Adding a new apprentice record in ACE360 is the first step in preparing learners for their End-Point Assessment (EPA) journey. Ensuring the information is accurate at the point of entry supports smooth progress tracking, compliance, and timely assessment.
Follow the steps below to correctly create a new apprentice record.
Before You Begin
Ensure your organisation has sufficient tokens available (each new apprentice requires one).
If required, additional tokens can be purchased via Token Management within ACE360.
Step 1: Access the Apprentice Record Form
From your dashboard:
Navigate to Apprentice Records using the sidebar menu
Select the Add Apprentice Record button to open the entry form
Step 2: Enter Apprentice Details
Complete all required fields, including:
2.1 Apprentice's Basic Information:
2.2 Apprentice's Contact Details:
2.3 Apprentice's Funding & Needs:
2.4 Employer's Basic Information:
2.5 Employer's Contact Details:
2.6 Standard and AO Selection:
✅ Important
Ensure the standard, version and pathway match the learner’s ILR
The selected version must align with the learner’s actual start date
Check spelling and accuracy carefully to avoid delays later in the process
To ensure the correct standard and version are selected, view the full guidance here:
Step 3: Validate and Review
Before saving the record:
Double-check all entered information, particularly:
Start date
Standard and version
Pathway selection
ACE360 will automatically validate the information entered
Any errors or invalid combinations (such as incorrect dates or versions) will be flagged for correction
Step 4: Save the Record
Click Save or Create to submit the record
Once saved, the apprentice will appear in Apprentice Records with a “Live” status
Key Reminders
Always ensure the details entered match the learner’s ILR
The learner must be registered on the correct standard version for their start date
Incorrect setup can lead to:
Delays at Gateway
Re-registration requirements
Compliance risks
Need more help? If you need further assistance, we suggest taking a look at the range of EPA articles available in our Help Centre. You may find the answers to your queries in these resources.
Alternatively, if you require additional support, please contact our friendly Customer Experience - EPA Team who will be more than happy to assist you.