Adding users to Apprentix is simple, but permissions are managed at the apprenticeship level. This ensures each apprenticeship can have different people assigned with different roles.
Primary Admin – has visibility into all apprenticeships
All other users – must be added to each apprenticeship individually
You can add users one at a time or with a bulk import.
Add a User Individually
Log into the Manage Portal → People → All tab
Click Add Member
Choose User Type:
New User → person not yet in Apprentix
Existing User → person already in Apprentix but joining this apprenticeship
Enter the user’s details (name, email, role, and optional fields)
Click Submit
The user will receive an email with a temp password to join Apprentix. The temp password does not expire.
After logging in with the temp password, the user will be required to change their password to a permanent one.
📌 Tip: Let users know to check spam/junk folders for the email.
Add Users in Bulk
If you need to add multiple people at once, you can import a list of users. Use the bulk import tool in the People section > Bulk Actions tab, and upload your file.
Roles in Apprentix
Admin
Full access to apprenticeship functions
Cannot change the Primary Admin or billing/subscription settings
Only Admins can add users
Apprentice
Requires: Apprenticeship start date, employment status (new or existing employee)
Option to enable digital signing of the Apprenticeship Agreement (recommended)
Optional: Manager, Mentor, Registration Number
Manager
Approves apprentice time and evaluations
Only sees apprentices directly assigned to them
Mentor
Can view apprentice progress and provide feedback
No approval authority
Only sees apprentices directly assigned to them
Unassigned
View-only access, no editing or approvals
Useful for stakeholders who just need visibility
Apprentice Onboarding Flow
If an apprentice is set to digitally sign their agreement, they must:
Set a password
Complete demographic questions
Digitally sign the Apprenticeship Agreement (Form 671)
Once completed, their status changes from Onboarding → Active.
✅ With these steps, you can easily add Admins, Apprentices, Managers, and Mentors while ensuring the right permissions for each apprenticeship.