Many training providers track end-point assessment (EPA) data across spreadsheets and separate tools, creating fragmented records and slow reporting. Aptem Apprentice’s registration and certification feature can be configured to consolidate this tracking in one place, giving providers a single operational view of where every learner is in their EPA journey – from registration through to final grade.
Note: EPA is transitioning to apprenticeship assessment, and as the requirements evolve, Aptem is committed to ensuring providers can use the platform effectively to manage what that brings – including mid-programme assessment, employer involvement in assessing behaviours, and more. This article reflects the EPA process at the time of writing; we will update our guidance as the new requirements are confirmed.
Understanding the two levels: qualification records and assessment records
Registration and certification in Aptem Apprentice operates at two distinct levels, and understanding the difference between them is the foundation of setting up EPA tracking correctly.
The qualification record is the overall container. It tracks whether a learner has been registered, whether they have achieved their qualification, whether a certificate has been claimed, received, or sent, and it stores registration numbers and planned and achieved dates. Think of it as a folder.
The assessment record sits inside that folder. This is where event-level tracking happens: booking dates, cancellations, awaiting results, grades, resits, and mock assessments. Every time an assessment record is updated, it appears instantly in the registration and certification assessments screen.
This distinction also matters for permissions. Anyone with access to a learner profile can view and edit qualification and assessment data within it. To access the registration and certification side menu – which gives a cross-cohort view – users need the manage registration and certification permission. Exporting data requires a separate export data permission, giving providers an additional safeguard over who can take data out of the system.
Three approaches to setting up EPA tracking
Before configuring the qualifications token, providers need to decide how much detail they want to track. There are three broad approaches.
Overall grade only
The simplest approach is to log a single overall EPA record per learner: registered, and then the final grade. This suits providers who want a clean, low-maintenance record of where each learner has landed without tracking the individual components of the assessment.
Individual EPA components
A more detailed approach tracks each component of the EPA separately – for example, a knowledge test, a professional discussion, and a portfolio – as well as the overall grade. This allows providers to see exactly where a learner is within the assessment cycle, identify patterns across the cohort, and support quality improvement. For instance, a provider might identify that learners consistently score higher on professional discussion elements than on knowledge tests, which can then inform curriculum planning.
Full tracking including gateway and mocks
The most flexible approach tracks everything from gateway readiness and internal readiness checks through to mock assessments, individual EPA components, and the overall grade. This gives providers the richest operational picture but requires more resource to maintain. It is particularly useful for providers whose tutors or coaches are directly involved in signalling gateway readiness, or where an exams team needs to track mock results alongside live assessment events.
Configuring the qualifications token
EPA tracking is configured within the qualifications token, and Aptem recommends setting this up in a subprogram rather than directly in the delivery programme. The subprogram approach offers two key advantages.
First, it preserves flexibility for existing learners. A subprogram can be added to learners who are already on programme, or removed and replaced if the configuration needs to change, without affecting the main delivery programme.
Second, it handles assessment plan versioning cleanly. Where a delivery programme spans multiple versions of an apprenticeship standard, and the EPA requirements differ between those versions, each version can have its own subprogram while the delivery programme itself remains unchanged.
When building the qualifications token, use a consistent naming prefix for each entry – for example, the standard name and component – so that reporting remains meaningful. Setting the method to external and the level to qualification (rather than outcome level, which is used for functional skills English) ensures the record behaves correctly. A warning will appear that the qualification does not exist in Aptem; this is expected and can be ignored, because EPA qualifications do not carry a qualification number.
When setting the programme requirements token for the subprogram, use the total length of the apprenticeship including the EPA period – so a 12-month programme with a three-month EPA period would be entered as 15 months.
Updating assessment records operationally
Once the subprogram is set up and added to learners, assessment records are updated either at learner level within the learner profile, or through the registration and certification side menu for cross-cohort management.
The workflow for each assessment event follows a logical status progression: booked, then awaiting result once the event has taken place, then the result and grade recorded. If a learner does not attend, the status can be set to cancelled and the cycle restarted. This status history builds up over time and provides a clear audit trail of every assessment event for each learner.
Who updates these records will depend on how the provider is organised. Some providers have tutors or coaches update assessment statuses directly. Others route all EPA tracking through an exams coordinator, compliance officer, or data team. The permission model in Aptem supports either approach: the manage registration and certification permission can be granted to a broad or narrow group depending on operational need.
Registration numbers, certificate receipt dates, and even postal tracking references for physical certificates can all be logged against the qualification record, giving a complete end-to-end picture of the qualification lifecycle.
Reporting on EPA data
There are three ways to report on registration and certification data in Aptem Apprentice.
The in-system grid
The registration and certification screen provides a real-time view of all learners’ qualification and assessment statuses. Filters allow providers to slice by status, tutor or coach, employer group, subprogram, or qualification name. This is the most immediate reporting tool and is well suited to daily operational use – for example, checking which learners have not yet been registered, or reviewing the caseload ahead of a quality review.
OData tables
For full audit history – seeing the complete sequence of events for each assessment, including bookings, cancellations, and result updates – the OData API is required. The two relevant tables are awarding body qualifications and awarding body qualifications assessment history. These tables support Power BI reporting and any other analytics tools connected to Aptem via OData.
CSV export
Data can be exported as a CSV from the registration and certification screen, selecting all records or specific pages. This requires the export data permission. A simple pivot table built on the CSV export can give a quick summary view of grades by qualification type – useful for reporting to senior leadership teams or for self-assessment and quality improvement planning.
Key considerations before getting started
Start simple. Begin with the approach that answers the most pressing operational question – usually overall registration status – and build from there. Overcomplicating the qualifications token from the outset makes both maintenance and reporting harder.
Decide what you need to see at a point in time before configuring. This determines which components belong in the qualifications token and which do not. Involve both operations and quality teams in this conversation, since they often need different things from the same data.
Use subprograms for existing learners. The subprogram structure means EPA tracking can be introduced to learners already on programme. When adding a subprogram retroactively, set the subprogram start date to match the learner’s original programme start date.
Check role permissions before going live. Confirm who needs the manage registration and certification permission and who needs the export data permission, and ensure the access model matches operational responsibilities.
Test with a small cohort first. Piloting with a group of learners before rolling out more widely allows providers to check that the configuration gives them the reporting they need. If the subprogram does not work as expected, it can be removed and replaced without affecting the rest of the programme.
Frequently asked questions
Do learners or employers receive notifications when EPA assessment records are updated?
There are currently no automated notifications triggered when assessment records are updated within registration and certification. Providers typically manage this through regular checks of the registration and certification screen, filtering by updated date to see recent changes, or through their own admin processes.
Can EPA tracking be used alongside an EPAPro integration?
Providers using an EPAPro integration can access assessment data through that connection. However, the registration and certification approach described here is useful for providers not using EPAPro, or for those who want to track elements that sit outside the EPAPro workflow, such as gateway readiness checks and mock assessments.
Can data be bulk imported rather than entered manually?
Yes. CSV import is available for registration and certification data. When importing, enter records in the chronological order that events occurred – not the current status – so that the status history builds correctly. Aptem recommends testing the manual process with a small cohort before using CSV import to confirm the configuration is working as intended.
Why does a warning appear when adding an EPA qualification to the qualifications token?
The warning appears because EPA qualifications do not have a qualification number registered in Aptem. This is expected and can be ignored. The warning does not affect how the record functions or how data is reported.
Should EPA tracking be built into the delivery programme or a subprogram?
Aptem recommends using a subprogram. This gives more flexibility, particularly where a delivery programme covers multiple versions of a standard with different EPA requirements, and allows the tracking configuration to be updated without changes to the main programme. Subprograms can also be added to learners who are already on programme.
Watch the video or book a demo to learn how Aptem can support your apprenticeship delivery.
