Learn how to use our E-Signature integration to generate, sign, and store legally binding documents, like Apprentice Agreements, without ever leaving ApprentiScope.
Step 1. Navigate to an Apprentice's Reports tab on their Profile Details Page
Note: Before generating an agreement for e-signatures, please preview the agreement to ensure that all required information has been fully auto-populated. See "Preview Note" at the bottom of this page for instructions on previewing agreements & entering additional information as necessary.
Step 2. Assign Signatories to Employers and Sponsors
Before you can send an e-signature request, you need to define which contact is responsible for signing Apprentice Agreements (aka the Signatory) within each organization that an apprentice is assigned to, which is typically the Sponsor and an Employer (optional). Once signatories are set, they will not need to be re-set for each additional apprentice.
Let's take Johnny Appleseed, for example (shown below). Let's say he's a new apprentice and we want to complete his Apprentice Agreement entirely through ApprentiScope. Follow these steps to do so:
1. Navigate to his Profile page.
2. Click on the Reports tab.
3. Find the Sponsor Signatory section of the Apprentice Agreement card and click the blue button labeled Assign to assign your signatory. If a signatory is already set, the name will be present and you will have the option to edit it if necessary.
Clicking assign or edit will take you to the organization's profile page, where you can assign the signatory by clicking the Edit icon in the top right corner, selecting the Signatory field, and clicking Save.
4. Repeat step 3 for the Employer Signatory, if applicable.
Apprentice Profile
Company Profile
Step 3. Send Document for E-Signature
Once signatories have been assigned, you should see the blue Request Signatures tab below. Select the Agreement you need, and then click the Request Signatures tab to send the selected agreement out for e-signatures.
Note: If you don't see the blue tab, please check to ensure your signatories are set properly. Signatories cannot have the same email address.
Apprentice Profile before requesting signatures
Apprentice Profile after requesting signatures
Once you've sent the document for signature, all signatories (Apprentice, Sponsor, and Employer) will receive task notifications (via email & in-app notification) from ApprentiScope that contain the unique e-signature links, shown below. PandaDoc is our e-signature platform of choice, so the URL will always begin with: https://app.pandadoc.com/s/
Note: Apprentices do not need to be authenticated to receive this notification and sign their agreements.
Sponsor Tasks page after receiving e-signature notifications
Step 4. View & Download Completed Apprentice Agreement
Once the agreement is signed by all signatories, you'll receive a notification that it has been completed, and is ready to view and download. Simply click the blue button that says Apprentice Agreement Completed to view and download the completed document.
Note: All agreements are also automatically stored in each apprentice's Files section of their Report tab.
Notifications menu
Apprentice Profile after Apprentice Agreement has been completed
PREVIEW NOTE:
To preview an apprentice agreement:
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Click an Apprentice's name on the Apprentice-Overview page, then click the Reports tab on the apprentice profile page.
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Scroll to the Reports section (the second box; just below the Apprentice Agreement section).
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C.lick the blue "Select Agreement" and select the agreement for preview.
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These steps will download a copy of the auto-populated form for you to review.
If an agreement is not fully auto-populating, you may need to enter additional data in ApprentiScope. Use the Guide below to determine the data missing from the report and where to enter it in ApprentiScope.
Form 671 Data Field |
Form 671 Section / Number |
ApprentiScope Page/Location | ApprentiScope Data Name |
How/When Usually Collected & Entered into ApprentiScope |
First Name / Last Name | A1 | Apprentice Profile | First & Last Name at top of page | Account Creation |
Middle Name & Suffix | A1 | Apprentice Profile | Middle Initial (only) | Account Creation |
Address | A1 | Apprentice Profile | Address | Account Creation |
Telephone Number | A1 | Apprentice Profile | Phone | Account Creation |
E-mail Address | A1 | Apprentice Profile | Account Creation | |
Social Security Number | A1 | Apprentice Profile | SSN (not required) | Account Creation |
Date of Birth | A2 | Apprentice Profile | Date of Birth | Account Creation |
Sex | A3 | Apprentice Profile | Gender | Account Creation |
Ethnicity | A4a | Apprentice Profile | Ethnicity | Account Creation |
Race | A4b | Apprentice Profile | Race: 5 Categories | Account Creation |
Veteran Status | A5 | Apprentice Profile | Veteran Status | Account Creation |
Education Level | A6 | Apprentice Profile | Education Level | Account Creation |
Employment Status of Apprentice | A7 | Apprentice Profile | Employment Status | Sponsor or Employer Entry |
Did Apprentice Complete Pre-Apprenticeship Prior to this Program | A8 | Apprentice Profile | Career Connection ("Pre Apprenticeship" =Yes) | Sponsor or Employer Entry |
Pre-Apprenticeship Program Name & Address | A8 | Apprentice Profile | Pre-Apprenticeship Program | Sponsor or Employer Entry |
Program Number | B1 | Sponsor Details | Sponsor Number/program number (of entity that owns occupation) | Sponsor or Employer Entry |
Sponsor’s Name | B1 | Sponsor Details | Name | Onboarding |
Sponsor’s Address | B1 | Sponsor Details | Address | Onboarding |
Telephone Number | B1 | Sponsor Details | Phone | Onboarding |
B1 | Sponsor Details | Onboarding | ||
Sponsor’s Principal Address | B1a | Sponsor Details | N/A (same as sponsor address) | NA |
Employer’s Name & Address | B1b | Employer Details | Company name/entity identified at top of page and Address field in general box (blank if same as sponsor) | Onboarding |
Occupation (title) | B2 | Occupation Details | Occupation title at top of page (default title unless formal title added) | Onboarding |
RAPIDS Code | B2a | Occupation Details | RAPIDS Code | Onboarding |
O*NET Code | B2b | Occupation Details | O*NET-SOC Code | Onboarding |
Interim Credentials Offered | B2c | Occupation Details | Interim Credential | Onboarding |
Occupation Type | B3 | Occupation Details | Training Approach | Onboarding |
Term Length | B4 | Occupation Details | OJT Hours (only for hybrid competenticies) | Onboarding |
Probationary Period | B5 | Occupation Details | Probationary Period | Onboarding |
Credit for Previous On-the-Job Learning Experience | B6 | Apprentice Details | Previous OJT Credit Hours | Sponsor or Employer Entry |
Term Remaining | B6a | NA | Auto-Calculated (Form 671 B4 minus B6) | Onboarding |
Credit for Previous Related Instruction Experience | B7 | Apprentice Details | Previous RTI Credit Hours | Sponsor or Employer Entry |
Date Apprenticeship Begins | B8 | Apprentice Details | Program Start Date | Sponsor or Employer Entry |
Expected Completion Date | B8a | Apprentice Details | Estimated Completion Date | Sponsor or Employer Entry |
Related Instruction Provider Name & Address | B9 | Provider Details - Education Provider | Company/entity name at top of page & Address | Onboarding |
Total Length of Related Instruction | B9a | Occupation Details | RTI Hours | Onboarding |
Are Wages Paid During Related Instruction | B9b | Occupation Details | RTI Payment Status | Onboarding |
Hours When Related Instructions is Provided | B9c | Occupation Details | RTI Time Frame | Onboarding |
Apprentice’s Entry Wage | B10a | Occupation Details | Entry Wage | Onboarding |
Journeyworker’s Wage | B10b | Occupation Details | Journeyworker Wag | Onboarding |
Wage Rage Units | B10c | Occupation Details | Wage Schedule - Click to see the full detail breakdown (looks different on form) | Onboarding |
Wage Rate | B10d | Occupation Details | Wage Schedule - Rate Type | Onboarding |
Name & Contact: Program Sponsor to Receive Complaints | B11 | Sponsor Details | Sponsor Primary Contact & Address (no separate entry) | NA |
Sponsor Signature | C3 | Sponsor Details | Sponsor Signatory | Sponsor or Employer Entry |
Employer Signature | C5 | Employer Details | Employer Signatory (not required unless an employer-sponsor) | Sponsor or Employer Entry |