Many different elements about the users of Aptem in your organisation will be created and stored in the system by different individuals. Administrators can create Learners, Employers and Referrers and can amend their basic data. Administrators will have greater access or even complete access depending on the roles levels agreed with senior managers and put in place initially with the Aptem Implementation Team.
All the data about a user is available from the user's Profile and this article provides the information for you to use and edit a user's profile. Clearly, depending on the roles you have as an administrator dictates what you can see, therefore you may not see all the functions described in this article.
Search for a user's Profile
As an administrator, you will need to return to your users to help an employer, mentor or trainer to manage the Learner's progress.
Administrators with appropriate roles can edit user's Profiles but before editing a Profile you have to find it. How? - Use the powerful search facility built-in to the Aptem system.
To search and find the Profile of a user called Robert Schmidt:
- Click the Users tile at the top in the Aptem Classic view.
- Enter all or part of the name in the User name field and click the button. The user is shown in the list of users below the Search facility.
To see the high level of detail stored in a Profile, see User Profile fields later in this article.
- Alternatively, the administrator can search for users using the filters at the top of the page. The filters are:
Groups Select the group(s) of your organisation to which the user belongs from the dropdown list. The email address. Status Select the Status from the dropdown list. Type Select the type of user from the dropdown list. Programme Select the training Programme of the user from the dropdown list. Programme status
Select the Programme status from the dropdown list.
NI number If, for example you have received an email / message containing it, you can use it in the search in this field. Case owner Select the Administrator/case owner name from the dropdown list. Reference number
The reference number here is an additional learner reference field that can be manually entered or be populated via an API to show a learner ID number that may be used locally or in another provider system.
- Following a successful search for the user Robert Schmidt:
Click on the Learner's name, (Robert Schmidt, bottom left of screenshot above). The basic details of the Profile are shown.
- Since the answer 'No' was given to the initial question in the creation of Robert Schmidt: 'Would you like to invite this user into Aptem?', the send invitation link is shown on the Contact details line. Before sending an invitation, it is advisable to check and perhaps edit the administrative details of Robert Schmidt.
To view the administrative details, Click edit admin details - the Edit employer screen is shown, which is described in detail in How to Create an Employer Account - Draft Update (zendesk.com).
- To join Aptem, for security and for any future 'sign-off's, the provider may require the user to prepare a mandate containing a signature and upload it to the system.
Note This mandating procedure is no longer obligatory for the ESFA.
Click prepare mandate to show the form which can be downloaded for signatures:
- When signed and saved in one of the acceptable formats - .doc, .docx, .pdf. .jpeg, .jpg or .odt, you can upload the file from your received mandates folder.
- To view and edit the many data fields to which the user is subscribed, click Subscription details. The numerous fields stored and backed up by Aptem are described in the User Profile fields section below the screenshot of the User Profile page.
User Profile fields
Activity Summary (last 30 days)
- Usage report
- View activity list
- View user tasks
Activity Summary - provides a summary & links to an application report, links to view the action plan and to add a new task:
- Application report
- Add new task
- View action plan
Usage report - shows a histogram of user logins during the previous month on four specific activities: Programme details, Onboarding, Sub-programme and Previous programmes.
View activity list - shows the Learner's activity on the site as a list for the current month.
View user tasks - shows the user's tasks with the option to print and view or add to the Action plan.
- view transferable skills (profile)
- access/edit user's CVs
CVs shows number of completed and incomplete CVs
transferable skills Shows fields to assist the creation of a CV: Physical fitness, Organising, Team Work, Achievement, Verbal communication, Interpersonal.
access/edit user's CVs shows links to an Advice centre, Instant tips & Popular topics as well as links to create or import a CV.
- learning plan overview
- show wizard
Programme shows a tabbed read-only view (User & Admin) of the Individual Learner Record:
Admin - included Qualification details, Learner HE (Higher Education), ID Verification, Episode hours, Learner funding & monitoring & Provider Specified Learner Monitoring Information, Aims & financial & contract records, funding and Learner destination and progression.
edit ILR provides read and write access to the ILR.
learning plan overview provides a tabbed interface showing the Programme (enrolled & progress), the Course (Behaviours Knowledge & Skills), certification and Evidence.
show wizard provides a step-by-step approach for a Learner to join a training programme: Introduction, Advice, Assessments and Personal Information.
Stop enables an administrator with the appropriate role to stop the training programme. See: Stop Programme.
|Functional Skills shows assessments of English, Maths and ICT.
- job finder
Job search shows the start date of unemployment, job search terms used (& facility to edit), job search locations and any jobs suggested (& a report with dates of jobs posted, its title and description with a search facility).
job finder shows a tabbed page of Search results and Saved jobs. It provides the facility to search by job or map supported by a tutorial and direct help for the job seeker.
|Bursaries provides a list of current bursaries for the Learner and other bursaries can be added with their details in the pop-up dialog from the add link.
Managed jobs and placement/workshops
- application report.
Managed jobs and placement/workshops shows a multi-columned table of information about suppliers, title, categories, dates & hours involved, status, dates, comments and result (Reject/Enrol/Delete).
application report can be customised by the user for a specified period, subject and relevant details.
matching provides a list of events which match the programme by organisation, title, location, distance, category, date and shortlist
- Export data
Reviews The Reviews section shows what Reviews have taken place for your Learner. All Review Documents can be digitally signed. It provides a list in an editable table form of the reviews completed or not with a Learner, by whom, when & duration.
Export data: You can open or save the .CSV file
start enables you to select a type of meeting and provides you with a list of elements you should prepare to ensure a successful meeting.
Tracker shows any tracker applied to this Learner with details of Type, Status, Programme, Description and Documents. You can edit and print the details.
add means you can add a tracker for the Learner specifying most of the same elements shown by Tracker with the addition of selecting an assignee, organisation, address, contact, dates and a wide range of issues to assess Sustainability assessment.
|Milestones provides a table of the milestones of the Learner's achievement in an editable table including Programme, Description, Date, Employer Weeks Left, and Status.
Notes provides a table of recorded notes, the administrator involved and the date.
add launches a pop-up dialog where the administrator can make notes about an interaction with the Learner.
- start course
Course progress shows a table like that below:
start course provides a pop-up list of courses where you click the radio button adjacent to the course you have agreed with the Learner.
- add contact
Contacts lists all Administrators associated to the Learner and you can assign a role to an individual administrator.
add contact shows a pop-up where you select between a CRM or an ad hoc (as needed) contact. You then complete the relevant pop-up form with basic details; there are slightly more options with the ad hoc contact.
Activities provides a search facility for you to find any recorded activity or event for a specific day or period or to note a new activity.
export asks in a pop-up dialog whether you wish to open or save as a .CSV download file of CRM activities, of Review_Export and OData Dictionary (see OData dictionary – Aptem Help Centre).
Compliance documents provides a list of documents missing or required for compliance for ESFA funding.
You can upload or update such documents, organise signatures or Raise a Tracker.
|Review documents provides a list of any Review documents by date.
Documents provides a list of documents concerning the Learner's performance by date. You can click on the description titles to read the document or click on the pencil icon to edit; as an administrator you can also delete the document.
upload enables you to upload a selected document in many file formats, add a description and choose whether the document will be visible to the user before you as an administrator it to the Aptem system.
- add competency
Competencies shows a list of the Learner's defined competencies, indicating 10 levels: very good (9-10), good (7-8), average (5-6) or below average (1-4) with the date of assessment on a 'dashboard'.
Click right mouse button on the image below & select the top option:
[Many dashboards use the basic RAG (Red, Amber, Green or traffic light system) to indicate levels. Close Tab when done]
Click the Assess button to update an Assessment and add an action plan with a goal and a completion date.
add competency - you select a new competency for the Learner from a dropdown list and confirm by clicking OK. The competency is added to the list to be assessed in due course.
- cancel user
Subscription details This shows the Subscription Start Date, End Date and Status of the Learner.
cancel user shows the dialog box where you can cancel the subscription of the user.
Where the user is an administrator, this section will also display those groups that are visible to them.
Audit trail track limited activity made against the Learner’s User Profile Page.