Integration with Aptem Information

epaPRO has an integration with Aptem, that will enable a provider to use Aptem to register an apprentice which will play into epaPRO and ensure that the learner information is kept up-to-date, including all change of circumstances.

Aptem can register apprentices automatically via the integration between them and epaPRO. Likewise if an apprentice is registered in epaPRO, where the Aptem integration is enabled for that Provider, the data is pulled back through by Aptem, allowing the two systems to remain in sync.

How do we get this enabled?

If a Provider requests this of you, please Raise a Support request on behalf of that Provider, you will need to ask for us to create them a:-

• Client ID

• Client Secret

• Please include the Providers Name

Action for the EPAO

You may need to create a role specifically for API/Aptem users where you restrict it to read_only on applicable areas such as apprentice details/results etc. You can do this by using the Provider role as the basis for creating a new role and then for each section of permissions, remove all but the Read only options.

Then allow this role to be assignable by your Training providers by selecting the toggle on the screen where you create the role.

Open

Information for your Provider

The provider should create a new Provider sub-user account:-

• easily identifiable as the API user (so an account not likely to be deleted in error)

• potentially with a generic email address (so as not be effected if a particular user leaves their business)

This is because the provider will need a username/password in order that they set this up on the Aptem side.

The following are useful points to note in regard to the integration with Aptem.

• Learner data flows only from Aptem → to epaPRO

• If the following actions are created in Aptem, they will pull through into epaPRO

  • Registering a learner

  • Completing a change of circumstances

• Upon setting up the integration; if an apprentice exists in epaPRO, then Aptem will try to match those user details in Aptem, with the apprentice details in epaPRO (this may not work if there is a discrepancy in the data)

• If there is an update to the Apprentice Personal Details, these will not be reflected in Aptem

• The following will be pulled back into Aptem’s MIS via the integration by Aptem from epaPRO

  • Assessment Bookings

  • Results

  • Certifications

  • Result Adjustments

• Updating the Apprentices details should be done in Aptem as per their support article:-

Automatic updating of learner details with epaPRO

A guide on how the tenant is set up once your Provider has their Client ID and Secret Code can be found on the Aptem help pages

Further Aptem Guidance for the Provider

Register a learner with epaPRO

View EPAPro integration errors

FAQ: If we only use the Manager field in Aptem and the ‘Mentor phone number’ field in EPAPro needs to be updated, where in Aptem do we input this?

Learner epaPRO Assessment Records

Automatic updating of learner details with epaPRO