Enabling/Using the NAS integration

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, you can push a job from Aptem to Recruit an Apprentice as a vacancy.

Initial configuration

Initial configuration must be completed by the Support team. Provide your NAS account System Key to the Support team so they can set up the integration for your tenant. The System Key can be generated within your NAS account.

Enabling the NAS integration

To enable the NAS integration:

• Navigate to the Jobs token in the account programme and ensure the NAS integration checkbox is ticked.
• On the NAS tab, enter the system key. This can be generated in your Apprenticeship Service account.
• Select Confirm.
• On the Account programme screen, select Confirm to save your changes.

Create a vacancy and upload to NAS

Select 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 an existing job and upload it to NAS. Ensure all mandatory fields are completed.

Mandatory fields

The following fields are required when creating a NAS vacancy. Fields are marked as mandatory (M) or optional (O).

• Organisation (M)
• Title (M)
  • Must contain the word "apprentice" or "apprenticeship".
• Description (M)
  • Maximum 350 characters. This populates both the description and short description fields.
• Address (M)
  • Address line 1 and postcode are required.
• Web address (O)
• Wage type (M)
• Fixed wage yearly amount (M)
  • Required 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 is based on the apprentice working at least 30 hours per week, including off-the-job training. If the working week is fewer than 30 hours, extend the minimum using the formula: 12 × 30 ÷ average weekly hours = new minimum duration in months (or 52 × 30 ÷ average weekly hours = new minimum in weeks).
• Expected start date (M)
• Hours per week (M)
  • Must be between 16 and 48.
• Training code (M)

Notes

1. The organisation must be set up in advance, or you can create one from within the Jobs screen.
2. The expected start date must be after the application closing date.

Upload to NAS

Once all mandatory fields are completed, select Upload to NAS from the top right of the screen, next to the Edit job option.

If the upload is successful, a confirmation message is displayed. The Upload to NAS button is then removed from the job profile page, as the API does not allow duplicate job records or updates to an existing NAS vacancy.

Apply for the job

Once the job is uploaded to NAS, anyone visiting the Recruit an Apprentice website can view and apply for it. Applicants follow the link to the Aptem job application form, which pre-populates key job details for them to review and submit.

First name, Last name, and Email are mandatory. The email address is validated for uniqueness across the tenant. If the email is already in use, the applicant sees the message: "This portal requires a unique email. The email you entered has already been used." The form cannot be submitted until a unique email is provided.

Once submitted, the applicant is redirected to your Aptem tenant sign-in page.

Manage applicants

When an applicant submits the job application form, a new learner record is created in your tenant with a status of Prospect. The learner's details reflect what the applicant provided:

• First name
• Last name
• Email
• Phone number
• Address

The learner is allocated to the earliest root user group in the tenant and placed on the account programme. The case owner field remains blank until updated.

If the applicant attached a CV, it is available from the learner's CVs page as a completed, non-editable file. For more information, see CVs – overview.

The learner is linked to the job they applied for with an application status of Applied. The job record appears in the following places:

• Learner's User Profile page > Managed job and placements/workshops section.
• Candidates grid.
• Job profile page > Users/candidates section.

If you want to contact the applicant but remove them from the tenant, use their contact details to communicate outside Aptem. 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 tenant and manage their application, assign a case owner and use the Send invitation option from the learner's user profile page so the learner can activate their account.

Troubleshooting 

Why am I receiving a JSON error when trying to upload a job to NAS?

This issue is typically caused by the formatting used in the "Training to be provided" field. In particular, bullet point characters can prevent the text from being converted correctly into a string, resulting in a JSON error during the upload process.

To resolve the issue, remove the bullet points and replace them with a numbered or lettered list.

Example causing the error:
The modules taught are:

• Network Fundamentals

• Mobility and Operating Systems

• Cloud Fundamentals

• IT Business Principles

Example that uploads successfully:
The modules taught are:

1. Network Fundamentals

2. Mobility and Operating Systems

3. Cloud Fundamentals

4. IT Business Principles

Once the bullet points have been replaced, the job should upload successfully.