This guide walks Admins through the core responsibilities in Apprentix—from adding apprentices to tracking hours and updating statuses—so your program stays compliant with Department of Labor (DOL) standards and apprentice hours count toward Inflation Reduction Act (IRA) projects.
🎥 Essential Admin Training Video
Learn the core steps to track apprentice hours, approve them, and keep statuses up to date.
This overview video covers the most important Admin responsibilities—from logging hours to staying audit-ready.
Step 1: Add Apprentices to Apprentix
Adding an apprentice starts their onboarding process in Apprentix, but does not immediately register them with the DOL.
How to Add an Apprentice
Start by going to People > Add Member
Choose New User (unless they already exist)
Enter the required info:
First and last name
Role: Apprentice
Start Date: Use today's date
Backdating up to 45 days is allowed if you need credit for prior work
Technically, the 45 days is from the day the apprentice signs the agreement
Allow Digital Signing: Yes
Default value cannot be changed for Fractional Sponsor clients
Employment status
Email for login
Optionally add: Job title, manager, mentor, address, employee number
After submission, status = Onboarding until the apprentice:
Sets password
Completes demographic info
Digitally signs the agreement
Apprentix then triggers DOL registration and notifies you once complete.
📌 Tip: Remind apprentices to check spam/junk folders for their welcome or reset password emails.
Step 2: Track and Enter Time
Apprenticeship programs require both classroom hours and OJT.
Time Requirements
Minimum: 2,000 OJT hours + 144 classroom hours
Typical Weekly Split: ~37 hours OJT + ~3 hours classroom
Choose a Time Tracking Method
🎥 Allocations (Recommended)
Use the allocation slider and smart split methods to distribute weekly hours accurately.
🎥 Bulk Actions
Log time in bulk by apprentice, course, or competency—ideal for quick group updates.
🎥 Import Tool
Upload hours from external systems using a simple CSV template.
How to Enter Hours
Go to Performance Tools > Time Tracking
Choose your method: Allocations, Bulk Actions, or Import
Allocate hours to:
Classroom (e.g., OSHA 10, safety training)
OJT (e.g., Tools, Maintenance, Site Safety)
Add a Note like:
Matches payroll 10/24–10/31Submit → Approve in the Pending tab
✅ Enter 0-hour entries if no hours were worked to avoid compliance flags.
Step 3: Update Apprentice Status
Statuses must be updated within 30 days of any change.
Status Options:
Complete – Program finished
Suspend – Temporary pause
Cancel – Program exited (not reinstatable)
⚠️ Do not delete apprentices with history. Records must be retained for 7 years.
Step 4: Stay Ahead of Compliance Alerts
Apprentix automatically notifies Admins of issues that could impact compliance:
Incomplete onboarding
Missing time entries (30+ days)
Not enough classroom hours
Status updates overdue
Respond promptly to stay on track with DOL and IRA rules.
Step 5: Access Key Documents and Reports
Documents: Signed apprenticeship agreements, Davis-Bacon certificates (auto-renewed)
Reports: Apprentice transcripts, RAPIDS data, progress summaries To locate Davis-Bacon certificates in Apprentix, follow these steps:
Log in to Apprentix: Use your credentials to access your account.
Navigate to the Compliance Section: On the left-hand menu, click on Compliance.
Open the Documents Tab: Within the Compliance section, select Documents.
Select the Davis Bacon Tab: Locate and click on the Davis Bacon tab to view all uploaded certificates. Note: Apprentix includes a feature to set reminders for certificate renewals, ensuring compliance is maintained without manual tracking.
⚠️ Do not edit RAPIDS IDs—they’re linked to your DOL registration.
Step 6: Reciprocity Requests for Projects Outside of Texas
A reciprocity request allows your registered apprentices to work in another state under Apprentix’s sponsorship. Since our program is registered in Texas, other states require a formal reciprocity process to recognize apprentices for compliance.
Apprentix manages the entire end-to-end process with the state agency so you don’t have to navigate the paperwork.
All reciprocity requests must be submitted using this form. Please do not email your answer to these questions to us as we will cannot accept them unless you have submitted your request using the form.
Need Help?
Live Chat: Directly inside Apprentix
Email: [email protected]
Help Center: Find guides, templates, and troubleshooting tips
✅ By consistently onboarding apprentices, entering and approving time, updating statuses, and responding to alerts, you’ll maintain full compliance and ensure hours count toward IRA eligibility.