Overview
Note: This article relates to the Aptem Classic interface.
Administrators can create learners, employers, and referrers and can update their basic data. The level of access available depends on the roles agreed with senior managers and configured by the Aptem implementation team.
All data about a user is accessible from their profile. What you can see and do depends on your administrator role, so you may not see all the functions described in this article.
Search for a user profile
As an administrator, you will regularly need to access user profiles to help an employer, mentor, or trainer manage a learner's progress.
To find and open a user profile:
- Select the Users tile in the Aptem Classic navigation.
- Enter all or part of the user's name in the User name field and select the
button. The user appears in the list below the search area. See User profile fields for a description of the profile sections.
-
Alternatively, use the filters at the top of the page:
Filter Description Groups Select the group or groups within your organisation to which the user belongs. Email The user's email address. Status Select the subscription status from the dropdown.
Type Select the user type from the dropdown.
Programme Select the user's training programme from the dropdown. Programme status
Select the programme status from the dropdown.NI number Search by National Insurance number, for example if you have received it in a message. Case owner Select the administrator or case owner name from the dropdown. Reference number An additional learner reference field that can be entered manually or populated via an API. May reflect a learner ID used locally or in another provider system. - Select the learner's name to view their basic profile details.
- If the learner was created without sending an invitation, a Send invitation link appears on the Contact details line. Before sending an invitation, check and update the learner's administrative details as needed by selecting Edit admin details. See How to create an employer account for more information.
- Some training providers may require the learner to complete and upload a mandate containing a signature before joining Aptem. Select Prepare mandate to open the mandate form, which can be downloaded for signing.
Note: this mandating process is no longer required by the DfE. - Once signed and saved in an accepted format (.doc, .docx, .pdf, .jpeg, .jpg, or .odt), upload the file from your mandates folder.
- To view and edit the learner's data fields, select Subscription details. The profile fields are described in the table below.
User profile fields
| Section | Description |
|
Activity summary (last 30 days)
|
Activity summary – provides a summary and links to an application report, the action plan, and the option to add a new task. Usage report – shows a histogram of user logins during the previous month across four activities: Programme details, Onboarding, Sub-programme, and Previous programmes. View activity list – shows the learner's site activity as a list for the current month. View user tasks – shows the user's tasks with the option to print, view, or add to the action plan. |
|
CVs
|
CVs – shows the number of completed and incomplete CVs. Transferable skills – shows fields to support CV creation: physical fitness, organising, team work, achievement, verbal communication, and interpersonal skills. Access or edit user's CVs – shows links to the Advice Centre, instant tips, and popular topics, plus options to create or import a CV. |
|
Programme
|
Programme – shows a tabbed read-only view (User and Admin) of the Individualised Learner Record (ILR). User tab: personal details, third-party access, disabilities, funding and monitoring, prior attainment, employment status, and DfE declaration. Admin tab: qualification details, learner HE (higher education), ID verification, episode hours, learner funding and monitoring, provider-specified learner monitoring information, aims, financial and contract records, funding, and learner destination and progression. Edit ILR – provides read and write access to the ILR. Learning plan overview – a tabbed view showing the programme (enrolled and progress), course (knowledge, skills, and behaviours), certification, and evidence. Show wizard – a step-by-step process for a learner joining 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 | Functional Skills – shows assessments of English, maths, and ICT. |
|
Job search
|
Job search – shows the start date of unemployment, job search terms used (editable), job search locations, and any suggested jobs with a searchable report of posted jobs. Job Finder – a tabbed page showing Search results and Saved jobs, with the facility to search by job title or map, supported by a tutorial and direct help for the jobseeker. |
|
Bursaries
|
Bursaries – lists current bursaries for the learner. Add – opens a dialog to add a new bursary with its details. |
|
Managed jobs and placements/workshops
|
Managed jobs and placements/workshops – shows a table of information including supplier, title, category, dates, hours, status, comments, and result (Reject, Enrol, or Delete). Application report – customisable by period, subject, and relevant details. Matching – a list of events that match the programme by organisation, title, location, distance, category, date, and shortlist. |
|
Reviews
|
Reviews – shows all reviews conducted for the learner. All review documents can be digitally signed. Displays an editable table of completed and outstanding reviews, including who conducted them, when, and the duration. Export data – download or open a CSV file of review data. Start – select a meeting type and view a preparation checklist to support a successful review. |
|
Tracker
|
Tracker – shows any trackers applied to the learner, including type, status, programme, description, and documents. You can edit and print the details. Add – create a tracker for the learner, specifying an assignee, organisation, address, contact, dates, and sustainability assessment details. |
| Milestones | Milestones – an editable table of the learner's programme milestones, including programme name, description, date, employer weeks remaining, and status. |
|
Notes
|
Notes – a table of recorded notes, the administrator who added them, and the date. Add – opens a dialog for the administrator to add a note about an interaction with the learner. |
|
Course progress
|
Course progress – shows a course progress summary table. Start course – opens a list of courses; select the radio button next to the course agreed with the learner. |
|
Contacts
|
Contacts – lists all administrators associated with the learner. You can assign a role to each. Add contact – opens a dialog to add a CRM contact or an ad hoc contact. Complete the relevant form with basic details; the ad hoc contact form has additional options. |
|
Activities
|
Activities – search for any recorded activity or event by day or period, or log a new activity. Export – download a CSV file of CRM activities, Review_Export data, and the OData dictionary. See OData dictionary for more information. |
|
Compliance documents
|
Compliance documents – lists documents missing or required for DfE funding compliance. You can upload or update documents, manage signatures, or raise a tracker. |
| Review documents | Review documents – lists review documents by date. |
|
Documents
|
Documents – lists documents relating to the learner's progress by date. Select a description to read the document, or the pencil icon to edit it. Administrators can also delete documents. Upload – upload a document in a supported file format, add a description, and choose whether the document is visible to the learner before you add it to Aptem. |
|
Competencies
|
Competencies – lists the learner's assigned competencies with assessment levels on a 1–10 scale and the date of assessment. Levels are colour-coded: very good (9–10), good (7–8), average (5–6), or below average (1–4). Select Assess to update an assessment and add an action plan with a goal and completion date. Add competency – select a new competency for the learner from a dropdown list and confirm. The competency is added to the list for assessment. |
|
Subscription details
|
Subscription details – shows the subscription start date, end date, and status. Cancel user – opens a dialog to cancel the user's subscription. Where the user is an administrator, this section also shows the groups visible to them. |
| Audit trail | Audit trail – tracks changes made to the learner's user profile page. |