Sometimes apprentices get “stuck” in the Onboarding stage. This can happen for three common reasons:
The apprentice hasn’t logged in yet to complete their setup.
The apprentice is having login issues.
The apprentice physically signed the Apprenticeship Agreement instead of signing digitally in Apprentix.
This guide explains how Admins can resolve each scenario so the apprentice’s status moves to Active and their hours begin counting toward apprenticeship and IRA compliance requirements.
Scenario 1: Apprentice Hasn’t Logged In Yet
If the apprentice hasn’t logged into Apprentix, they cannot complete their onboarding steps (setting a password, filling out their profile, signing their agreement).
How to resolve:
Remind the apprentice to check their email (including spam/junk folders) for the onboarding invitation.
If they can’t find it, the Admin can resend the reset link:
Go to People
Click the three dots next to the apprentice’s name
Select Reset Password
👉 Related: Troubleshooting: Login
Scenario 2: Apprentice Has Login Issues
Sometimes apprentices do receive their invite but still cannot log in due to forgotten or incorrect credentials.
How to resolve:
Ask the apprentice to use the Forgot Password option on the login page.
Alternatively, the Admin can reset the password directly in Apprentix.
If issues persist, submit a request to Apprentix Support.
👉 Related: Troubleshooting: Login
Scenario 3: Apprentice Signed a Physical Apprenticeship Agreement
If the agreement was signed manually (outside Apprentix), the system still thinks the apprentice is “Onboarding.” In this case, the Admin needs to manually activate the apprentice.
Steps to activate manually:
Go to People in the Manage Portal.
Find the apprentice stuck in Onboarding.
Click the three dots (⋮) → Change to Active.
A popup called Activate Apprentice will appear.
Any data already entered (profile fields or optional fields when the apprentice was added) will prefill automatically.
Complete any required fields that are blank.
Upload the completed, signed Apprenticeship Agreement. (Apprentix does not validate whether the agreement is signed—you must confirm this yourself.)
Click Submit.
After submission:
The apprentice’s status changes to Active.
The uploaded agreement is saved under Compliance > Documents > Filed.
The onboarding notification for this apprentice disappears.
If notifications are enabled, all parties receive the standard agreement-signed confirmation.
Key Takeaways
If the apprentice hasn’t logged in → Ping them or resend/reset their password.
If the apprentice has login issues → Use Forgot Password or reset it for them.
If the agreement was signed manually → Use the Change to Active feature and upload the signed agreement.
✅ Only apprentices with Active status are eligible for compliance tracking and IRA reporting.