This guide walks Admins through the core responsibilities in Apprentix to ensure apprenticeships stay compliant with U.S. Department of Labor (DOL) requirements and that apprentice hours count toward Inflation Reduction Act (IRA) projects.
By following these steps consistently, you’ll keep your program audit-ready while making onboarding and tracking seamless.
Step 1: Adding Apprentices
Adding an apprentice in Apprentix begins their registration process but does not immediately register them with the DOL.
How to Add an Apprentice
Navigate to People > Add Member
Select New User (unless they already exist in Apprentix)
Enter the required information:
First & Last Name
Role: Apprentice
Apprenticeship Start Date: Must be today’s date (no backdating allowed)
Allow Digital Signing: Select Yes (recommended for compliance and speed)
Employment Status: New employee or existing employee
Email: Use their work or personal email for login access
Optional fields: Job title, manager, mentor, address, employee number
After submission, the apprentice’s status will show as Onboarding until they:
Set their password
Complete demographic questions
Digitally sign the apprenticeship agreement
Once signed, Apprentix triggers the DOL registration process. You’ll be notified when registration is complete.
Troubleshooting Apprentice Login Issues
If an apprentice doesn’t receive the reset password email:
Tech Platform customers → Admins can resend the reset email or set a temporary password from the apprentice’s profile
Fractional Sponsor clients → For security reasons, Admins cannot set temp passwords. Contact and our support team and we will securely send a temporary password directly to the apprentice
📌 Tip: Always remind apprentices to check spam/junk folders for Apprentix emails.
Step 2: Tracking and Entering Time
Apprenticeship programs require both on-the-job training (OJT) and classroom hours.
Typical allocation (per 40-hour week): ~37 hours OJT + ~3 hours classroom
Minimum program requirements: 2,000 OJT hours + 144 classroom hours
How to Enter Time
Go to Performance Tools > Time Tracking
Use Bulk Actions or import templates to enter hours
Allocate hours to:
Classroom Training (e.g., OSHA 10, Intro to Construction)
OJT Competencies (e.g., Tools, Safety, Maintenance)
In Notes, write: “Matches payroll MM/DD – MM/DD” for audit clarity
Submit → Approve hours in the Pending tab
📌 Zero-hour entries are required if no hours are worked in a payroll period to avoid compliance flags.
Step 3: Updating Apprentice Status
You must update statuses within 30 days of a change (quits, suspension, completion, etc.).
Options:
Complete → Apprentice fulfilled all program requirements
Suspend → Temporary break (can reinstate later)
Cancel → Apprentice left the program (cannot be reinstated; must re-register)
⚠️ Do not delete apprentices with history — records must be retained for 7 years.
Step 4: Monitoring Compliance
Apprentix notifies Admins of important compliance tasks:
Onboarding not completed
Missing time entries for 30+ days
Classroom hours deficiency
Status not updated within 30 days
Stay on top of these alerts to avoid falling out of compliance.
Step 5: Documents and Reports
Documents: Signed apprenticeship agreements, Davis-Bacon certificates (auto-renewed every 90 days)
Reports: Apprentice progress, transcripts, RAPIDS compliance files
Do not edit RAPIDS IDs — these identify your program with the DOL
Support
Live Chat (in-platform)
Email: [email protected]
Help Center: Import templates, troubleshooting guides, and compliance best practices
✅ By consistently adding apprentices, logging hours, updating statuses, and responding to notifications, you’ll maintain compliance and keep apprentices’ hours valid for IRA projects.