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
Using the NAS integration functionality, you can push a job from Aptem to Recruit an Apprentice as a vacancy.
Initial configuration
The initial configuration needs to be set up by the Support team. Please provide the System Key of your NAS account to the Support team to ensure that NAS integration can be set up for your tenant. The System Key can be generated in your NAS account.
Enabling the NAS integration
To enable the NAS integration:
- Navigate to the Jobs token in the account programme. Ensure that the NAS integration checkbox is ticked.
- On the NAS tab, enter the system key. This key can be generated in your DAS account.
- Click Confirm.
- Back on the Account Program screen, click Confirm to save your changes.
Create a vacancy and upload to NAS
Navigate to the Jobs tile, and set up the vacancy on the Jobs screen. You must create a job with an “Apprenticeship” contract type. You can also edit a job and upload it to NAS. Make sure that you fill in the mandatory fields.
Mandatory fields
The following field details are mandatory to fill while raising a NAS Vacancy. The fields have been marked mandatory (M) or optional (O).
- Organisation (M)
- Title (M)
- The title must contain the word 'apprentice' or 'apprenticeship'.
- Description (M).
- A maximum of 350 characters, this feeds the description and short description fields.
- Address (M)
- You must specify Address line 1 and postcode.
- Web address (O)
- Wage Type (M)
- Fixed Wage Yearly Amount (M)
- This field is mandatory if the Fixed Wage wage type is selected.
- Contact (M)
- Contract Type (M)
- 'Apprenticeship' must be selected.
- Working hours (M)
- Maximum enrolments (number of vacancies) (M)
- Expiration date (closing date) (M)
- Desired skills (M)
- Desired personal qualities (M)
- Qualifications (M)
- At least one qualification must be entered.
- Future prospects (M)
- Training to be provided (M)
- Employer description (M)
- Expected duration in months (M).
- Must be at least 12 months. The minimum duration of each apprenticeship is based on the apprentice working at least 30 hours a week, including any off-the-job training they undertake. Extend the minimum duration when the working week is fewer than 30 hours using the following formula: 12 x 30/average weekly hours = new minimum duration in months; or 52 x 30/average weekly hours = new minimum duration in weeks.
- Expected start date (M)
- Hours per week (M)
- Must be between 16 and 48.
- Training code (M)
Notes
- You must have the organisation set up, either previously or you can create one from within the Jobs screen.
- 'Expected Start Date' must be after the specified application closing date.
Upload to NAS
Once you fill in the mandatory fields, you can send the vacancy using Upload to NAS option displayed on the top-right, beside the Edit job option on the top-right of your screen.
If the job upload to NAS is successful, a confirmation message is displayed. Also, the 'Upload to NAS ' button will no longer appear on the Job profile page as the API does not allow administrators to duplicate job records or update an already existing Job record.
Apply for the job
Once the job record is uploaded to NAS, any user who visits the 'Recruit an Apprentice' web site can view the job and apply for it.
To apply for the uploaded Aptem job, the user should follow the corresponding link to get to Aptem Job Application form. The job application form will reflect key details of the job, and the user can fill in the form and apply for the job.
Please note that the First Name, Last Name and Email fields are mandatory. The Email field is validated and must be unique across the tenant - otherwise, the applicant will see a warning message. The message reads: “This portal requires a unique email. The email you entered has already been used”, and the applicant will not be able to submit the form.
Once the form is submitted, the applicant will be redirected to your Aptem tenant sign in page.
Manage applicants
Once the applicant submits an Aptem job application form, a new learner is created in your tenant as a 'Prospect'.
The learner details will reflect those the applicant provided:
- First Name
- Last Name
- Phone number
- Address
The learner will be allocated to the earliest root User group created in tenant. The learner will be put onto the account programme. The learner’s case owner will remain blank until corrected.
If the applicant attached their CV in the Aptem job application form, this will be available from learner’s CVs page. It shows up as a completed, non-editable file.
The learner will also be linked to the job they applied for, and the status of job application will be ‘Applied’. Additionally, the job record will be displayed in the following places:
- The learner’s User Profile page > Managed job and in the placements/workshops section.
- Candidates grid
- Job Profile page > Users/Candidates section
If you want to contact the applicant, but remove them from the Aptem tenant, you can use learner contact details to start a conversation with them outside the Aptem platform. You can then delete the job application from the learner’s User profile, and mark the learner as 'Cancelled'.
If you want to keep the learner in the Aptem tenant and further manage their job application, please set a case owner for the learner. Use the ‘Send invitation’ option from the learner’s User profile page so that the learner can activate their Aptem account.