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Bulk Upload of Apprentices

The ACE360 Bulk Upload feature allows for your apprentice data to be accurately and securely uploaded, creating multiple ACE360 apprentice records in one simple process. This will alleviate some of your admin burdens and also greatly reduce the time you might otherwise spend on creating individual records. The ACE360 Bulk Upload feature can be used to create a minimum of 5 ACE360 apprentice records in one go.

Don’t forget that once the apprentice records have been created on ACE360, you will still need to access them and load the relevant Gateway evidence.

You will have received the ACE360 Bulk Upload Template as part of your initial account set up but if you require an ACE360 Bulk Upload Template please contact support@ace360.org.

Some suppliers of the commonly used training provider management systems, such as Maytas and PICS, have developed specific automated processes to work in conjunction with the ACE360 Buk Upload feature.

This guide is designed to take you through the process of completing your ACE360 Bulk Upload Template step by step highlighting some of the keys features.

Please note that before you can add any new apprentice records to ACE360, you must have available tokens. The number of available tokens will be displayed at the top of your ACE360 screen. If there are no available tokens then please contact your organisation’s ACE360 Super Admin or ACE360 Finance Manager and request the purchase of tokens.

If you need any further guidance on how to purchase tokens in ACE360, please click here.

Completing your ACE360 Bulk Upload

The ACE360 Bulk Upload Template is split up into the below sections. Please add your apprentice data to all of the fields, with key data fields marked in bold.

Bulk Upload Of Apprentices

Most fields are clear in the data requirement however there are a few that will require certain wording or codes to enable your apprentice records to be created. This is due to the corresponding field in ACE360 having a drop down menu that requires a selection to be made. Each menu selection has a corresponding code in the underlying ACE360 database.

Further details can be found in the following sections –

Organisation Details (columns A and B)

LTP Name – This is your organisation name as it is recorded in ACE360, and you can find this within the General Settings screen

UKPRN – This is your UK Provider Reference Number and can be obtained via the Register of Apprenticeship Training Providers here.

Apprentice Basic Information (columns C, D, E, F, G, H, and I)

First Name

Last name

Date of Birth

Gender – This can be recorded as ‘Female’, ‘Male’, ‘Neutral’, or ‘Rather not say’

Ethnic Group – Please select from the options within the Ethnic Origin tab. These options match the ILR specifications. Please be sure to use the wording rather than the numerical code.

NI Number

ULN

Apprentice Contact Information (columns J, K, L, M, N, O, and P)

Street Address

Town/City

County

Postcode

Country – This field must be entered as ‘United Kingdom’

Telephone Number

Email

Apprentice Additional Information (columns Q, R, and S)

Receiving Funding – Please indicate ‘YES’ where the apprentice will receiving funding, and ‘NO’ where no funding is received

Additional Learning Support – Please indicate ‘YES’ where the apprentice will need any additional learning support while undertaking this standard, and ‘NO’ where no additional learning support is needed

*Additional Needs – If the apprentice needs additional learning support, please select from the options within the Additional Needs tab

Apprentice Employers Contact Information (columns AA, AB, AC, AD, AE, AF, AG)

Company Street Address

Company Town/City

Company County

Company Post Code

Company Country – This field must be entered as ‘United Kingdom’

Company Telephone Number

Company Email

Apply a standard to this record (columns AH, AI, AJ, AK, AL)

Standard Name and Standard ST Code – Please enter the Standard name and ST Code – this relates to the pathway and Standard version undertaken. Both of these can be found within the Standards screen

Level

EPAO – This is the name of the assigned End-Point Assessment Organisation as it is recorded in ACE360, and you can find this within the General Settings screen.

EPAO ID – This is the assigned EPAO’s Reference Number and can be obtained via the Register of End-Point Assessment Organisations

Additional details (columns AM, AN, AO, AP)

Start Date – The start date of the apprenticeship

End Date – The expected date that training is complete and the ACE360 record will be submitted for Gateway Review. This date can be amended through the apprenticeship programme and we would advise keeping this as accurate as possible.

PO Number AND Invoice – Use these fields if the attached EPAO payment process requires a purchase order to be raised and/or has provided an invoice

Returning your complete ACE360 Bulk Upload

You must have the necessary available tokens to ensure your ACE360 Bulk Upload is successful. If you need any further guidance on how to purchase tokens in ACE360, please click here.

Before returning your ACE360 Bulk Upload Template we recommend encrypting it with a password. You can encrypt your ACE360 Bulk Upload Template by following the below steps –

1. Click on ‘File’

2. Click on ‘Protect Workbook’

3. Select ‘Encrypt with Password’

4. Enter and then re-enter a password

Please remember to provide the password separately and if you use a 3rd party file-sharing system please ensure the appropriate access has been provided.

Once your ACE360 Bulk Upload Template is complete and encrypted please send it to support@ace360.org and you’ll receive confirmation when your ACE360 apprentice records have been created are ready to access.

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