upload the employer's logo so it appears in activity records and communications. Obtain an approved copy from the employer and select Select file to upload it.
Send hours verification emails	Tick this box if the employer has learners whose working hours must be verified.
	Select Save to create the employer record. If any mandatory fields are incomplete or contain errors, the save will fail and the relevant fields will be highlighted with explanatory text. Selecting Close before resolving errors will discard all data entered.

Create a referrer organisation

Field	Description
Type	Select the Referrer radio button.
Status, name, and owner	As for Create an employer organisation.
Referral allocation group(s)	Select the group or groups to which the referrer organisation should be allocated. Use Collapse all or Expand all to navigate the group hierarchy. See How to use the group structure in Aptem for more information.
Category	As for Create an employer organisation.
Postcode, address, and country	As for Create an employer organisation.
Contact name, email, telephone, role, and website	As for Create an employer organisation.
Health and safety and logo	As for Create an employer organisation.
	As for Create an employer organisation.

Create a training organisation

A training organisation uses the same fields as a referrer organisation. The type field exists to categorise the organisation and help filter large lists. See the referrer and employer sections above for field descriptions.

Create an 'Other' organisation

An Other organisation uses the same fields as a referrer organisation. The type field exists to categorise the organisation and help filter large lists. See the referrer and employer sections above for field descriptions.