Overview
This article lists the various roles available to administrators in Aptem.
List of Administrator roles
| Role | Description |
| Ability to Create Compliance Documents | Users will have the ability to click 'Create' on the 'Not Created' view of the Signatures grid. |
| Ability to set PRaP version | Can view the 'PRaP Details Version History' on the PRaP Details tab in Console. |
| Advanced Delivery Management (Add) | Add components to individual learning plans |
| Advanced Delivery Management (Delete) | Delete components from individual learning plans |
| Advanced Delivery Management (Edit) | Can edit components from individual learning plans |
| Application Steps | Can edit application steps in the recruitment process |
| Assessor | Can assess users’ evidence linked to the learning plan components |
| Bulk Upload | Can use CSV files to upload users and organisations |
| Checkpoint Tutor | Can manually create checkpoints for assigned learners. View checkpoint data related to their associated standards, programmes, and learners. |
| Compliance Mass Processing | Can sign compliance documents in bulk |
| Compliance QA | - Can update status of the compliance document (as a second-level quality assurance check, this admin can verify or reject the signed document). - Also allows evidence to be uploaded to the Functional Skills components. |
| Course Builder | Can create and edit courses – eLearning materials |
| Create Admins | Can invite new administrators into Aptem (cannot edit roles after account creation) |
| Create Groups | Can create and edit the group structure |
| Create Placements | Can create or edit placements/workshops |
| Create Trackers | Can create a tracker. To create process automation trackers, you would need a “Process Automation – Create” role in addition to this. |
| Create Users | Can invite users/learners into Aptem |
| Data Export | Can export data from user generic reports; users’ tile, organisations’ tile |
| Delete Evidence | Can delete evidence uploaded against learning plan activities |
| Delete User Documents | Can delete relevant files from the learner’s documents in Aptem Console. |
| Edit Learner Details | Can edit the Learner Details tab of the Learner Profile in Console |
| Edit Programme Details |
Can add programme when the learner is on the default/account programme in console. Can edit the programme details including start and end dates and add sub-programmes in both classic and console. |
| Edit/delete finished components |
Can edit or delete components having the following statuses:
|
| ILR QA | Can quality assure ILRs. Once an ILR has been QA verified, other admin who do not have this role cannot change the user’s ILR information. |
| Internal verifier | Internal verifier or IQA role. We strongly recommend that this be used as a standalone role. |
| Manage Bursaries | Can use the Bursary Payment functionality if enabled for your tenant |
| Manage Calendars | Can access other admins’ task lists and add/edit/update these tasks. This permission is required to use the Scheduling Assistant. |
| Manage Episodes | This role allows you to stop a user's programme in classic and apply a programme when the learner is on the default/account programme. |
| Manage ILRs | Can edit ILRs until they are ILR QA verified. Can see ILR information |
| Manage Jobs | Can create/edit/update job opportunities, link user records to these jobs |
| Manage Organisations | Can access, create, and edit organisation records. Can delete organisation records, when no users are linked to that organisation. |
| Manage Programmes | Can create or edit programmes |
| Manage Registration & Certification | Can access the Registration & Certification section in console; can access the Awarding Body Qualifications tile in classic |
| Manage Tenant Settings | Can manage some tenant-level account programme settings. See: Manage Tenant Settings (Section). |
| Power BI | Can access the Power BI reports available within Aptem classic (Power BI tile). It is recommended to only enable for senior management team members. |
| Power BI Caseload Report | Can access the Power BI Caseload Report available in Aptem console |
| Power BI Compliance Report | Can access the Power BI Compliance Report available in Aptem console |
| Power BI Funding Report | Can access the Power BI Funding Report available in Aptem console |
| Power BI Quality Report | Can access the Power BI Quality Report available in Aptem console |
| Power BI Employ Report | Can access the Power BI Employ report in Aptem console |
| Process Automation Trackers (create) | This role enables the admin to create a process automation tracker |
| Process Automation Trackers (edit) | This role enables the admin to edit the contents of a process automation tracker |
| Process Automation Trackers (pre-authorise) | This role enables the admin to pre-authorise a process automation tracker |
| Process Automation Trackers (process) | This role enables the admin to process the tracker and authorise the automated updates relating to that tracker |
| Student loans | Can records and export information relating to student loans |
| Supervisor | |
| Trainee Assessor | If an admin is a trainee assessor, assessors can oversee the trainee’s work and approve marking decisions before the learner sees progress |
| Tutor Console - Ability to Sign Compliance Documents | Can sign compliance documents in the Signatures area of the tutor console |
| Tutor Console - Ability to Sign Compliance Documents on Behalf of Others | Can sign compliance documents on behalf of other administrators using the Signatures area of the tutor console |
| Tutor Console - Ability to Sign Reviews On Behalf of Others | Can sign review documents on behalf of other administrators using the Signatures area of the tutor console |
| Tutor Console - Review Functional Skill Exemptions & Results(Add/Edit) | Can add or edit the Exemptions or Results sections of the Functional Skills panel in a Review. |
| Tutor Console - Trainee Tutor Feedback | Can give feedback to the Trainee Tutor |
| Tutor Console - View all Learners in Assigned Groups | Can view all learners in assigned groups using the dropdown option View>All learners |
| View All Groups | Allows an administrator to view all groups in the group structure, not just those they are assigned directly to |
| Work Coach | Employability equivalent of a case-owner |
Note: Certain roles may only be visible when they are enabled at the account programme level. For example, you will see the four Process Automation related roles only if you have Process Automation enabled at the tenant level.