How to Convert Managed Users to Authenticated Users

Learn how to effectively grant managed users access to their accounts by converting them to Authenticated Users.


Note: This guide assumes you have previously uploaded participants or partners as Managed Users. Managed Users do not have access to the ApprentiScope platform.  Converting a managed user to an authenticated user will give that user access to the platform.  

Step 1: Notify Users Before Conversion (Optional)

While this step isn't required, it helps ensure a successful conversion process.

Whether you choose to notify users verbally or through email, it's helpful to include the following information:

  1. What is ApprentiScope? Providing context for the platform can help new users understand why they are creating an account.
  2. What to expect. They should anticipate an email from asking them to reset their password. It can help to check their Spam folder if it doesn't appear in their primary inbox.

Please feel free to consider the following templates.

Step 2: Convert Users

There are three methods for conversion. Choose whichever fits your situation best:



Method 1: Individual User Conversion (for participants & partners)

This method is best used when converting only a few users.

Step 1: Navigate to your Manage [User Management] page


Step 2: Find the user you want to convert to Authenticated

Note: Accounts that show "Active" with a blue check mark are authenticated. Accounts that show "Managed" with a grey icon are managed.


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Step 3: Hover over any user and click the three vertical dots that appear on the far right

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Step 4: Click "Convert to Authenticated"

Note: The user you convert will display as "Active" when your page is refreshed.


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Method 2: Batch Conversion within ApprentiScope (participants only)

This method is best used for converting more than a few apprentices simultaneously.

Step 1: Navigate to your Apprentice > Overview page

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Step 2: Click the FILTERS and/or 25Ξ filter button  (Optional)

  •  The 25Ξ button will allow you to convert more users at once by showing you more apprentices on each page.
  • The FILTERS button will allow you change your apprentice list to only those apprentices that match the filter(s) you set (for example, only apprentices in a certain occupation or cohort)

Step 3: Click the White Framed Box Next to the Apprentice(s) you want to Convert 

  • You also can click the empty box next to "Name" to select all apprentices on the page.
  • Once you click at least one apprentice, the blue ACTIONS button will appear.

Pro Tip:  If you mark an already authenticated user, the system won't send them an email.

Step 4: Click the Actions button

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Step 5: Click "Convert to Authenticated"

  • You may need to scroll down the Actions list to see "Convert to Authenticated".

Note: The users you convert will display as "Active" on the Manage page when the page is refreshed.  You will see no difference on the Apprentices - Overview page.  If you click into the apprentice's profile details page, you will see their Account Type has changed to "Authenticated."



Method 3: Batch Conversion via Email (partners)

This method is best used for converting more than a few non-participants users simultaneously.  It allows you to describe ApprentiScope and why they are receiving this information and allows them to access all in one. 

Step 1: Create an Email addressed to the Users you want to Convert (outside of ApprentiScope)

Step 2: Direct Recipients to this Recovery Link

Instruct them to enter their email address and follow the password recovery steps.

Once they have completed the password recovery, they will be Authenticated and have access to their ApprentiScope account.  You can confirm their changed account type by navigating to the Manage page.



Need further instruction? 

Click here to schedule a training session with the ApprentiScope team.