Learn how to create ApprentiScope accounts for new participants (apprentices, pre-apprentices, learners, or youth apprentices).
NOTE: There are 2 ways to create participant accounts.
- Authenticated Accounts - Invite participants to create their own authenticated accounts using our invitations or public links.
- Managed Accounts - Add managed accounts for your participants.
Authenticated versus Managed Accounts
Authenticated Accounts
- Authenticated accounts give participants immediate access to ApprentiScope.
- Participants receive an email invitation with a link to ApprentiScope that allows them to create their own account.
- Account creation requires participants to provide profile & demographic/RAPIDS data.
- Account creation optionally can require participants to provide grant & custom data.
- Instructions for Inviting Participants to Create their own Authenticated Accounts
- This method allows you to track who you invite. The public link method below does not; you will only know who creates an account.
- Instructions for Inviting Participants to Create their own Authenticated Accounts using Public Links.
Managed Accounts
- Managed accounts are created by program personnel.
- Participants with managed accounts do NOT have platform access and do not even know they have accounts
- Managed accounts can be created with or without profile & demographic data being added.
- Participants can be given access to ApprentiScope at any time by converting their managed accounts to authenticated accounts (see below - how to convert accounts; do not simply invite them as authenticated or they will have 2 accounts)
- Instructions for Creating Managed Accounts for Participants without profile or demographic data
- Instructions for Creating Managed Accounts & Uploading Profile & Demographic Data in 1 Process
Converting Managed Accounts to Authenticated Accounts
- Converting managed accounts to authenticated accounts gives participants platform access.
- Apprentices receive an email asking them to reset their ApprentiScope password (since they already have an account) and then they can log into the platform
- Participants with converted accounts are NOT required to provide profile or demographic data to access the platform. They can be requested to add it after the fact.
- Instructions for Converting Participant Managed Accounts to Authenticated Accounts
Inviting Participants to Create their own Authenticated Accounts
Step 1: Click INVITE on the Navigation Bar
Step 2: Confirm that "Authenticated" is highlighted, and Click "Invite External Users"
Step 3: Select the Participants Employer from the Dropdown & Click Continue
Step 4: Complete the Invite Users Boxes and Click ADD+
Select the participants User Type as appropriate. Enter their email address, and select their occupation.
Note: You will then be given the chance to add additional participants with the same employer, before sending out the official invitations.
Step 5: After Adding all the Participants you want to invite, Click SEND INVITATIONS
The "Send Invitations" button will not be highlighted until ADD+ has been clicked for at least 1 participant.
Note: After clicking SEND INVITATIONS, participants will receive the email below from notifications@apprentiscope.com inviting them to create their account and log into the platform.
Step 6: Once an invited participant creates his/her account, they will appear on the appropriate PARTICIPANTS list.
Step 6: To review participants who have been invited but not yet created their accounts, Click MANAGE on the navigation bar and then INVITATIONS
This page will show you the date you sent out an invitation and whether it has been reviewed or not.
NOTE: When participants complete their account login, they will disappear from the Manage Users-Invitations tab.
Step 7: To Revoke or Resend an Invitation before it is accepted, hover over the participant's name and click the 3 Vertical Dots that will appear at the end of the row.
NOTE: DO NOT RESEND AN INVITATION BY JUST REPEATING THE INSTRUCTIONS ABOVE. Doing so may lead to duplicate participant accounts. Instead either:
1) Revoke the invitation and then resend the invitation using the steps 1-4 above, OR
2) Copy the Invitation Link and email it directly to the participant if they are not able to locate the initial invitation email from ApprentiScope.
Instructions for Creating Managed Accounts for Participants
Step 1: Click INVITE on the Navigation Bar
Step 2: Click the "MANAGED" tab at the top of the page OR "Add Managed Users" on the main page
Step 3: Click "Get Started"
Step 4: Select the Participants Employer from the Dropdown & Click CONTINUE
Step 5: Complete the Add Users Boxes and Click ADD+
Select the User Type as appropriate. Enter their email address, and select their occupation.
Note: After clicking ADD+ for the first participant, you will be given the chance to add additional participants.
Step 6: After Adding all the Participants from that Employer, Click CREATE USERS+
The "Create Users+" button will not be highlighted until ADD+ has been clicked for at least 1 participant.
Step 7: To view the account created, click PARTICIPANTS and the appropriate user types. Click a participant's name to view their full account.
Step 7: To Deactivate or Delete a Managed Account or Convert that Account to Authenticated (Active), click MANAGE on the blue navigation bar.
- All user always appear on the MANAGE-Users page, which shows whether the account is managed (no platform access) or authenticated (active, meaning they have platform access),
- Hover over the participant's row and click the 3 Vertical Dots that will appear at the end of the row to change the account. Select the option needed.
- Note: Be sure before you delete or deactivate an account. Apprentice and Applicant accounts also have STATUSES that can be changed by clicking on their name and editing their general data; statuses include completed, suspended, and excited and will allow you to keep their data.
