Register a learner with epaPRO (Proficient)

Additional integrations / Add-ons

This article is about additional integrations / add-ons that are not part of any Aptem Apprentice package. If you want to use this functionality, please contact your Customer Success Manager. See Aptem Apprentice pricing and packages for information about the packages.

Overview

For a learner enrolled onto a 'Training - Apprenticeship'  delivery programme, an End Point Assessment tab will be displayed on their Learner Profile.

After an epaPRO Integration has been set up for your tenant, and an epaPRO connection has been created, Aptem runs an automated process to register learners with epaPRO. In some cases, where the automated process does not register the learner, a tutor can manually register them with epaPRO.

Once a learner has been registered, updates made to the learner details in Aptem will also by synced to the learner's epaPRO records. For details, see: Updation of learner details with epaPRO.

However, if you update Learner details in epaPRO (e.g. learner email), these will NOT be synced back into Aptem.

Automated learner registration

After you have created a connection with epaPRO, Aptem runs an automated nightly bulk process to register learners where they meet all of the following conditions:

• Learner is enrolled onto a delivery programme with delivery type "Training - Apprenticeship"

  • If you want to register Learner for specific Specialism, please make sure the Learner is currently enrolled onto a Programme which is mapped for desired Specialism in the Connection Settings.

• Learner has been on programme for at least 42 days since start date

• Programme status is "Active"

• The required learner information is populated:

  • Learner > ILR > Programme Aim > Apprenticeship Standard Code (StdCode)
    (should match Standard Code specified in "Settings > Integrations > End Point Assessment > Connection > Standard")

    • In case of registering Learner for specific Specialism, make sure Standard Code corresponds to the Standard Specialism belongs to

  • Learner > ILR > Programme Aim > End point assessment organisation (epaOrgID)
    The system looks at Learner’s EPAO ID in their ILR episode.

    • If this matches the EPAO ID specified on the Connections grid, the learner automatically with EPAPro.

      • If this does not match, you must: record the EPAO registration manually.

  • Learner > First name

  • Learner > Surname

  • Learner > Date of birth

  • Learner > ILR > Sex

  • Learner > ILR > Ethnicity

  • Learner > NI Number

  • Learner > ILR > ULN

  • Learner > Email

  • Learner > Mobile

  • Learner > Employer > Name

  • Learner > Employer address > Address 1

  • Learner > Employer address > Postcode

  • Learner > current Programme episode > Programme start date

  • Learner > current Programme episode > Programme end date

  • If case owner and manager are specified in User Details, then following fields are also required for EPApro registration:

    • Learner > Case Owner > Mobile

    • Learner > Manager > Mobile

Once the information is entered correctly, a Register Learner button will appear on the End Point Assessment tab within the individual learners profile. 

Note - if this information has not been populated there will be a message within the individual learner profile similar to the example below:

The system then looks at their EPAO ID in their ILR file. If this matches the EPAO ID specified on the Connections grid, the learner automatically with epaPRO. If this does not match, you must record the EPAO registration manually.

If registration is successful, the following information from epaPRO is recorded against the learner record:

• EPA Learner Id

• EPA Learner Status

• Date Created

• Date Modified

• EPA Source

• Connection Id

The Standard version field shows which version of the apprenticeship standard the learner is registered against. This is important for epaPRO submissions: if the correct standard version is not set, gateway requests may be rejected.

Before registering the learner with epaPRO, confirm the standard version shown is correct. If it is blank or incorrect, update it via the learner's programme details before proceeding.

If Enable Learners Registration Email option enabled for tenant, Learners will receive "New User Created" email from epaPRO with credential details, so that they can activate their Apprentice account and log into epaPRO platform.

You can also check that Learner has been successfully added to epaPRO by navigating to https://{yourEPAProAccount}.epapro.co.uk/modules/users/apprentice page in epaPRO.

Why am I seeing an error when registering a learner for epaPRO?

A common cause is a curly apostrophe (') in the learner's name or details. This character is often introduced when copying and pasting from a Word document, email, or web page, which automatically converts straight apostrophes (') to curly or "smart" quotes. epaPRO does not accept curly apostrophes.

To resolve this:

1. Review the learner's details on their Aptem profile. Check all text fields, paying particular attention to any field containing an apostrophe (for example, a surname such as "O'Brien").

2. Delete the curly apostrophe and re-type it directly from your keyboard. Typing directly inserts a straight apostrophe.

3. Save the learner's profile.

4. Attempt the epaPRO registration again.

If the error persists after checking all fields, contact Aptem Support.