Aptem lets training providers build a configurable, self-serve onboarding journey that guides learners through everything needed before they start their programme. A journey can capture individualised learner record (ILR) data, run initial assessments, gather prior learning, and generate compliance documents for signature, all within one branded, mobile-friendly experience. Providers can tailor the steps, their order, and their wording to match their own processes. 

This article explains how the onboarding journey works, the assessments and checks it can include, and how it produces compliant documentation at the end. 

A configurable, branded journey 

A provider invites a learner onto a programme with just their name and email address. The learner then logs in to a journey carrying the provider’s branding, with the steps shown clearly down the side of the screen. Every page is configurable: providers can add their own pages, reorder steps, rename them to match internal terminology, and include rich content such as images and videos to make the experience engaging. Because the journey is web-based, learners can complete it on a phone, tablet, or computer. 

A journey does not have to be completed in one sitting, and it can be split into stages. Some providers run an initial journey to capture core information and assessments, then re-invite the learner for a later stage once they are ready to progress. 

Capturing ILR data accurately 

The ILR step pre-populates fields from the information entered when the learner was invited, which reduces re-keying and the risk of error. Built-in compliance checks keep the data clean: a telephone number with a stray space is corrected automatically, and a national insurance number in the wrong format is flagged for the learner to correct, so the record is not rejected later. 

The step uses conditional logic, so a learner who indicates a health condition or learning difficulty is asked relevant follow-up questions about the support they need, while a learner who does not is moved straight on. It also captures household, education, and employment information, and ends with an DfE-aligned declaration the learner signs electronically. 

Initial assessments and prior learning 

The onboarding journey can run several assessments to establish a learner’s starting point: 

• The skills radar lets a learner self-assess against the knowledge criteria for their programme, on a configurable scale. Providers often ask learners to upload evidence to support higher scores, which gives a more accurate baseline. 

• Functional skills initial assessments run through single sign-on with BKSB, CENTURY, or Skills Forward. Results flow back into the training plan automatically, removing duplication, and learners can upload exemption evidence where relevant. 

• The cognitive assessment in Aptem Assess is a short, gamified screening across eight categories. A quality check flags where a learner has clicked through without engaging, so a provider can ask them to retake it, and the assessment must be completed in one sitting. 

For prior learning, learners can add qualifications manually and upload certificates. Where the integration with the Learning Records Service is enabled, a provider can retrieve a learner’s personal learning record, giving a verified view of prior attainment that supports recognition of prior learning decisions. 

Documents, content, and compliance 

Providers can add a documents step to share policies and a code of conduct, with a read-and-understood confirmation the learner must tick before moving on, which supports DfE and Ofsted requirements. The documents remain available to the learner throughout their programme. 

At the end of the journey, compliance documents such as the apprenticeship agreement and training plan are generated and pre-populated from the data already captured, with no double entry. The learner signs electronically, and copies are sent to the employer and provider to sign through their own access. Aptem keeps these statutory documents up to date, and providers can report on who has and has not signed, with automated reminders chasing outstanding signatures. 

Frequently asked questions 

Can the onboarding journey be customised for different programmes? 

Yes. Providers can add, reorder, and rename steps, apply their own branding, and include custom pages and content. Each programme can have its own journey, and a journey can be split into multiple stages. 

Does the learner have to complete onboarding in one sitting? 

No. The journey can be completed across multiple sessions, though some elements, such as the cognitive assessment, must be finished in one go once started. 

Which initial assessments can be built into onboarding? 

The skills radar, functional skills initial assessments through BKSB, CENTURY, or Skills Forward, and the cognitive assessment in Aptem Assess. Results from functional skills assessments flow into the training plan automatically. 

How are compliance documents handled? 

Documents such as the apprenticeship agreement and training plan are generated and pre-populated at the end of the journey, signed electronically by the learner, employer, and provider, with automated reminders for any outstanding signatures. 

Watch the video or book a demo to learn how Aptem can support your apprenticeship delivery.