⚠️ Important: If an apprentice has data in Apprentix, do not delete them. Always change their status to preserve their records.
How to Change an Apprentice’s Status
Go to People
Under Team Members, click on the apprentice’s name
Open the Actions tab
Select one of the following: Completion, Suspension, or Cancellation
RAPIDS Updates: Who Handles What?
Tech Platform Only Customers → When you change a status, all Admins are notified to update RAPIDS manually.
Fractional Sponsor Customers → Apprentix’s Compliance Team updates RAPIDS for you. Your only responsibility is to change the apprentice’s status in Apprentix.
Apprentice Completion
Use Completion only when the apprentice has met all program requirements (hours and/or competencies).
What happens next:
Apprentice receives an email with their transcript
For registered apprentices:
Program Sponsor receives an auto-filled application for a Certificate of Completion (Appendix B2)
The Sponsor must submit it to the DOL or State Apprenticeship Agency to receive the physical certificate
⚠️ Completion is permanent and cannot be undone.
To add a completed apprentice to a new program:
Go to People > Add New Member
Select Existing User
Apprentice Suspension
Use Suspension for temporary pauses due to:
Disciplinary actions
Personal reasons
Lack of relevant project work
Why suspension is better than cancellation:
Easily reinstated with one click
Keeps program records clean for DOL compliance
📌 When suspending, you’ll be asked for start and end dates. These are informational for the DOL and can be updated anytime.
Apprentice Cancellation
Common reasons to cancel:
Apprentice’s employment is terminated
Apprentice’s work no longer aligns with their apprenticeship occupation
Company is no longer working on projects with apprenticeship requirements
⚠️ Cancellations are permanent. Apprentices cannot be reinstated from a cancelled status — they must be registered again with a new account.
Reinstatement
From Suspension
You can reinstate at any time, regardless of the dates entered in the suspension form
For registered apprentices, be sure to update the DOL (Tech Platform customers only — Apprentix does this for Fractional Sponsor clients)
From Cancellation
DOL does not allow reinstatement from cancellation — you must register the apprentice again
Apprentix requires a new account and new agreement
💡 Pro Tip: Use an email alias if the apprentice returns (e.g., [email protected] → [email protected]).
Apprentix treats it as a new account
All emails still route to the apprentice’s original inbox
✅ By managing status changes correctly, you’ll maintain accurate records in Apprentix and stay compliant with DOL requirements — without extra admin work if you’re a Fractional Sponsor client.