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How to add People
How to add People

Learn how to add a team member of any kind including admins, apprentices, managers, and mentors.

Updated over a week ago

Manage portal > Click People > Add member

Unless you are the Primary Admin on the account, a role which is visible to you in the table under People, you must add people to each apprenticeship you have created. Only the Primary Admin has visibility into every apprenticeship program you've created. All other users must be added individually to each apprenticeship.

The reason for this is that permissions are set at the apprenticeship-level so each apprenticeship can have different people with different permissions.

Now to add a user to an apprenticeship, you have two options:

  1. Add each person individually

  2. Import a list of users using the bulk import

How to add a team member individually

You must be in the Manage portal on the 'All' tab in order to add someone to that specific apprenticeship.

  1. Click on the Add member button

  2. Select User Type

    1. If the user is new to Apprentix, keep "New User" selected

    2. If the user is already in a different apprenticeship in Apprentix, select "Existing User"

  3. Enter the user's name and select their role

  4. Roles

    1. Admin

      1. The Admin role has full access to all functionality with the exception of two things:

        1. Admins cannot change who the Primary Admin is

        2. Admins cannot change Billing and Subscription settings

      2. Only Admins have the ability to add users.

    2. Apprentice - additional questions will display such as:

      1. Apprenticeship start date - this is the start date of the person beginning their apprenticeship, not the date the person was hired.

      2. Manager - if you have already added Managers to this apprenticeship, you can select a Manager from the drop down.

      3. Mentor - if you have already added Mentors tot his apprenticeship, you can select a Mentor from the drop down.

      4. Apprentice Registration Number

        1. If you want to use Apprentix for compliance reporting in RAPIDS and you want to upload the status of each apprentice to keep RAPIDS updated, you will need to add the Apprentice Registration Number.

          1. If you do not have this number yet because the Apprentice isn't yet registered, you can always enter it later by going to the Apprentice's profile.

    3. Manager

      1. The Manager role approves time and evaluations entered by or on behalf of Apprentices. If you are an Admin and do not want a Manager needing to approve since you as an Admin will do that, you do not need to use the Manager role.

      2. Managers can only view Apprentices directly assigned to them.

    4. Mentor

      1. The Mentor role has no approval authority. The Mentor can simply view the Apprentice's progress and provide Feedback within the platform to or about the Apprentice.

      2. Mentors can only view Apprentices directly assigned to them.

    5. Unassigned

      1. The Unassigned user role can only view and has no editing or approval rights. This is typically used for users who want to see the progress of an apprenticeship but don't have any functional duties to perform.

  5. Job Title - this is an optional field and displays in the People table

  6. Home Address - if you don't know their address, you can leave it blank and the user will be required to fill it in.

  7. Work Email - this is the email address that the user will use to log in and is where the email will be sent with a link for them to join your apprenticeship program. It's important that you have the right email address for the user. If you don't, you will need to delete this user and reenter their information with the correct email address.

  8. Employment Status

    1. New Employee - this means you've just hired this person and are enrolling them into your apprenticeship program.

    2. Existing Employee - this means you're enrolling someone into the apprenticeship program who is already working for your company.

  9. Employee Number

    1. This is an optional field and will be displayed on the Transcript Report.

  10. Click the Submit button.

  11. After you submit, the user will receive an email with a link that they must click on within 24 hours or else their password will reset. This link is the only way that the user can join your apprenticeship program so please be sure that they are using the link and not trying to sign up for an Apprentix account on their own.

    1. It's a good idea to give the user a head's up to be on the lookout for an email because spam filters can sometimes get a hold of the email and it won't hit the user's inbox.

    2. Ask the user to click on the link and complete the onboarding steps in order to officially have joined your apprenticeship program.

Related: How to add a team members through bulk import

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