Overview
As an administrator with the Compliance Mass Processing role, you can select multiple records and sign them all at once, or sign them and invite a specific employer contact to sign.
Mass processing allows administrators to re-sign existing documents using Sign all, or invite a different employer contact to sign using Sign and invite employer.
Signing multiple documents
Select Signatures from the left navigation. Select one or more records in the Signatures grid using the checkboxes. These checkboxes are visible if you have the Data export, Mass processing, or Supervisor role.
When you select one or more records, a banner appears showing the number of selected items and offering options to export them, sign them, or sign and invite an employer to sign.
The export option is available on the Signature required, Waiting for others, and Completed tabs. It is not available on the Not created tab.
Sign all
Selecting Sign all applies your signature to all selected documents. A "Please wait, signing in progress..." message is displayed while signatures are being applied.
Sign all and invite employer
Selecting Sign and invite employer opens the Select employer contact screen, which lists the organisations linked to the selected learners. The organisation name, address, and number of documents to be signed are shown for each.
Note: if you want the learner's designated line manager to sign the documents, return to the previous step and select Sign only instead.
Under the Select contact column, use the dropdown to choose an existing employer contact to invite for each listed employer. Only one signatory per employer is permitted. If you need different signatories for different employers, select Cancel, return to the previous step, and select only the documents corresponding to a single signatory.
You can expand each organisation in the list to see the learner or programme, document, and requested date.
Selecting Sign all and invite employer displays a "Please wait, signing and employer invitation in progress." message while the action is completed.
Email notifications for employers invited via the Signatures grid
When you invite an employer directly from the Signatures grid to sign a compliance document, they receive an email notification with a link to access and sign the document without needing to navigate through Aptem.
This applies to employers invited directly from the grid, not to employers who are automatically notified because they are assigned as a learner's manager or mentor.
For the email notification to be sent, the following conditions must be met:
- The employer must have an employer login set up in Aptem.
- The employer login must be associated with the same organisation as the learner.
If the employer does not meet these requirements, the notification will not be sent and you may need to follow up manually.