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      Supervisor User Guide

      Learn how to use a Supervisor account.

      Overview

       

      Supervisors have access to only apprentices who have been assigned to them.  They can track apprentice program progress, engage with apprentices via journal entries, and approve/deny apprentice on-the-job training (OJT) & related technical instruction (RTI - courses) hour submissions and wage progressions. 

      This article describes each feature of a Supervisor account and how to use them.  Please note that sponsors can authorize or disable various supervisor functions, so your specific site may not have all the functions discussed. 

      If you have any questions or run into any difficulties, click the blue circle button in the bottom right corner of the page to search our knowledge base, submit a support ticket, or schedule a training session.

      Dashboard


      The Dashboard, the default screen, provides an overview of your apprentices. The first card, Apprentices, shows a summary of apprentice information including their occupation, cohort, employer, and wage information. The next card, Unread Journals, displays the most recent journal entries submitted by apprentices.  And the final card provides a summary of your account.

      To access the rest of the site, you will use the Toolbar, in the upper right-hand corner of the screen, or the blue Navigation Bar, on the left-hand side of the screen.

      Toolbar

      • Account Menu (name and/or picture) - general account information & setting preferences
      • Notifications (red alarm icon) - view in-app notifications from all users
      • Globe - switch platform text to Spanish
      • QR Code Icon - track RTI course attendance

      Navigation Bar

      • Tasks - view tasks assigned to you by sponsors or employer administrators
      • Apprentices - manage all individual apprentice functionality
      • Work Summary - view on-the-job training (OJT) hour submissions for all apprentices
      • Journals - view journal submissions from all apprentices
      • Performance - conduct evaluations requested by apprentices or custom evaluations requested by sponsors/employer administrators
      • Wages - view and approve/deny wage increases for eligible apprentices

      Toolbar

      Account Menu

      The account menu allows you to view your full account information, request a feature, and visit our Support Center. 

      Request a Feature - provides a form to submit a feature you would like to see added to the platform.  Such requests are reviewed by our product team regularly and considered for future product updates.

      Support Center -  provides a searchable knowledge base of how-to support articles. 

      Toolbar - My Profile

      • General - allows you to view your name, email, phone, occupation, and employer.  Click the edit pencil in the upper right-hand corner to change your email and phone. 

      • Account - allows you to verify your email, enable Two-Factor Authentication, change your password, upload a profile photo, and view your unique user ID. 

      Settings - allows you to modify the look and feel of your account by toggling on Dark Mode and enable/disable specific system notifications.  Blue means the notification is turned on.   We recommend not changing the task and reminder notifications as they are a primary way for sponsors and employers to contact you.  

      Toolbar

      Notifications

      Clicking on the alarm icon in the toolbar will reveal your notifications menu. Notifications provide a short summary of what has happened while you were away.  Use the Settings tab under My Profile to set your notification preferences.

                             


       

      Navigation Bar - Tasks

      The Tasks page shows any tasks assigned to you by sponsors and/or employers.  Click the clear circle with check mark to self-mark any task as complete.  This page does not allow you to assign tasks to apprentices; go the Apprentice's Profile Details page - Task tab to set apprentice tasks.

      Navigation - Apprentices


      On your Apprentices page, you can view a list of your apprentices across all occupations and quickly submit OJT and RTI hours for apprentices.

      How to Submit & Edit OJT and RTI Hours on Behalf of Apprentices 

      Clicking an apprentice's name will open their profile details page, from which you can fully manage an individual apprentice's account.  See the Apprentice Profile Details section at the bottom of this article to view all the data you can view and functions you can perform on an apprentice's profile details page.  The following Navigation Bar pages allow you to view and perform functionality for multiple apprentices without clicking into individual accounts. 

      Navigation Bar - Work Summary

       


      The Work Summary page allows you to view all your apprentices and their OJT hour submissions by week or month, download submission reports, trigger reminders to apprentices to submit their hours, and approve hours. 

      If you’d like to generate a summary report for all apprentices for the specified time period, simply click the Download Reports button and select the desired format.

      Navigation Bar - Journals

       

      The Journals allows you to view all of the journal entries that your apprentices have submitted to you (in order of submission date - most recent first). To view a journal entry in more detail and/or to submit a comment to it for the apprentice, click any entry, which will open a Journal Details page.  Authorized users can set a prompt for apprentice journals. 

      Navigation Bar - Performances (Evaluations)


      The Performance page allows you to view and conduct competency evaluations requested by apprentices or custom evaluations requested by sponsors/employers.  Click the blue Start Evaluation to conduct any evaluation.  You also can view any previously submitted evaluations.  Note: non-requested OJT competency evaluations are not found here; they must be conducted from an apprentice's profile details page.  

      Navigation Bar - Wages


      The Wages page allows you to view apprentices who are due for a wage increase, if a wage schedule has been set.  

      How to Approve Wage Increases for Apprentices. 

      Apprentice Profile Details

      While the pages above provide overviews and limited functionality for all your apprentices on single pages, clicking into an apprentice's profile details page allows you full management of their record.  Anywhere you see the apprentice's name as a blue hyperlink, you can click it to be taken to their profile details page.  Below are the tabs and functionality it offers.

      • Journals - Once an apprentice submits journal entries, they can be viewed and commented on here by clicking on any submission date.  
      • Tasks - create tasks for an apprentice to complete
      • Case - create internal notes & documents, & send reminders; Click NEW+ to create new notes, communication logs, or supportive service entries. 
        • Communications - track & document communications with apprentices  
        • Supportive services - track & document grant services for apprentices (with Grant Management authorization)
      • Reports - general individual reports and upload documentation into apprentice files 
      • upload & view apprentice documents; Under Files, Click New+ to upload new documents into the apprentice's record
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      Need further instruction? 

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