Tutors & Assessors | App-Rentice

Students Log / Record of Work

Create an Activity

Create New Account

Update Student Account

Settings

Qualifications

Create Site Visit Booking

Site Visit Report

Resources

Print Page / Create PDF

0.0

Assessor Menu

Create New Account Student or Employer
Staff if your faculty allows sharing, you can edit other tutor account details, see 6.0 Update Student Account Details as it has similar functions.
Show Archived - change the student list to the accounts that have been archived
Show Employers - change the list to show the employers linked to your students
View other Tutors Students - if your faculty allows sharing, you can select another tutor to view their students.
Text Search - enter the first / last / part of a name
Filter by Employer - select an employer to view all the students linked to them
Student/Employer Count -
Student Card - each of your students is displayed with stats on the entries they have made and qualification progress

When in you log in with an Assessor/Tutor Account it should automatically load the Assessor Menu, otherwise select it from the Side Menu

0.1

View Student / Trainee Menu
This page displays all the information and options associated with the student

Students Info
Email / Call buttons
Student Stats
Record of Work
Qualifications
Sign Offs / Site Visits
Create Entry
Update Account Details

View the Student's Log / Record of Work

When viewed on a wider screen like a tablet or computer, the Entry info will changed to two columns

1.1

Record of Work

The Record of Work displays all completed entries with the ability to filter the list and change the way you view them.

Filter the Categories
Different Views and Exports
Entries List

1.2

Filter Options

Making a selection will automatically update the list.

Selecting a Main Category will then display the dropdown for its subcategories, Selecting a Sub Category will then display its Activities.
Selecting a Status from the dropdown will filter the list by status
You can filter the list by entering specific text in the Word Search
Selecting the Show Date Filter Checkbox displays the from and to dates
When the entries are filtered you are able to Select All to,
Mark Selected as 'Assessor Checked' this will update the status of selected entries.
When filtered, each entry will have a checkbox that can be selected/unselected when marking as assessor checked.

Select the Clear Filters button to reset the filter

1.3

Display and Export Options

Clear Filter resets the list
Export PDF creates a PDF of the table view using the filters and the displayed entries.
Export CSV creates a CSV file with all or the filter entries
Default view is the View as List
View as Summary views show the categories with total hours completed, selecting a category will open the sub categories and the activities.
View Table show the entries with the details in a row

You can use the filter and then swap between list and summary views

PDF Export will not 'print all' you will need to scroll down the list to include them in the PDF

1.4

View Activity

Tap an entry to open it

All the entry information and saved images are displayed on this page

Entry information is displayed as view only, scroll down to the assessor section, Tapping on the image will open it allowing you to download it
Assessor Notes - Add your notes
Include in Site Visit Report - this will update the entries status to assessor checked
Update - saves your notes and status update
Cancel - Returns to list (recommend you use update so the status is updated)
Edit Entry - full edit functions of the students entry
Export PDF create a PDF of that entry

1.5

Summary View

After selecting View as Summary

Category - select the main to view the Subcategories an then Activities
Total Entries made for the categories and total Hours completed for that category

You can view and select the students entries via the summary pages through to the Activity Detail Page

1.6

Table View

After selecting Table View

Filter options just like List View
Clear Filter
Export PDF - create a pdf with a landscape layout
Select All and Mark As Complete just like List View
Entry List - scroll down to view entries, scroll right to few entry details

Selecting an entry will open it

Print / Create PDF of Student Log Tutorial

Qualifications

2.0

Qualifications Menu

Select Theory or Practical to filter
Status Buttons - Select to filter
Clear Filter - Resets page / Export PDF - provides option to create a PDF with Just the Units/Competencies or to include the Elements/Learning Outcomes (LO)
Unit/Competency Status Graph - Each is represented with the status colour giving you a quick view of your progress, Swipe to see all
List of Units/Competencies and summary info

2.1

Unit / Competency Information

Name
Element/LO Status Graph & Unit/Competency Status
Update All - Opens the edit page with the ability to update the status of all Elements/LO's
List of Elements/LO's and Status
Notes - If you have made any notes when updating a status, a selectable accordion 'v' will be displayed
Notes infomation

2.2

Update Elements / Learning Outcomes (LO)

Select the Checkbox to include that Element/LO in the status update
Shows the current Status of the Element/LO
Select All
Status Selector - Select to choose 'In Progress' or 'Completed'
Add a Note to be saved with the status update, these are time/date stamped and cannot be edited
Select Save Trainee Update

When all Elements/LO's are the same status the Unit/Competency will be updated.

Seperate status updates will need to be completed if you want to mark some as In Progress and others as Completed

Students can mark a status as finished with the Assessor marking as Complete

Print / Create PDF of Qualifications Tutorial

Create a Site Visit Booking (start a visit visit record)

Best used on a computer/tablet or in landscape mode - better small screen support is coming

3.0

Select the Student from your Assessor Menu
Select Site Visit Records

3.1

Select 'Create a New Site Visit Booking'

This button will be greyed out if there is a Site Visit Record In Progress

3.2

Select 'Date and Time'

3.3

Select 'Booking Note' textbox to open the modal
Select the template dropdown if you want to use a the apps default or your faculties pre-written text
Select the default or your faculties template
Write your text using the Text Rich editor

3.4

Optional

You can start preempting your notes, or add reminders. These will not be sent to the students yet.

Select 'Site Visit Note' textbox to open the modal
Select the template dropdown if you want to use a the apps default or your faculties pre-written text
Select the default or your faculties template
Write your text using the Text Rich editor

3.5

Select 'Create Site Visit Booking' to save
Select 'Yes' to send and email to the trainee and their employer, selecting 'No' will still still save the booking and make it available to the trainee and their employer in the apps Site Visit page in the menu, Cancel will return to the page without saving.

3.6

Your email client should automatically open

The Trainees and their Employers email are automatically included
Booking Date and Time include
Booking Notes are included
Outlook and Google Calendar appointment links created - note these do not update your calendar

This is a normal email so you can edit as you need before sending

View created Bookings

3.7

This page view is the same as the Students and Employers

Select the 'In Progress' site visit at the top of the list

3.8

The Students and Employers view of this page is just the Booking Notes, Date and Time, it also has your email and phone number.

You can edit the Time and Date, which will update the Student and their employers page

currently there is no resend booking email

Print / Create PDF of Site Visit Booking

Site Visit Report

Best used on a computer/tablet or in landscape mode - better small screen support is coming

4.00

Select the 'In Progress' site visit at the top of the list

4.01

The Report Creator includes Work Entries and Qualification updates completed since the last Site Visit Report date, with an option to search all work entries if needed.

Use the 'Go to the Students Record of Work' to add more entries by updating their status to Assessor Checked - see Student Log for more details
Use the "Go to The Students Qualification' to update their qualification
Booking Note is read only
Last Site Visit Date in read only
Edit the Time and Date if needed

4.02

If you preempted your notes, or added reminders, these will already be added to the Site Report, select the text rich editor (4) and delete or edit these are required.

Select 'Site Visit Note' textbox to open the modal
Select the template dropdown if you want to use a the apps default or your faculties pre-written text
Select the default or your faculties template
Write your text using the Text Rich editor

The Faculty Assessor Note is specific to your Organisation, this will be customisable in the new Web Portal but for now contact us to have these updated

4.03

The Site Visit Checks Section uses HMTL so you can customise your report.

Currently there's one template per Faculty/Organisation

Select 'Edit' to open the Modal, from there you can edit all text.
Select 'Reset' to clear any changes you made to the template text

The Site Visit Checks are specific to your Organisation, this will be customisable in the new Web Portal but for now contact us to have these updated as we can help with the HTML coding as well

4.04

View of open Modal allowing edits

4.05

You can add two images of your own.

Select 'Add Image' for either image to take a photo or select from your device
Select to Delete
Save Notes and Photos - useful incase you lose connection and lose your work. - photo's will have an icon for their save status

You include the Students Work Entry photos for their evidence, these photo's are more for the overall visit.

You can create Work Entries on the Students behalf if you need to include more specific photos.

4.06

View the Students Qualification Progress, use the 'Go to the Students Qualification' at the top of the page to edit them.

Select the 'v' (accordion) to show the Unit Standards/Competencies
Select the Checkbox to include the elements/Learning outcomes to the Full Report, they are selected by default if updated since the last Site Visit
Select the name to open and view the Elements/Learning Outcomes and notes label
If notes were saved when the Qualification was updated these are displayed at the bottom and viewable by selecting the 'v' (accordion).

Select the '^' (accordion) again to hide the Qualification detail, the PDF report layout isn't effected by this view.

4.07

View the Students Record of Work Entires, use the 'Go to the Students Record of Work' at the top of the page to add more Assessor Checked entries if they don't show in the filtered list.

Select the 'v' (accordion) to show the Work Entries
Select to show all entries made since your last site visit report
Select to show just the entries being included in this report, and to edit the image/notes
Select to view all entries with the status Assessor Checked, a word search will be displayed as well.

A useful hint if you have too many Assessor Checked entries is to find and edit the entry using the Goo to the Students Record of Work and include the word report and the report number in the Tutor notes as the word search will find it then

4.08

Adding Students Work Entries to the Report.

Swipe left to show the include button and right to show the remove
Select include (remove)
The status will be updated to the Report No. And Included in Site Visit Report to show Yes

4.09

Editing work entry notes for the Report.

The report only shows the images and your Assessor/Tutor note, so you can keep only the relevant information in the report

Edit your notes as required
Unselect if you decide to remove this from the report (doesn't delete the entry)
Add extra images (you can't delete a students image/s from here)
Save changes or Cancel

4.10

View the Summery of Entries

Select the 'v' (accordion) to show the table

Main Categories are shown with the entries/hours the student has completed since your last visit, and in total

4.11

You can create a draft version of the report to share with the student and their employer, useful as completed Site Visit Reports can't be edited

Select 'Create/Send Draft PDF'
Select 'Simplified' for a report with just your notes, the site visit checks, and your two photos, Select 'Full Report' to include the Qualification, Work Entries and Summary table.
A pop up will ask if you want to upload a copy to the server, this will then be available to the student and employer to view in their app
Then a pop up will ask if you want to send an email to the student and employer, as this creates an attachment it can't repopulate the 'to' header of the email so you will need copy and paste this from the email body.

Private/incognito browsers and some others don't allow Web Share (emailing the pdf as an attachment), the system will fall back to a basic 'mailto:' email with a link to view the PDF, you can also drag/insert the downloaded PDF.

4.12

After completing the report it will not be able to be edited and only a PDF version will be available

Select 'Complete Sign Off'
Select 'Yes' to continue and complete the Site Visit Record
Select 'Simplified' for a report with just your notes, the site visit checks, and your two photos, Select 'Full Report' to include the Qualification, Work Entries and Summary table.
A pop up will ask you if you want to review the PDF before completing the report, remember you can't edit the report after this.
Then a pop up will ask if you want to send an email to the student and employer, as this creates an attachment it can't repopulate the 'to' header of the email so you will need copy and paste this from the email body.

View In Progress and Completed Site Visit Reports

4.13

This page view is the same as the Students and Employers, except they don't have the create new site visit booking button

Select the report you want to view, the PDF file name will be displayed if available for in progress reports

4.14

Selecting a report will open the PDF

Print / Create PDF of Site Visit Booking

Create an Activity for a Student

5.0

Select your Main Category
Select your Sub Category from the list of menu
Select unto 3 Activities (or default 'Completed Activity if your Faculty only uses a two level WBS)
Select ok to continue, or Cancel to change the main/sub category selection

5.1

Select a Project

Select the Project
Swipe to select the Hours completed
The default text 'Assessor Created entry' is added to the Students Notes but you can edit this as needed
Choose the Date
Add your own notes

You can also add up to 3 photo's using your devices camera or photo library.

Select Save to continue or select the back arrow in the top left to cancel

Print / Create PDF of Enter Activies Tutorial

Create New Account

6.0

On the Assessor Menu Page Select 'Create New Account'

On the following page you will select if it is a Student or Employer, and if your faculty has given permission you can create another Tutor/Assessor account

6.1

Enter the Date that the Student started their Qualification, this will be used for the progress calculation. Use the date they started using the app or working with you for the date for Employers or Tutors/Assessors
Select the type of Account Student/Employer/Tutor
Select their Qualification (this will be hidden for Employers and Tutors/Assessors)
Enter a unique Username, this could be their student ID or any identification but it must be unique, the system will reject duplicates
Enter their First Name
Enter their Last Name
Enter their Email, the system will reject duplicates
Enter their Phone Number, this is not required but will allow you to call them from the app
Select their Group if your faculty is organising students in groups
Create a 8 Character Password with uppercase, lowercase, number and character.

Select Create Account to save the Account details, if you have a duplicate username or email you will receive an pop up error.

6.2

After selecting Create Account, a pop-up will prompt you to send an email to the student with their new account details and app information.

This is a normal email so you can edit as per usual

Print / Create PDF of Create Account Tutorial

Update Students Account Details

7.0

You can edit the students Username if they are struggling to remember their login or email
Account Status - you can archive a student or convert their account to an employer account
Change their Group
Reassign them to another Tutor
Reassign them to another Employer, select the Change Employer button and a dropdown list displaying all the employers in your group/faculty will be displayed with a word search to help find them

7.1

Change the Qualification (if your faculty has multiple qualifications)
Update the First Name
Update the Last Name
Update the Email (this has to be unique)
Update the phone number
Update the Password
Select Save to continue or Cancel to return without saving

7.2

After selecting Save, a pop-up will prompt you to send an email to the student with their updated details and app information.

The email will only be displayed if you have updated it for the student.

This is a normal email so you can edit as per usual

Print / Create PDF of Edit Student Account Tutorial