How to Add Partner Organizations & Create & Convert Partner User ApprentiScope Accounts

User Types: Regulators, Sponsors & Employer Administrators

Partners on ApprentiScope are the organizations and/or educational institutions at which apprentices complete their on-the-job training or related technical (educational) coursework.

This articles provides instructions on how to:

1. Add partner organizations to ApprentiScope

Before individual users from an organization can be given accounts on ApprentiScope, their organization must be added.

2. Invite partner users (employees) to create an ApprentiScope authenticated account

If you want partner users to have immediate access to ApprentiScope, use this method.

3. Create managed accounts for partner users (employees)

If you want to create an account for a user but not give them immediate access, use this method.

4. Convert managed accounts to authenticated accounts

If you want to give users with managed accounts actual platform access, follow these instructions.

Adding a Partner Organization to ApprentiScope

Before you can create an account for a partner employee, you first must add their organization/institution to the platform.

Step 1: Navigate to PARTNERS on the Blue Navigation Bar and Select Either Employers or Providers.

Employers are organizations that provide on-the-job training (OJT) for apprentices.
Providers are organizations that provide related technical or educational coursework (RTI) for apprentices.

Step 2: Click CREATE+ and Complete the New Employer or Education Provider box. Click SAVE.

Only employer/provider organization name is required. All other fields can be entered or edited at any time by clicking on the name of the organization from the Partner-Employer or Provider main page.

After saved:

Invite Partner Employers to create an ApprentiScope Authenticated Account

If you want a partner employer to have immediate access to Apprentiscope, you will need to invite them to create their own authenticated account. Once the steps below are completed, the user will receive an email from ApprentiScope with a link to create their account. If a partner employer already has a managed account skip to instructions below for converting their account to authenticated.

Step 1: Navigate to INVITE on the navigation bar

Step 2: Confirm that the "Authenticated" tab is highlighted.

Step 3: Click "Create Invitation +" to invite a user to create their own account on ApprentiScope. You will be asked to enter the information below and click save,

select their user type - ApprentiScope User Types - Review this document if you are not familiar with the various user types available on ApprentiScope.
enter their email address
select their employer (from the list of your partner organizations
for those with a mentor user types, you will need to assign the occupation they work with

Step 4: Click "Create Invitation +" to add another user to invite. When you have added all the people you'd like to invite, click "Send Invitations".

Note: After clicking SEND INVITATIONS, users will receive an email from notifications@apprentiscope.com inviting them to create their account.

Step 5: To review who has been invited but not yet accepted their invitation by creating their account, Click MANAGE on the navigation bar and then "Invitations".

This page will show you the date you sent out an invitation to each user and whether it has been reviewed or not.

Note: When a user creates his/her account, they will disappear from the Manage Users-Invitations tab and reappear on the Manage Users - Users tab.

Step 6: To Revoke or Resend an Invitation before it is accepted, hover over the users 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 user accounts. Instead, either:

1) Revoke the invitation and then resend the invitation using the steps 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.

Create managed accounts for partner users

If you want to create an account for a partner user but NOT give them immediate access to Apprentiscope, you will need to create a managed account for them. At any time later, you can give them access to their ApprentiScope account by converting their managed account to an authenticated account.

Step 1: Navigate to INVITE on the navigation bar.

Step 2: Click the "Managed" tab at the top of the page.

Step 3: Click "Create Invitation +" to create the account. You will be asked to enter the information below and click save,

select their user type - ApprentiScope User Types - Review this document if you are not familiar with the various user types available on ApprentiScope.
enter their email address, first and last name
select their employer (from the list of your partner organizations
for those with a mentor user types, you will need to assign the occupation they work with

Step 4: Click "Create Invitation +" to add another user to invite. When you have added all the people you'd like to create accounts for, invite, click "Add Users".

Note:

Once "Add Users" is clicked, the managed account will be created and that user's account will appear on the MANAGE page (blue navigation bar) on the "Users" tab.

Convert managed non-participant accounts to authenticated accounts

Notes: Authenticating an account will give the user access to their account on the platform.

Step 1: Navigate to MANAGE > Users on the navigation bar

Note: Accounts that show "Authenticated" on the far right are already authenticated. Accounts that show "Managed" can be converted.

Step 2: Click the white box next to any user whose account you want to authenticate, and click ACTIONS" at the top of the list.

Step 3: Click "Authenticate Users"

- When you do the partner user will receive an email asking them to reset their password (since technically they already had an account). Once they follow the instructions given, they will be able to log into ApprentiScope.