The list of resources below are based on functionality most commonly requested by new clients as the go though onboarding, transition and platform rollout. Reach out to your Customer Success Manager (CSM) for additional assistance.
PROGRAM/OCCUPATION SETUP
Initial program setup is completed by our onboarding team. However, you have access to all onboarding functionality for future program setup or for editing any currently set programs. Editing an occupation changes that occupation for all apprentices assigned to it, so you may want to check with your CSM to confirm any impact your changes may have on apprentice records.
How to Enter Work Process & Educational Requirements for a Program
How to Change Default Evaluation Scales for Pre-Set Competency Evaluations
How to Set Program Wage Schedules
APPRENTISCOPE USER TYPES
User Types and Settings & Permissions
Before providing users with platform access or inviting new users to the platform, be sure to confirm the user type you want them to have and that the user type’s platform permissions meet your needs.
How to Customize Settings & Permissions
Creating Test Accounts (Multiple Profiles)
The ApprentiScope platform looks different for each User Type. To view the platform for different user types, you can create test accounts. This will allow you to have multiple profiles using your same account. .
CREATING APPRENTICE ACCOUNTS
There are 2 ways to create apprentice accounts.
- Add a managed account for your apprentice.
- Invite apprentices to create their own authenticated accounts using our invitations or public links.
How to Create Managed or Authenticated ApprentiScope Accounts for New Participants
The link above:
- Explains the difference between managed and authenticated accounts
- Provides instructions for setting up both managed and authenticated accounts
- Includes additional, related links:
How to Invite New Participants Using a Public Link
How to Create Managed Accounts & Upload Profile & Demographic Data in 1 Process
How to Convert Managed Users to Authenticated Users
How to Introduce Participants to ApprentiScope Prior to Giving them Platform Access (email templates) - Link shows the process participants will see if they are: 1) invited as authenticated or 2) have managed accounts converted to authenticated accounts - the processes are different.
ADDING PARTNERS & CREATING PARTNER USER ACCOUNTS
How to Add Partner Organizations & Create Partner User ApprentiScope Accounts
The link above includes how to:
- Add partner organizations to ApprentiScope, which must be done before inviting individual partner users
- Create managed accounts for partner users
- Invite partner users to create an ApprentiScope authenticated account
- Convert managed accounts to authenticated accounts
ENTERING or EDITING APPRENTICE PROFILE, DEMOGRAPHIC, or OTHER DATA
Whether you invite your apprentices as authenticated (and they enter their own profile and demographic data) or you create managed accounts for them, you can always input and/or edit apprentice data. Such data may be necessary for future functions, such as registering apprentices in RAPIDS or generating apprentice agreements.
Some data can be batch added or edited for multiple apprentices at the same time, while other data must be edited for one apprentice at a time. Some data can be edited both ways.
How to Update or Impact Multiple Participant Records Simultaneously Using Batch Actions
The link above provides options for batch handling multiple types of data:
- Batch Edit (1 data field at a time w/ same input for multiple apprentices)
- Participant Status (active, cancelled, suspended, or completed) or Program Progress (on or off track)
- Batch submit OJT/RTI
- Upload RAPIDS data, PIRL data, Supplemental Data, or Grades
- Create Tasks or Send Reminders
- Create Internal Notes
How to Edit Apprentice Information (1 apprentice at a time)
SUBMITTING PAST OJT & RTI HOURS & COMPETENCY EVALUATIONS
You can submit all apprentice PAST on-the-job training (OJT) and/or related technical instruction (RTI) hours (completed prior to ApprentiScope) to the platform.
Such data can be submitted as:
- All past hours on one day broken down by competency for each apprentice
- All past hours on one day in a lump sum for each apprentice.
- All past hours on the day they were worked broken down by competency for each apprentice.
Your choice will determine the approach below that is most efficient for entering the data.
How to Batch Submit OJT/RTI Hours for Multiple Apprentices (if hours are same for multiple apprentices whether input as a lump sum or by competency)
How to Submit & Edit OJT and RTI Hours on Behalf of Apprentices (1 apprentice at a time; lump sum or by competency)
How to Batch Submit OJT/RTI Hours for Individual Apprentices (if hours vary by individual apprentice & you want the past hours recorded on the exact day the hours were worked)
How to Conduct Competency Evaluations for Participants - An OJT competency evaluation can be submitted at any time to document past-evaluated competencies, however it will be dated the day the evaluation was conducted in ApprentiScope.
TRACKING CURRENT OJT & RTI COMPETENCY/COURSE COMPLETION
The options below are for tracking current/ongoing program process.
OJT Hour Submissions
How to Submit, Edit and Delete OJT/RTI Hours (instructions for apprentices)
How to Remind Apprentices to Submit OJT Hours (if they have not submitted hours for a given week or month)
How to Submit & Edit OJT and RTI Hours on Behalf of Apprentices
How to Approve Apprentice-Submitted OJT and RTI Submissions
How to Edit or Delete OJT and RTI Submissions
For time and hybrid-based programs, hours will show next to each competency on an apprentice’s progress tab, and their total hours will show in the top overview section of that tab. Both are also available on standard reports.
For competency-based programs, hours can be submitted for each competency. However, only the total hours will show on the apprentice’s progress tab. Hours for individual competencies will appear on standard reports.
OJT Competency Evaluations (competency & hybrid-based programs only)
Your system is currently set up with a default evaluation scale and a 75% completion threshold for evaluating competencies. Default ratings = unsatisfactory, needs improvement, satisfactory, excellent.
How to Change Default Evaluation Scales for Competency Evaluations
How to Conduct Competency Evaluations for Participants
If you need a history of all competency evaluations, do NOT use Drop-Down competency evaluations in the instructions above. Only Direct and Apprentice Requested Competency Evaluations generate a Performance Evaluation pdf for each evaluation conducted. All three methods can be used at the same time.
RTI Course Completion (with or without hour options)
Currently, an RTI course can be marked as complete in ApprentiScope by 1) submitting the hours required for the course (via RTI hour submission or QR code), OR 2) by marking its status as complete in the RTI Details box (no hour submission required).
How to Submit & Edit OJT and RTI Hours on Behalf of Apprentices
How to Submit Apprentice Class Attendance (RTI Hours) with QR Codes
How to Track RTI Course Progress Without Submitting Hours
RTI GRADES (Optional) - This functionality area is currently undergoing updates, so please reach out if you'd like to discuss specifics.
Inputting grades for a course, does not mark a course complete.
How to Enter Apprentice Grades (Allows submission of all grade types-assignments, tests, final, etc - and are viewable by apprentices with platform access)
How to Batch Edit Apprentice Information (Allows you to batch upload apprentice grades)
How to Track RTI Course Progress Without Submitting Hours (Allows final grades only to be entered but is not viewable by participants)
GENERATING RAPIDS REGISTRATION & APPRENTICE AGREEMENTS
How to Generate a RAPIDS Apprentice Registration Report
How to Generate Automated Apprentice Agreements with Integrated E-Signatures
TRACKING WAGES
How to Set Program Wage Schedules
How to Approve Wage Increases for apprentices
COHORTS
How to Create & Edit Apprentice Cohorts
How to Submit a Journal Entry (apprentice instructions)
JOURNAL ENTRIES
Create Journal Prompts (video instruction link)
Review Journal Entries (video instruction link)
How to Submit a Journal Entry (participant instructions)
REPORTS
How to Generate OJT & RTI-Related Standard Reports
COMMUNICATING with APPRENTICES & PARTNERS
How to Create a Task or Reminder for Multiple Apprentices (Batch)
How to Create Tasks for Individual Apprentices
How to Schedule Automated Recurring Reminders
How to Create Reminders for Individual Apprentices
TRACKING INTERNAL NOTES, COMMUNICATIONS & SUPPORTIVE SERVICES
How to Use Internal Case Management on ApprentiScope
How to Track Grants in ApprentiScope (requires add-on Grant Management package)
APPRENTICE RESOURCES
Apprentice User Guide (images, descriptions, and some basic how to's on navigating ApprentiScope and key functions)
How to Submit, Edit and Delete OJT/RTI Hours
How Apprentices Can Upload Files
PERSONNEL RESOURCES (non-sponsors)
Employer Administrator User Guide (images, descriptions, and basic how to's on navigating ApprentiScope and key functions)
Supervisor User Guide (images, descriptions, and basic how to's on navigating ApprentiScope and key functions)
ADDITIONAL RESOURCES
How to Install ApprentiScope App on iOS
How to Install ApprentiScope App on Android
How to Setup and Use Single Sign On (SSO)
RECRUITING (if included in contract)
ApprentiScope Recruitment Overview
How to Use Sponsor-Lead Recruitment
How to Use Employer-Led Recruitment
You can create a public link for each of your programs and then provide the link to applicants via a link, QR code, or by embedding the link in a website. The links allow applicants to click an APPLY NOW button, which will take them to the ApprentiScope account creation process. As part of that account creation process, they will be required to provide: 1) personal information, 2) demographics (RAPIDS), and 3) any custom/supplemental data fields (additional paid service) you request we build into the account creation process.
How to Create a Public Link to Recruit & Track Program Applicants
How to Capture Supplemental Data During Applicant or Apprentice Onboarding
Once your applicants complete the ApprentiScope account creation process, they will be taken to their ApprentiScope Dashboard on which they will see their Checklist - a list of tasks/prerequisites you indicate they must complete in order to be considered for the program.
How to Create an Applicant Checklist (Prerequisites)
GRANT TRACKING (if included in contract)
Tracking Grants in ApprentiScope
How to Use Internal Case Management on ApprentiScope (tracking of supportive services)
How to Capture Grant Data During Applicant & Apprentice Onboarding