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Overview: User Types, Settings & Permissions

User Types, Settings & Permissions covers the various user types for participant, non-participant, and applicant accounts on ApprentiScope; how access & permissions work for each type & who controls those permission settings.

User Types: Regulators, Sponsors & Employer Administrators

User Types

Everyone for whom an account is created on ApprentiScope must be assigned a user type as part of the account creation process.  This is true even if the user is being given a managed account, meaning they have no platform access.  The User Type determines whether and how other users can access and interact with an account &, if a user is given platform access, it determines their level of access & permissions.

  • User types are broken down into 3 categories: non-participants, participants, and applicants.  
    • Non-Participants are those who oversee, operate & work for a program & include the following user types: regulators, sponsors, administrators, supervisors, mentors & providers.
    • Participants are those enrolled in a program & include the following user types:  apprentices, youth apprentices, pre-apprentices & learners.
    • Applicants are those who have applied to enroll in a program.  This user type is only available in contracts that include the Recruitment package.
  • An ApprentiScope subscription type determines the top user type available.    
    • Regulator Subscriptions - Permit 1 regulator organization to oversee as many sponsor organizations as necessary, with each sponsor organization permitted to oversee as many employer organizations as necessary.
      • Regulator users are the highest permission level user type for regulator subscriptions.  They have access to all users & set their permissions, unless they delegate that role to the sponsor organizations. 
      • Sponsor users under regulator subscriptions only have access to users within their sponsor organization & employer organizations with whom they partner.  
      • Employer users under regulator subscriptions only have access to users who work for their company.
    • Sponsor Subscriptions - Permit 1 sponsor organization to oversee as many employer organizations as necessary.
      • Sponsor users are the highest permission level user type for sponsor subscriptions.  They have access to all users and set their permissions, unless they delegate that role to employer organizations. 
      • Employer users under sponsor subscriptions have access to only users who work for their company.  
    • Employer Subscriptions - Permit 1 employer organization to oversee the full platform.  
      • Administrator users are the highest permission level user type for employer subscriptions.  They have access to all users and set their permissions, 

User Type Permissions

  • Permissions control what users can see and do on ApprentiScope. Those permissions are based on a user's User Type.  Each User Type has a default set of permissions that can be edited by a subscription's highest permission level user.
  • Any change to a User Type's permission settings, changes the permissions for all users with that user type. 
  • The permissions available to each user type for toggling on or off vary but generally include the following categories:
    • Occupation Management - creating, viewing & editing occupations
    • User Management - creating, viewing & editing participant or non-participant records
    • OJT (On-the-Job Training) Management - submitting, editing, approving & certifying hours and/or marking competencies as complete
    • RTI (Related Technical Instruction) Management - submitting, editing & approving hours
    • Evaluation Management - viewing, creating & conducting competency & custom evaluations
    • Case Management - tracking internal notes & communications
    • Wage Management - reviewing, approving & denying wage progressions
    • Journals - submitting, viewing & commenting on journals
    • Reporting - creating & viewing aggregate standard & custom participant reports
    • Recruitment - viewing, accepting & rejecting applicants
  • See How to View & Edit User Type Settings & Permissions for a fuller discussion of the permissions available for each user type and how to edit them. 

If you have questions or need help, please submit a Support Ticket here