Simple setup guide for Providers

As a Provider user on epaPRO, there are a few items you will need to set up in order to get you started.

• Provider Users

• Apprentices

• Employers

• Support materials

Provider users

As the main provider user, you will have the ability to add other users. You will be the main or “Primary” user and any others you create will not be classed as the primary, however they will have the same permissions as the Provider user role when initially created. Since the introduction of this work -Provider/Employer User extensions in Dec 2022 you are able to configure which Standards and specialisms that your sub-users are assigned to. Your EPAO will be able to assist with these permissions.

The standards or specialisms selected for a sub-user will change the visibility of apprentices and other standard based entities within epaPRO and reporting. It will also adjust the notifications they receive, so that they will not get notifications for apprentices that are on standards they have not been assigned

In order to access this ability, you need to login to epaPRO and then click on your name top right of the screen - there is an option there to Edit/View Sub Users where you can create them.

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If you need to have the permissions amended, you would need to contact your EPAO.

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Apprentices

These can be set up individually or using an import option. Lets take individually first of all so you can see what data you will need.

Login to epaPRO and click on the Apprentice option in the menu - this will open the following screen

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You can then click on the Add Apprentice button top right of the screen, there are 4 tabs that are on this page.

Apprenticeship Details

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• You will need to select the employer that this apprentice is for and then the standard they are on and any specialisms if the standard has any.

• Enter the apprentices Expected Start Date.

User

For the user details you need to enter the apprentices email address, the user name can be their email too.

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The Allowed Login methods will allow the user to login using different options- see here for details

Apprentice Details

The Apprentice details page requires you to enter personal information, there is also a field for any reasonable adjustments the apprentice may need e.g. screen readers, extra time in exam etc.

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Workplace details

The Workplace tab allows you to enter the company the apprentice will be apprenticed to, it also includes a field for Covid compliance this would be used for example in the case of care homes,where it may be required for any assessors to be compliant before entering the workplace.

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Once all fields entered press the save option bottom right.

Bulk Import/Export of Apprentices

On the Manage Apprentice screen you will see the option to Bulk Import or export a list of apprentices.

See here for further information on this Bulk Import/Export Feature

Employers

Under Employers in the main menu, you have a button “Add Employer” (there is also the “Import” option too, please see the Bulk Import Feature link above for more info on that).

Using the manual process to add employers is very similar to that of adding an apprentice.

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Once the Employer Details are created you enter the Standards that are covered by that particular employer.

See also Provider/Employer User extensions

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Any related assessment centres will be pulled through onto the Assessment Centre tab below.

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For the Employer you add a Primary User, under these there can be multiple sub users added against the one employer. It is denoted in the Employer permissions if they are able to create their own sub users.

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Support Materials

Depending on your Provider permissions you will possibly only have the option to View any support materials which are split into category lists to make it easier for you to sort them.