Sponsor User Guide

Learn how to use your Sponsor account.

Overview

Sponsors are the core of your experience with ApprentiScope. They allow you to manage all aspects of a multi-employer apprenticeship program from one place – on any device. Sponsors can manage multiple employers, occupations, users (apprentices, mentors & supervisors), create cohorts of users, conduct performance evaluations, track wages and much more. Data like time logs, course grades, evaluation scores, wage increases, and more from all of your employers all flow from your users directly to you, eliminating manual data entry and making your life much, much easier. ApprentiScope is the hub for your Apprenticeship program. In the following pages, we will walk you through each feature of your Sponsor account and how to use them.

If you have any questions about this guide, feel free to contact us via Live Chat in the bottom right corner of the screen or click here to submit a Support Ticket.

Dashboard

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The Dashboard provides an at-a-glance overview of your apprenticeship program, including summaries of your employers, apprentices, and occupations. In addition, we have the Navigation Drawer on the left-hand side of the screen and the Toolbar located at the top of the screen. These two elements include lots of important functionality that is explained below.

 

Toolbar

Notifications

 

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Clicking on the bell icon in the top toolbar will reveal your notifications menu. Notifications provide you with a short summary of what has happened while you were away. To view a notification’s content click it or delete it by clicking the X button on the right-hand side.

                                                                                                                                                                    

 

Toolbar

Account Menu

 

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Located in the top right corner of your screen, the Account Menu is where you can view your account information, report issues, visit Helpdesk, and sign out of your ApprentiScope account.

                                             

 

                                                                                                                                                                               

Toolbar

Report an Issue

 

If you run into an issue with your account or something isn’t working correctly, we’d love to know about it. To report an issue, click on your Account Menu and select the second option labeled Report an Issue.         

                                                                                                                          

Toolbar

Helpdesk

 

If you need help with your account, visit our Helpdesk by opening your Account Menu and selecting the third option labeled Helpdesk. Here you can view documentation, schedule support sessions, and live chat with our Support Team.

 

 

 

Profile

General

 

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The Profile page is accessible by opening your Account Menu and clicking on the first item labeled My Account. Here you’ll find an overview of all the information associated with your account and the ability to change your password, change your profile picture, and manage your subscription. On the General tab, you can edit your information by clicking the Edit button on the top right. If you would like to edit your personal name or location, please contact support.

Profile

Account

 

The Account tab is where you can change your password or change your profile picture. To change your password, simply click Change Password and a dialog box will appear, prompting you to enter your old password & new passwords.

Profile

Billing

 

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On the Billing tab, apprentices can upload documents to their Administrators. Simply click the blue Upload button in the top right corner and follow the instructions.

Profile

Settings

 

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On the Settings tab, you can adjust the look and feel of your account by toggling on Dark mode. More settings are in the works!

 

Employers

 

On your Employers page, you can view a list of your employers, add new employers, and view specific employer information & data. To create a new employer, simply click the Create Employer button located in the top right-hand corner of the screen and fill in the required fields. Once you’ve added your employers, simply click on the employer name to view details.

 

 

Apprentices

 

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On your Apprentices page, you can view a list of your apprentices across all of your partner employers and occupations, log hours, and generate batch reports. As of July 1st, you can generate Apprentice Agreements (Form 671 or state-specific agreement), Weekly OJT Reports, and Yearly OJT Reports by selecting apprentices (by clicking their corresponding checkbox) then clicking the Download Reports button.

 

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To log hours on behalf of an apprentice, simply click the clock icon on the right-hand side of their item card shown above.

 
 

 

Applicants

 

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On your Applicants page (if applicable), you will be able to review applicants that your Sponsor/Intermediary has submitted for your approval. To view applicant details, simply click on their name and you will be brought to their Profile Details page where you can review their experience, documents, and resumes.

 

Weekly Summary

 
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On the Weekly Summary page, you can view an in-depth breakdown of your apprentices’ completion for the current (or past) week. On the right-hand side of each item, you’ll see a button. If the apprentice has submitted time for the current week, you’ll have the ability to view/edit/approve their hours by clicking the double-check button but if they haven’t, you can remind them by clicking the email button.
 
 
 
 
If you’d like to generate a report (PDF) of the weekly or monthly summary, simply click the Download Reports button and select the desired report
 

 

 

 

Cohorts

 

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The Cohorts page allows you to create cohorts to track apprentices in greater detail. Cohorts are optional but are commonly used across multiple industries to group and track apprentices that start an apprenticeship at the same time.

 

To create a new cohort, click the Create Cohort button in the top right-hand corner of the screen, as shown above.

 

Cohorts

Details

 

To view the details about a given cohort, click on the title of a cohort on the Cohorts tab. Here, you can view or remove apprentices from the cohort you selected.

 

 

Occupations

 

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The Occupations tab allows you to manage all of your apprenticeship occupations in one place. You can add new occupations or edit existing occupations here. To create an occupation, click the Create Occupation button in the top right-hand corner, then follow the directions shown.

 

Reports

Standard Reports

 

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Your Reports page is split up into three tabs: Standard Reports, Custom Reports, and Saved Reports. The first of these tabs, Standard Reports allows you to quickly run pre-made reports. Simply click the report you'd like to run, and it will execute and display the results as shown below.

 

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Once your report has run and presented its results, you can view the results in a scrolling list, or download the report to PDF or CSV files. To download, simply click the Download button in the top right corner of the dialog box, then select the file format you'd like to download.

Reports

Custom Reports

 

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If you want to pull a more specific report, navigate to the Custom Reports tab. Here you can build your own report by choosing your primary and secondary data sets, then filter your results by field. 

 

Once your report has run and presented its results, you can view the results in a scrolling list, download the report, or Save the report to your company's profile. To download, simply click the Download button in the top right corner of the dialog box, then select the file format you'd like to download. To save the report, simply click the button labeled Save Report next to the Download button. Once you save a document, it will be available in your Saved Reports tab.

Reports

Saving & Sharing

 

On the Saved Reports tab, any Administrator in your organization can view a list of the reports you've saved and re-run them whenever they'd like. To share a report via a private link, click the three dots on the far right side of the report item, then click Share

 

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Once you've opened the Share Report dialog, select the duration that you'd like to share the report for (Day, Week, or Month), and add anyone whom you'd like to be able to view the report (they'll also receive an email with viewing details). To save these settings, simply click the blue save button in the top right corner.

 

User Management

General

 

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On the User Management page, you can view all the users that have an account within your organization, the status of any active invitations that you have sent out to new users, and any reminders that you’ve created.

To deactivate a user, scroll over the user you wish to deactivate, then click on the three vertical dots that appear to the right of the user’s information. You should see a dialogue box that prompts you to deactivate the user. Click this box.

Note: When you deactivate a user’s account, they will no longer be able to log in. Deactivating a user does not delete any data associated with that user. If later you would like to reactivate the user, simply follow the steps above and click ‘Activate User’. Your ‘Active Users’ count, which is used for billing, does not include deactivated users.

User Management

Invitations

 

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On the Invitations tab, you can view all pending invitations. If you'd like to revoke an invitation or copy the direct link to an invitation, click on the three vertical dots and either click Revoke Invitation or Invite Link.

 

Invite Users

Authenticated

 

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Your Invite page is divided into three tabs: Authenticated, Managed, and Invite Links. On the Invite Users page, you can invite new users to the platform by filling out the form. You may also batch upload a CSV file to expedite the invite process by clicking Batch Invite, then, click Help to download a CSV template.

Note: Once all required fields are filled out (User type, email, occupation), a blue + button will appear on the right-hand side of the invitation card. Make sure to click this button to ensure your invitations are added.

Invite Users

Managed

 

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Managed users function exactly like Authenticated users, but they will not have their own ApprentiScope account and therefore will not be able to log in. They are for administrative tracking only. To add Managed users, click the blue Get Started button and follow the tutorial.

Invite Users

Invite Links

 

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Invite links are public links that will allow new users to create accounts for specific scenarios without requiring you to send them invitations. In other words, if you have tons of users you need to invite, instead of sending invitations to each of them, you can simply set up public Invite Links that they can all use to create an account.
 
If you have any questions about this guide, feel free to contact us via Live Chat in the bottom right corner of the screen or click here to submit a Support Ticket.