Aptem Feature Updates


The MWS team are constantly striving to develop Aptem to provide you with optimum operational efficiency and complete control of your business. 

Continuous ongoing development and incremental updates are part of what puts Aptem at the forefront of Apprenticeship and vocational training technology.

Take a look at our latest feature releases below and see how we have developed Aptem to meet your needs.

Current Release

Release Date:  16th November 2020

Key Features updated:

• Employer Console

We are excited to announce the release of our official version of the Employer Console. All clients can make use of this feature by selecting the option when creating or updating an Employer Login. Whilst we plan to add even more new functionality and enhance the current functionality of the Employer Console, we believe it offers everything your employers need to be fully engaged in the learner journey.

Key features for employers include:

View learner progress

Employers can log into the platform to see the status and progress of learners. This will include how a learner is progressing against their Learning Plan, Qualifications, Functional Skills and Off-The-Job Hours plus viewing the Skills Radar to see the progress they have made against Knowledge, Skills and Behaviours.

Sign compliance documents and reviews

Employers can review and sign any documents that require approval. These documents can include an Apprenticeship Agreement, Commitment Statement and any reviews that you define they need to sign upon completion.

Send and receive messages

A key part of ensuring active employer engagement is communication. Aptem has made all the powerful capabilities of the Collaboration Centre available to employers for them to engage with both learners and tutors
within the platform. This ensures that all related communications are tracked, auditable and easily available if required, for example to demonstrate to Ofsted.

• Multi-factor authentication

Maintaining high levels of digital security protects your business and the people whose data you put into Aptem. That is why we have introduced Multi-Factor Authentication (MFA).

About MFA

MFA is considered one of the most efficient ways of providing improved security. MFA requires a user to enter a code using the Microsoft Authenticator or Google Authenticator apps after they have entered their username and password.

The multiple factors ensure that users demanding access are who they claim to be. Even if cybercriminals steal one credential, they will be forced to verify identities in another way.

MFA in Aptem

Aptem has implemented MFA in an easy-to-use approach that offers flexibility in how you adopt its use across your organisation and customers.

Firstly, we allow for you to configure your usage so that all internal users are required to provide a second factor of authentication. Secondly, you can configure for external users to use MFA by adopting two different
approaches. The options are to require all learners to use MFA or be able to set this for all learners and employers linked to an employer record.

Getting started with MFA

• User Generic Reports (UGR) updates

We have made the following static fields available:

  • Post Code Prior to Enrolment;
  • Agreement Identifier;
  • Are You Primarily Employed in England? from the Extended ILR step of the Onboarding Wizard.

We have also added Age At Enrolment as a calculated field just to make it easier for reporting. 

We have added collated values as fields in the UGR Report:

  • Tags recorded against programmes
  • Learning Difficulties, Disabilities and Health Problems (LLDD) values recorded within the ILR.

• Minor improvements

A few other small changes in this release:

  • When using the Custom Review sections the height of multiline textboxes was a bit small so we have increased the height to make it easier to read the content when populating.
  • We have added the Programme Type field to the Programmes grid so that you can easily identify the type of your programmes without having to view the programme details.
  • We have added the ESFA and ESF logos to the latest Commitment Statement compliance template.
  • While you are still adding your curriculum into Aptem, we have made it possible for you to enter a summary of the Learning Plan into the Commitment Statement rather than showing the in-progress Learning Plan design.
  • The Program ID field has been made available in the OData feeds for both the Reviews and Learning Plan components. This should make it easier to join your tables for reporting purposes.
  • We have removed the beta notification that is initially presented to a jobseeker when logging in.
  • We have removed the Switch to Aptem Classic from the top bar, but it is still available in the Learner Profile dropdown menu.
  • We have removed the Useful links option from the Quick Actions Menu as it has not been implemented so it is better not to show it.

• Bug fixes

The following bugs and frustrations have been dealt with in this release:

  • The Commitment Statement Compliance Document was not showing the unit for the practical period in some cases. We have fixed this.
  • The UGR ILR group total price column was combining all TNP records, which was incorrect when extra TNP values were added with a new date. This will now only combine the latest (by financial record date) TNP records (with different financial codes) for this column.
  • Some people were having issues saving when they entered large amounts of text in the Prior Learning section of a Review. We have taken care of this.
  • The ESFA updated the DAM codes recently so we have updated these for you.

Previous Releases

Release Date:  15th October 2020

Key Features updated:

• Enhancements to onboarding

Too often, software compels organisations to work in the way the platform was designed rather than in the way that they would prefer to operate. Many providers have their own unique operating model which contributes towards their competitive advantage. This is why Aptem believes it is essential for you to deliver your operating model in your own way, without having to conform.

We have made significant improvements to help in this area and more developments are coming over the next few weeks.

• Add engaging content including images, files and videos

Increasingly, more enrolments are taking place remotely. Knowing this, we have added some options to help make that first introduction for an applicant or learner much more exciting and engaging.

We have updated the Text Step in the Onboarding Wizard so that you now have a lot more flexibility over the formatting. This includes the ability to display images, embed videos and include links to other websites or to downloadable files.

How-to guide

• Custom file upload questions

Within a Custom Questionnaire step of an Onboarding Wizard, it is now possible to ask users to upload a file against a question. This is particularly helpful if you want to capture documents or evidence such as a CV. It is also possible to add multiple file upload questions within a single custom form and control whether these are optional or mandatory.

How-to guide

• Structure your questions with sub-headings and descriptions

To help an applicant or learner understand and complete custom form information, we have added the ability for you to structure your forms within the Onboarding Wizard by adding subheadings. You can also add a text description below these sub-headings to provide a descriptive introduction to that part of the form.

How-to guide

• Add multiple custom form steps into a single onboarding wizard

Aptem clients each have their own unique process for onboarding and enrolling users. To help you follow your operating model, we have extended the use of custom forms. You can now add as many custom forms to a single Onboarding Wizard as you like. This allows you to break down the information captured into manageable sets for the user to understand and populate, avoiding the need for an excessively large form. This is an extremely practical addition that greatly improves the user experience for onboarding and enrolment.

How-to guide

Define your own custom step labels

Aptem clients typically follow their own process for onboarding and enrolling users and, in many cases, this involves using their own terminology. To help align the onboarding process to your own flow, we have updated the Onboarding Wizard so that you can configure the name of each step with your own custom term.

How-to guide

Review custom forms directly within a review

With the new increased flexibility within the Onboarding Wizard, we realised it would be useful to simplify surfacing that information in a review. For this reason, we have added the option within a review step for you to select to surface the results of a custom form. You can then view it without having to leave a review section.

How-to guide

New Employ Dashboard

The Aptem Employ Dashboard is designed to be used by anyone involved in supporting jobseekers to find employment. Displaying comprehensive jobseeker information and powerful analytics in a single dashboard, it provides real-time insights into the activity of jobseekers and those involved in supporting them.

Further information:

Who has the Aptem Employ dashboard been designed for?

The Aptem Employ dashboard has been designed to be used by anyone in the business who may be involved in supporting jobseekers to find employment. Typical users of the Aptem Employ Dashboard include many key business roles, including:

  • Job/career coaches
  • Senior managers
  • Stakeholders

What information does the Aptem Employ Dashboard contain?

The Aptem Employ Dashboard has been created to provide jobseeker and job coach related information based on the data currently held within your Aptem Employ platform. The Dashboard provides jobseeker and job coach information broken down into the following sections:

  • Onboarding
  • Caseload
  • Jobseeker contacts
  • Jobseeker activity
  • Starts

Offset an ILR start date in an ILR Template

In some cases, you may want to run a programme where a component aim is not planned to start on the same date as the overall start date. For example, this might be where the Functional Skills are intended to start in the second month or where qualifications are staggered. Rather than having to update this manually, we have added this capability into an ILR Template, so you have finer control over the resulting ILR without additional effort.

How-to guide

UVAC 20/21 Commitment Statement

We have an updated version of the UVAC Commitment Statement which is designed to more closely align with the latest funding rules and GDPR.

How-to guide

Minor improvements

Other small changes in this release:

  • We have simplified the Signature Declaration page that users see when they have registered.
  • The system will now ensure that your compliance documents are signed in the correct order. This only applies if you are using our standard Apprenticeship Agreement and Commitment Statement templates.
  • We have added the Last Workshop Attended Date into the Users Generic Report (UGR).

Bug fixes

The following issues have been dealt with in this release:

  • Currently Aptem creates episodes and ILRs without aims when a learner completes an onboarding or eligibility programme. This was irritating, so we have stopped it happening.
  • When uploading a profile picture, we limited the file size, and it was a bit too small. You can now use images up to 1MB in size.
  • When you cloned a programme, we didn’t transfer documents attached to the Learning Plan Component. We have now fixed this.

Release Date:  14th September 2020

Key Features updated:

• Enhancement to the Trainee Assessor role

The role of the Trainee Assessor is to review and assess evidence submitted by the learner. With this update, such evidence will not be approved/signed off as complete until the actions of the Trainee Assessor have been verified by a substantive Assessor.

To maintain the integrity of the assessment processes, there may be a short dialogue between the Trainee Assessor and Assessor regarding a piece of evidence before it is agreed. That dialogue will not be visible to the student.

This enhancement supports providers with developing trainee assessors whilst ensuring assessments meet the required standard.

• Control access to learning plans until compliance document are signed

Previously it was possible for a learner to bypass the signing of the compliance documents during onboarding and proceed with their learning. As you will know, this does not align with the funding rules as any learning which takes place before all parties have signed both the Commitment Statement and Apprenticeship Agreement is deemed to not be valid learning towards the apprenticeship.

The new process ensures that learners are only able to progress once all signatures have been captured against both the Commitment Statement and Apprenticeship Agreement.

If a further amendment is made to the Commitment Statement and/or Apprenticeship Agreement then a learner will be prompted to sign this on login. However, they will be able to progress to their learning plan if they choose not to sign.

The specific conditions are as follows:

If the learner has not completed the onboarding process:

  • They will be redirected to this when they log in.
  • Additionally, if they attempt to access the learning plan from the menu, they will be redirected to the onboarding process.

If the learner has a first version of a Commitment Statement and/or Apprenticeship Agreement that they have not signed:

  • On login they will be sent to the home page and shown a message asking them to sign.
  • If they attempt to access the learning plan from the menu, they will be redirected to the home
    page and shown a message asking them to sign.

If the learner has a subsequent version of a Commitment Statement and/or Apprenticeship Agreement that they have not signed:

  • On login they will be sent to the home page and shown a message informing them there are
    outstanding documents to sign.
  • In this instance, they will not be restricted from accessing their learning plan if they do not sign as the first version of both the Commitment Statement and Apprenticeship Agreement are already signed by all parties.

Please note, this will only apply to compliance documents that are using templates that are held within the system and require a signature. Additionally, this is limited to learners using the new console.

• Ability to set an EPA period for a programme

We have introduced the ability to enter an EPA period on a delivery programme. This means that when a learner is enrolled Aptem will calculate the Practical Period End Date and increase this by the EPA period from the programme to determine the Apprenticeship End Date. Please note that when the field is left empty the system will set the EPA period to be 0 days. This removes the need to manually set the EPA period for each learner, saving providers time and effort.

• Apprenticeship Agreement update

The ESFA has released a new version of the Apprenticeship Agreement which contains wording changes that have been adopted within Aptem. A copy of the version of the Apprenticeship Agreement that has been implemented can be found here. As this has simply updated the existing agreement no action is required by clients following the release.

• Commitment Statement update

We have an updated version of the Commitment Statement to ensure that it more closely aligns with funding
rules and GDPR. Further information regarding these changes and how you can start to make use of the new
version can be found here.

• Employer Console – Beta release

We are excited to announce that we are releasing an initial version of the Employer console. This is an exciting step towards moving all employers over to the new console. We will continue to develop the employer console and introduce additional functionality in the coming months.

The initial version of the console will be available on a per-tenancy basis as we look to gain some feedback prior to the wider release next month. If you are interested in participating in providing feedback on the product please get in touch with Mike Sims, Chief Product Officer (mikes@mwstechnology.com).

Aptem eLearning

Aptem offers high quality, blended learning, fully integrated and ready to deliver from within Aptem Apprentice and Aptem Skills. Aptem eLearning programmes provide an end-to-end solution for training providers looking to benefit from the efficiencies gained through electronic learning and assessment.

Aptem eLearning for Apprentice is mapped directly to the Knowledge, Skills and Behaviours (KSBs) of each apprenticeship Standard and is designed to support the ‘On Programme Study’ element of the apprenticeship journey.

Aptem Skills offers a range of eLearning courses to support the delivery of your employability programmes. You can customise your delivery utilising online learning and assessment, whilst still meeting your awarding organisations requirements.

We offer a range of courses, including Sales Executive Level 4, Early Years Educator Level 3, Operations / Departmental Manager Level 5 and Customer Service Practitioner Level 2.

If you would like to find out more, please email your Account Manager

Release Date:  14th August 2020

Key Features updated:

• ILR functionality extended with employer incentive payments

We are extending Aptem’s ILR functionality with an additional option within the ILR to support the recording of employer incentive payments. If you have the permission to access the ILR you will automatically see these new fields as available for use.

• Advanced Learner Loans (SLC)

We are introducing new functionality to support providers delivering courses funded through Advanced Learner Loans, including the ability to import and export files generated by the Student Loans Company (SLC). This will greatly simplify the management and administration of the statuses of learners funding their course via a loan. To enable this feature for administrators, you must apply the ‘student loans’ role/permission against their account profile. This will then enable a new tile called ‘Student Loans’.

• Apprenticeship Service (NAS) Job Board Integration

Creating a seamless user experience is at the centre of what we do. Alongside a comprehensive suite of functionality, APIs also help to achieve this.

Apprenticeship vacancies must be advertised on the Apprenticeship Service and applications processed. This update allows Aptem providers to both post jobs and obtain applicants, from employers previously registered in their Recruit an Apprentice account, through the API, reducing administration.

• Planned Learning Hours and planned EEP (Employability Enrichment Pastoral) in User Generic Report

We are continuously expanding the options available in the User Generic Report.

Additional fields are being added to the User Generic Report to report on Planned Learning Hours and Planned EEP (Employability Enrichment and Pastoral) Hours.

• Updated rich text editor in Aptem SCORM assets

Many factors contribute to learner engagement, we are always working to reduce the number of factors that clients have to think about.

Additional functionality is being introduced into the rich text editor in Aptem SCORM assets to provide new fonts, highlighting options, colours and more. This update helps curriculum and content designers create a more attractive learning experience for learners.

• Extension to Compliance QA role

Roles provide greater control over who does what in Aptem.

Documents uploaded by administrators with this permission now do not need to be separately verified. This removes a step from the process, further enhancing efficiency.

• Learner Reference Number (LRN) filter on outstanding assessments

Tweaking small details within Aptem still contributes to an improved user experience.

We are adding an additional filter to the Outstanding Assessments Grid to filter against LRNs.

• ILR 20/21 Schema changes

It is vital that providers stay up-to-date with ILR changes.

We have updated Aptem’s electronic ILRs to reflect the ESFA’s changes. A summary of the ILR 20/21 Schema changes is available here: https://guidance.submitlearnerdatabeta.fasst.org.uk/ilr/summaryofchanges

• Learner console update

We are introducing enhanced flexibility to the new learner console. Both ‘Documents’ and ‘Messages’ menu options will now be made available in scenarios where no Learning Plan has been allocated or is yet to be allocated to the learner. This offers greater communication between providers and learners on an onboarding/eligibility programme.

Release Date:  14th July 2020

Key Features updated:

• Better management of bursary payments

Traineeships for young people seems likely to feature strongly in the government’s pandemic recovery plans. To help you better manage learners on traineeships and study programmes, we are adding a new section to the learner profile that supports the management of ESFA bursary payments. This includes a new interface for viewing and managing individual payments.

You will need to enable this feature at programme level to make sure this section shows in the learner profile.

• Increased privacy for learner address details

Concealing learner address details on the ‘contact details’ section of their profile page and reviews will now be the default option. This means colleagues who do not routinely need access to this information will not be able to view it, increasing privacy for learners.

To access the learner’s address details, click on the ‘edit users details’ link from their profile page.

Release Date:  15th June 2020

Key Features updated:

• Get your review data in a CSV file

It is useful to be able to see review data in a downloadable copy so you can analyse text-based answers. We have therefore added the ability to export and download a CSV file of all the data contained in reviews.

• Learners can upload functional skills exemptions evidence

We all know onboarding takes a lot of administrative time.

Now, the learner will be able to upload functional skills certificates during the onboarding process, removing the requirement for administrators to manage the collation of functional skills exemption evidence.

Since the learner does not have to find ways to pass evidence to administrators, this update also enhances remote onboarding functionality.

• ILR batch file accuracy

It is critical that ILR batch files are accurate.

To avoid inadvertently submitting batch files without the intended number of learner records, administrators will now get a visual message to show the actual number of learners included in the file.

• Improve remote communication through Aptem

Especially whilst we are all working and learning remotely, it is important to be able to tailor messages to selected cohorts of students, the membership of which may change over time or with specific tasks.

Previously, messages sent through Aptem would either be to individuals or to entire groups. Now, administrators can send messages to pre-selected groups of learners.

• Enhancing granular compliance reporting

We’re always looking to improve our compliance functionality.

We’ve added new fields in the user generic report to reflect the original start date when learners return from a break, providing more granular compliance reporting.

• Submission date in outstanding assessments and approvals

A key part of learner management is the timely submission of assessments and approvals.

We have added the submission date to the outstanding assessments and outstanding approvals grids, allowing tutors and IVs to prioritise approvals and verifications based on submission date order.

Release Date:  14th May 2020

Key Features updated:

• Skills Forward API

We have added an API to allow Skills Forward initial assessments and diagnostics to be completed directly from the Aptem interface.

• Flag to show referred evidence on a Learning Plan

We have added a new Learning Plan component flag for when submitted evidence is sent back (referred) to the learner.

• Progress chart in review documents

Learner progress charts are now included in the review document that is generated following the completion of any review containing the Learning Progress element.

• Zoom upgrade

We have enhanced the Zoom functionality available to Aptem clients with the automatic saving of Zoom recordings. We have also added one-to-one Zoom sessions for both meetings and reviews.

• Advanced learner management role for employer logins

Employer assessors can now add components to a Learning Plan.

• Learner console enhancements

In an additional update later this month, we will be adding Onboarding and Documents functionality to the new learner console. Learners will be able to access and complete every aspect of the apprenticeship journey in one place.

The new functionality will allow users to complete all of their onboarding steps and view / sign all documents within the learner console.

Release Date:  14th April 2020

Key Features updated:

• Order custom lists (fields, documents) in programmes

We have added the ability to control the display order of both custom fields and documents at programme level, on user forms or organisation forms.

• Last Submit in components OData

The date of last submitted pieces of work has been added to the OData feed. This will improve compliance reporting.

• Compliance OData date signed by learner/fully signed

Learner Signed and Fully Signed fields have been added to the OData feed.

• Multiple choices in dropdown filters – Users/ILRs

We have added more options to improve the search capability for Users and ILR data.

• Notes to be removed by supervisor only

Notes on the system can now only be deleted by an administrator with Supervisor privileges.

• Aim restart button (prepopulate)

We have added an option where the system will pre-populate information into the restart aim when a learner returns from a break.

• Functional skills in learner profile

Functional skills information are now available in the learner profile.

• CRM activity OData feed

We have introduced a new OData data set to help track CRM activity.

  • Id (taskId)
  • AdminId (task userid)
  • AdminName (full name)
  • Date
  • StartTime (hh:mm)
  • EndTime (hh:mm)
  • Type
  • IsCompleted
  • OrganizationId
  • OrganizationName (name)
  • ContactId
  • ContactName (full name)
  • Comments

• Excluding ILRs from a batch file

This option is now only available to administrators with ILR QA privileges.

• Fundmodel, Progtype, Episode status filters on ILR batch

We have added these additional options for creating filtered batch files.

• Apprenticeship Agreement

The ESFA template for the Apprenticeship Agreement between the employer and the learner has been added in the compliance documents. This allows you to produce and track this required compliance document.

Release Date:  14th March 2020

Key Features updated:

• “Send message” from a Learner profile and the User Overview Tile

The pre-populated text has now been removed to speed up sending a message to a learner or group of learners. All messages are sent via the Collaboration Centre so the option to have an email or system message has also been removed.

• Organisations and Contacts

Setting up a new contact in an Organisation – we have changed this so that their role can be allocated when setting the contact up. Previously, the contact had to be saved and then edited.

Any documents uploaded by the provider in an Organisation profile can now be made visible to employer log ins.

• Learning Plans

We have added a new evidence status – “Referred”. This is visible to a learner and will indicate that a piece of evidence or work they have completed and submitted has been returned to them to re-attempt.

Learning plan component progress is now calculated in accordance with the timeline laid out in the learning plan. Learners with outstanding and incomplete components can no longer be shown as on time.

• Compliance Documents and Reviews in a programme

We have added an option to allow any compliance documents to be visible to any combination of employers, providers, referrers and learners. Previously, documents were only visible if the users had to sign them.

We have added a new template for apprenticeship agreements between employers and their learners, in order to comply with the ESFA requirement for information to be available as a separate document and not in the commitment statement.

• Reviews

We have added two helpful messages which will appear when you complete a review. If the review has been set up with mandatory sections, you will see a warning message detailing any that are incomplete. You can then either save as a draft or cancel to go back and complete the listed sections. If there are non-mandatory sections, you will be given the option to mark them as complete without entering any further data by clicking “Complete”.

• Users Generic Report

The “Country of Birth” onboarding question is now reportable on the Users Generic Report.

• New Learner Console

The Beta version of the new learner console with enhanced user interface is now available to all training providers; please contact Client Support if you wish to use it. Once this has been activated for your account, you can then choose to make this available to an individual or to all learners by accessing the Learner Profile and clicking on edit user details.

As this is a Beta version, there are functions still under development that are not currently available in the new user interface – signing documents and onboarding. However, there is a “Switch to Aptem Classic” button on the new interface which the learner can use to change back to the classic view to sign any necessary documents. Onboarding will still be done using Aptem Classic.

Learners can switch between both versions, if required, until the full enhanced learner console is available.

Watch this short video for more information about Aptem’s New Learner Console.

Release Date:  14th February 2020

Key Features updated:

• Compliance document QA

We have created an additional role which will allow an administrator to quality assure their available compliance documents, providing greater control over important data. This will be available to add to existing or new administrators. It can be enabled by editing the administrator’s details.

• Trainee assessor

This is a new option which can be chosen for administrator accounts. This allows qualified tutors to be able to approve comments and assessments made by new or trainee staff before they are submitted to a learner. It will be available as an option when creating an administrator account.

• Employer assessor

This allows clients to enable assessor rights for employer accounts and is used when learner evidence or submitted work must be assessed by the employer. This will be available when creating an employer account.

• Extra control for Quality Assessed ILRs

This will prevent editing of the Extended ILR form when the main ILR document has been quality assessed.

Release Date:  24th January 2020

Key Features updated:

• Reviews
Administrators that have been assigned Supervisor access can now delete reviews that have been made in error. The character capacity of text boxes in reviews has been doubled.

• ILR destination and OData
This can now be recorded on a learner’s ILR in the Learner Destination and Progress section. You can record start and end date and when any related certificates have been collected.

• Progression

We have now added the ability to set the level at which someone is reported as “slightly late” at account programme level. This will allow you to more effectively monitor learner progress.

• Signatures tile
Any documents that are available for administrators to sign (where all the prerequisite signatures have been gathered) will now appear as red in the listed documents. This will make completing documents timelier and more efficient.

• Commitment statements

Planned hours recorded on a Learner’s ILR will now prepopulate the person’s Commitment statements.

• Learning Plans (Programme Builder)
We have added a search box to the criteria section of the Learning Plan build area. This makes mapping a component much easier as you can search by text for relevant criteria without having to scroll through all that are available.

• Learning Plans (Admin View)

We have added the ability to search for components linked to specific criteria at any level of the Qualification or Standard hierarchy.

Release Date:  16th December 2019

Key Features updated:

• Admin Decides to Overrule Component Function
Previously, a learning plan could only be completed when a component or sets of components in the plan were themselves completed. Provided that a learning plan is set to ‘administrator decides’, this update will allow a learning plan to be signed off by an administrator at any time. This reduces duplication of work for the learners and to allow users to create a learning plan without establishing pre-determined rules.

• Episode Movement and User Status in Audit Trail
Learner profiles will now contain episode information, such as when a user has moved from one programme to another. This will be displayed at the bottom of the user profile and will provide a more detailed history of the learner’s journey.

• Competency Self-Assessments Now Reportable
Learner self-assessments will now appear on Aptem Skills Radar(R) reports, which will help administrators give better direction for learner developments. You can find out more about using the Aptem Skills Radar(R) here. You can find the Aptem Skills Radar(R) underneath the ‘Competencies’ section of the user profile.

• Target Delivery Programme Indicator
Once a learner completes the onboarding process, a flag will appear on their learner page to indicate in which programme should the learner be enrolled. This will help forecast learner numbers and ensure correct enrolment.

• Organisation and Programme Permissions  If your organisation works with subcontractors, this update will make sure that only administrators with this permission will be able to change organisation and programme details.

• PDF Option in SCORM
You will now be able to upload PDFs as a SCORM asset.

• Employers to Only See ‘Signature Required’ Documents

You may carry out learner reviews where an employer signature is not required; this update makes sure employers only see the documents when needed.

• Commitment Statement Update

You will now find the most updated commitment statement available in your compliance documents.

• User Documents Statuses Available for Reporting

You will now be able to access these in your Power BI reports, giving you greater clarity and visibility.

  • Multiple Customisable free text Steps in Onboarding wizard

You will now be able to add multiple customisable free test steps into onboarding wizards, similar to the current introduction step. This will allow you to add specific instructions for particular steps such as Skills Radar and or concluding messages.

• Additional Updates

• Learner Delivery Monitoring (LDM) now available in ILR templates.
• Removed components in a learning plan will not return when changes are made to the template.
• Removed ILR aims will no longer return, which will prevent erroneous funding claims.
• Aptem Skills Radar for initial needs assessment.
• PLR (previous learning record) API to LRS for obtaining awarded previous qualifications.


Release Date:  14th November 2019

Key Features updated:

  • Power BI
    Three of the four dashboards are now live:

    • Compliance Dashboard – Live
    • Caseload Dashboard – Live
    • Ofsted / Quality Dashboard – Live
    • Financial Dashboard – Scheduled
  • Tracker in OData
    With this update, Tracker information put into Aptem will be pulled into the API feed. This means you are able to report on Tracker events within Aptem’s user generic reports – you will not need any additional software. You are able to use the OData feed to connect to data visualisation tools such as Power BI.
  • Address change – Tracker
    A tracker will not be raised if a user’s address is updated in the UK.
  • Multiple SSO SAML identity providers per tenant
    This allows single sign-on where a consortium of providers is working from a single tenant.  
  • Prompt DOB format on About You step
    Aptem now prompts you to input the DOB in correct format.
  • Unlimited text in onboarding
    There are no longer character limits in the onboarding wizard text boxes.
  • Behaviours’, ‘Maths’ and ‘English’ to core topics
    In Aptem’s Review Manager, the core topics list will be enhanced with more categories giving you more points of discussion when completing your reviews with learners.
  • Update ILR template to show No answers separately
    ILR template shows No as an option whereas previously the Yes box was left blank to provide a No answer.
  • Filter ILR batches automatically
    This time of year, providers run two ILR batches – a catch-up for last year (only including learners that ended their programme) and a batch for the start of the current academic year.
     This Aptem update will exclude any records that ended in the previous academic year and will not be carried into the new academic year’s batch
  • Deleting compliance documents with ILR QA permission only
    Only administrators with ILR QA permissions are able to delete compliance documents from Aptem providing you with greater customisation and control over your Aptem administrator roles.
  • Webhooks for jobs / job applications API
    This update allows job boards to talk to Aptem and vice versa.
     If you’ve created opportunities and jobs in Aptem you are able to push them to job boards and have applications feed back into Aptem
  • ILR aims migration tool
    This tool allows administrators to migrate aims from previous episodes of learning to the current episode. For example, where learners are imported onto a generic programme for new clients, the aim values are correct from the ILR batch.
    However, when you move them into the appropriate delivery programme the aim values are not transferred and need to be manually recreated. With this tool the aims values including dates are migrated to the new programme and the previous episode (if all aims are migrated) will be removed.
  • New items to be added to the user collection in OData and Users Generic Reports

    ILR group new data points includes:

    • Under 30 hours reason – if the learner works less than 30 hours each week, Aptem will request an explanation.
    • Primary health problems – Onboarding group new columns:
    • Employer name
    • Line manager name
    • Line manager email
  • Contact email and Employer ID in Organisation Generic Report
    You are able to report on Contact Email addresses and Employer ID in the Organisation Generic Report.
  • Apprenticeship financial records collection in OData

         New financial record data have been added to user generic report and OData feed. Properties include:

  • ApprenticeshipFinancialId
  • AimId (make sure Aims OData feed contains AimID for reference)
  • Type
  • Code
  • Date
  • Amount

Onboarding group new columns –
Additional employer information will include:

      • Employer name
      • Line manager name
      • Line manager emails
    • BKSB Integration
      Please contact the Aptem support team if you wish to use the BKSB integration.

Release Date:  17th October 2019

Key Features updated:

  • Internal verification / IQA planning
    You will be able to mark components in advance for IV verification and synchronise verification plans to multiple learners. Verification progress can then be measured and reported.
  • Verification reports
    The verification process will produce a PDF report similar to a sign-off report and will attach it to the learning plan.
  • Verification workflow
    A new assessments screen will allow the internal verifier to see outstanding components which are complete and marked for verification.
  • Updated commitment statements
    The Apprenticeship (combined) and UVAC commitment statement templates have been updated to reflect the latest ESFA recommendations for the format and content of this compulsory compliance document.   
  • Evidence type properties added to learning plans
    When adding assessment evidence to a learning plan it is now possible to define the type of evidence that has been uploaded, i.e. Observation, Product evidence, Project etc. This makes the assessment and IQA processing of the evidence more efficient and easier to see when assessment requirements have been met. 
  • Admin control of programme end date
    Admin user types with the appropriate permission settings can now modify the programme end date from the user profile page allowing the correct length of stay adjustments to be made where required.
  • “Episode” information added to reporting functions
    Episode (Period Of Training) data has now been added to the User Generic Reports function and the Odata feed used to connect Power BI desktop application to live Aptem data. This allows you to report on episode information where a learner has previously undertaken a programme(s) of learning.
  • Mass programme enrolment feature
    It is now possible to mass enroll users to a programme directly from the “Users group profile” in the programmes tile. Clicking on “enrol users” will open a dialog box allowing you to specify the programme and start date before selecting users to be enroled from a pre-filtered list of users (based on group restrictions). This will make mass enrollments more efficient.
  • Compliance document name feature
    When adding compliance documents a number of suggested document names are now present via a drop-down menu. Previously used names will be appended to the drop-down list to help ensure consistency across across programmes and reduce naming discrepancies. 

Release Date:  14th September 2019

Key Features updated:

  • Attach programme tags
    You can now create and search for “tag(s)” in Aptem. This update will make it easier to organise and search for programmes by adding relevant tags to each one.
  • Mandatory on-boarding requirements
    In the On-boarding section of the programme editor there is now a Mandatory option available. Selecting this will prevent a learner accessing any other area of Aptem before the on-boarding process is finished. This option helps ensure compliance documents are completed promptly.
  • Allow administrators to freely navigate on-boarding steps regardless of status
    Administrators can now navigate freely between on-boarding steps, offering more flexibility to administrators to enter information as and when they have it.
  • Assign a component owner to learning plan activities
    Before this upgrade, case owners would receive all the messages, tasks and reports related to all of their learners’ learning plan components. For some providers there will be specialists for particular learning activities, for example at universities where there are several lecturers delivering various lectures. Specialists can be added as the learning plan component owner for these activities. Any Collaboration centre messages related to these components will go to the component owner. This change can be set at learner level and then sychronised across multiple learning plans with the advanced learner management permission.
  • Ability to specify the minimum evidence required
    If more than one piece of evidence is required to complete a component i.e. one written piece of evidence and one observation, the component cannot be marked as completed until the required number of evidence is uploaded to the component. 
  • Attach component documents
    It is now possible to add documents directly into a learning plan component (PowerPoint, Excel sheet, PDF, Word document etc.) and add instructions for learners.
  • Updated evidence summary
    We have added another tab to the learning plan overview called Evidence Summary. This tab shows all of the learner’s loaded evidence and the “SKBs” that are mapped to it. This information can then be exported for the benefit of End Point Assessment Organisations.
  • Placements external matching + API                                                                                                 This API development allows clients to access workshops or placements which are held in an external system, for example a university timetabling system.

Release Date: 27th August 2019

Key Features updated:

  • Major enhancements to online delivery features – SCORM Engine. New SCORM compliant learning platform which can import and play SCORM compliant learning materials and record outcomes and time spent. 
  • Major enhancements to online delivery features – Learning plan direct mapping. Outcomes can now be assessed directly from the learning plan without the need to leave the learning plan environment to assess work submitted, map criteria and provide feedback. 
  • Major enhancements to online delivery features – Learning plan overview. The learning plan overview section has been updated to clearly show current progression against expected targets for each component aim as well as the overall progress against expected.
  •  Learning plan overview for previous episodes of learning. The learning plan overview will now open in “read-only” mode for previous episodes of learning. This is especially important for providers who deliver multiple episodes of learning to the same learners. 
  • Learner mapping of own evidence submissions. If enabled by the provider a learner will now be able to map the evidence they submit* and suggest the criteria they believe their work has covered, this can then be accepted, rejected or amended by their assessor (*Where pre-set criteria have not been dictated for the learning activity)
  • Updated progression reports. Updated progress reports now available to all admins and employers showing a learners actual progress against expected values. This additional data will be available in user generic reports for inclusion in custom reports. In addition “last feedback date” and “author” details have been added to the user generic report data set also. 
  • Review cloning feature. It is now possible to “clone” review configurations across multiple programmes significantly reducing the time spent on creating new programmes of learning.

Release Date: 23rd July 2019

Key Features updated:

  • ILR 19-20 schema integrated into Aptem. Support the new ILR schema for the 19-20 Academic year
  • Major enhancements to the user generic reports feature. New Outcomes / tracker / Compliance documents and ILR group sections added as data points that can be used within user generic report columns for further granularity of reporting data.
  • Additional data points added to Odata feed – Compliance and programme information have been added to the Odata API feed to enhance the number of usable data points within the Power BI platform allowing customers to create even more in-depth reports and dashboards with real-time data.
  •  ILR simplification features added.  Various enhancements have been made to the ILR logic to further simplify processing ILR data. These enhancements including simplifying or hiding text based on values entered, updating ESFA and European union notices, simplifying the selection of prior attainment levels and enhancements to the benefit status section of the ILR.
  • Storage of learning and EEP hours. These can now be stored separately for each funding year.
  • Restrictions applied to removal of programmes. It is now not possible to remove programmes that have learners attached to preserve audit trails.
  • Enhancements to PLR features. Changes made to terminology within the PLR feature to ensure clarity around award dates.

Release Date: 2nd July 2019

Key Features updated:

  • Aim start date and programme start date synchronisation. Programme and sub Aim start dates now synchronise with programme start date, Once an ILR has been QA Verified the programme start date will be locked for general admins and you will need ILR QA privileges to update it.
  •  New assessment environment for ad hoc evidence. An all-new assessment environment is now live for ad hoc or uploaded evidence. This is the first phase of a major update to the assessment engine with Aptem and further phases will include an all-new SCORM based eLearning environment
  •  Enhancements made to BKSB integration. The Aptem-BKSB integration now supports ICT initial assessment (Combined ICT course). Overnight checks for course completion now include checking if diagnostic test results are available (i.e. course started), subsequently populate functional skills review section details and generate a PDF report to attach to delivery component as evidence (accepted). The integration will now also check delivery progress and store in the Progress property (new) of qualification components.
  • Enhancements to functional skills components. Functional skills reviews now store more information than previous releases regarding results and examination dates.

Release Date: 11th June 2019

Key Features updated:

  • Present all programmes history on user profile. User profiles will now show a complete history of all programmes that a learner has enrolled on, completed and/or withdrawn from on the user profile page
  •  Additional warning message added. Warning messages are now displayed to admin when opening an ILR where the programme type/funding model are not known – this is to help reduce the number of potential ILR submission errors.
  • Present reviews per programme. User profiles will now show a complete history of all reviews that a learner has been involved in on the user profile page, for all programmes a learner has enrolled on, completed and/or withdrawn from. 
  • Present compliance documents per programme. User profiles will now show a complete history of all compliance documents that a learner has been involved in on the user profile page, for all programmes a learner has enrolled on, completed and/or withdrawn from. 

Release Date: 17th May 2019

Key Features updated:

  • ILR code values as a prefix to description. All ILR fields now have a code value as well as a description as many MIS teams deal exclusively in ILR codes.
  • New status of “excluded” added to the ILR statuses. This feature will allow MIS teams to filter by, and see, ILR records excluded from batch. This is set using the current “exclude from batch” flag so will include previously identified learners.
  • Amended the organisations structure so that organisations are no longer attached to sub groups but are attached instead to the root group. Placements/workshops or jobs can still be attached to the sub group level
  • Removed the “subscription date” and “subscription period” columns from the Users grid. Added a link directly to the learning plan, you no longer need to go through the profile.
  • Removed the learning plan page. Its main function, generating a batch file, is now, more logically placed on the ILR page. This function sits alongside the recently added “Get Apprenticeship Service Batch” link which allows a provider to download a csv file pre-formatted for uploading to DAS. 

Release Date: 13th May 2019

Key Features updated:

  • BKSB Functional skills integration. Bksb functional skills initial assessments can now be configured as part of the Onboarding Wizard (provided bksb integration is enabled and configured).
  • ID evidence on Extended ILR form. Administrators can now upload / review ID evidence on the Extended ILR form and report on it in Users Generic Report. This allows the upload / review of ID evidence, as part of your onboarding process, to be done remotely.
  • Specifying date of evidence creation. Administrators / learners can now specify the date that a piece of evidence was created / completed. These dates are not necessarily the same as the date when it was added in Aptem. The specified date will be used in OTJ hours reports and provides a more accurate record of when work was completed.
  • Creation of Learning Plan components by learners. Learners can now create components in their Learning Plan for unplanned work using the Log Activity feature in their Learning Plan. Where a learner has a piece of evidence that they feel is helpful to their progression but it doesn’t relate to anything in an existing Learning Plan, the learner can create a new component and upload the related evidence. The tutor can then link the new component to the suitable programme criteria.
  • New administrator role. There is now a separate Advanced Delivery Management role for deleting Learning Plan components which offers a higher level of control than editing alone. 
  • Apprenticeship Service batch file. Administrators can now download an appropriately formatted file for uploading to the Apprenticeship Service (AS).

Release Date: 19th March 2019

Key Features updated:

  •  Allow provider to edit ILR Learner Reference Number. Aptem generates a reference number for each learner which previously populated ILRs automatically. This update allows providers to overwrite the reference number field in the ILR with their own custom number.
  • Make Competencies onboarding step available to user for self-assessment. As part of your onboarding process, learners can now complete an Aptem Skills Radar® self-assessment. This is useful for providers that wish to have their learners complete the initial skills scan themselves.
  • Add visible to learner property to Miscellaneous Learning Plan components. Previously, Miscellaneous Learning Plan components were only visible to Aptem administrators – we have now made them optionally visible to learners too. Miscellaneous components cover activities in the Learning Plan that do no create a task and are not linked to a course or placement.
  • Allow an administrator to save ILR as a draft. If an administrator wishes to prepopulate an ILR but does not have all the information required to complete it, they may save the ILR as a draft and either they or the learner can complete it later once the remaining information is available.
  • Learning provider as a user property. This update creates the ability to manage multiple learning providers and UKPRNs within the same Aptem tenant. Examples of where this applies is where a provider has multiple trading styles, has bought another provider or if the provider is acting as part of a consortium.
  • Power BI API. This is transformational functionality for our customers. This API offers Aptem customers access to Power BI (or similar reporting/analytics tools) to generate a wide range of reports and dashboards for greater insight and analytics of their data.

Release Date: 7th March 2019

Key Features updated:

  • Granular date control for Learning Plans. You can now set the due date for Learning Plans by day or week as well as month. In conjunction with flexible Learning Plans, you can now set a specific due date and propagate this to other learners
  • Single sign-on (SSO). Utilising SAML2 protocol, Aptem can now be configured to accept an SAML2 security token and provide SSO functionality. SSO facilitates automatic sign-on to other platforms, primarily for learners but also for administrators.
  • Change to mentors in an employer profile. Previously, an Aptem mentor would sit in the Contacts section of an employer profile; mentors would not necessarily be invited to have an Aptem account. Mentors now sit under Employer Logins within an employer profile.

Release Date: 19th Feb 2019

Key Features updated:

  • Enhancements to Aptem’s Learning Plan. The new Learning Plan functionality enables administrators permissioned with ‘Advanced Delivery Management’ to edit or delete components within a Learning Plan to suit individual learners. Those administrators are able to make required adjustments to the Learning Plan for specific learners or to choose to synchronise the modification(s) for groups of learners or entire cohorts.
  •  Employer login access rights. We have updated employer login access rights so that employer logins only see records directly associated with them, not for the whole organisation. This means managers from an employer organisation can only see the records of staff that they manage rather than the records of all staff within the organisation.
  • Employers – verifying hours. Those with employer logins can now verify hours from a placement profile. As many employers deliver training, they can provide more accurate input of verified hours in the electronic timesheets.
  • Placement hours – verification emails. Administrators can now set a property within an employer profile to control whether placement hours verification emails are sent to employers. This update means that administrators now have the option to turn off these emails if they are not required.
  • Integration with Learning Aim Reference Service (LARS). Aptem now has an integrated API into LARS. When you go to the ILRs page, click edit on an ILR and then enter an aim reference. Aptem then completes a lookup in LARS and obtains the name of the aim that you have entered.
  • Review improvements. Multiple revisions to the the Review Manager as both usability and cosmetic improvements.
  • Learner courses. When learners finish a course, the asset displays a confirmation dialog to avoid accidental submissions. It is now easier for the learner to choose between saving their work, and saving and submitting to their tutor.
  • Cloning competencies. Administrators can now clone competencies. If you’ve already created a competency, you can now copy the original and make the necessary amendments.
  • Editing ILRs. Aptem now displays a note next to an ILR to tell administrators if an ILR is currently opened by someone else. The note is displayed until the ILR is closed, preventing two people working on the same ILR at the same time.
  • Updating prospects. Previously, you could view prospect details and see the username but not update this information. Administrators with supervisor privileges can now update prospect usernames. 

Release Date: 15th Jan 2019

Key Features updated:

  •  Learning Plan Component and Tasks. We have updated Learning Plan components instructions & task details to support text formatting. Some of the new formatting options include bullet points, bold text and insert hyperlink.
  •  Editable Aptem Skills Radar® criteria and manual creation of Skills Radar.Skills Radar criteria sets are now created in the same way as any other competency, via the competency tile. You also have the option to link them to a programme and to select criteria from the standard, create your own criteria or to edit the criteria imported from the standard.
  •  New Generic Report Columns. Many new columns have been added to user generic reports to allow you to report on your data at the most granular level.