Workflow Template

Apprentice supervision record Workflow

Captures on-the-job supervision and training records for apprentices, notifies apprentices of feedback, and routes follow-up actions based on the competency observed — including training coordinator tasks for apprentices needing more training and follow-up observations for those developing.

A supervisor finishes a site visit and needs to log what the apprentice did, how they performed, and what happens next — without chasing paperwork later. This workflow turns that submission into a supervision record, emails the apprentice their feedback and skills practised, and automatically routes the next steps based on the competency observed: arranging further training with a training coordinator, or scheduling a supervisor follow-up observation. Everything from the original site details to training dates and follow-up results ends up on one record with a clear status, so the team can see at a glance where every apprentice stands.

Business Outcomes

Faster turnaround between on-site observation and apprentice feedback
Reduced admin time chasing training coordinators and supervisors for follow-up
Clearer visibility of which apprentices need more training versus who's on track
More consistent record-keeping of supervision, skills practised and outcomes
Fewer dropped follow-ups thanks to automatic task routing by competency level

Workflow Steps

Steps

1
Create supervision recordcreate record
Creates the supervision record from the submitted form data.
2
Set status to Recordedupdate record
Sets the supervision record status to Recorded.
3
Email apprentice feedback and skills practisedsend email
Emails the apprentice their supervision feedback and the skills practised.
4
Route on competency observed
Routes the workflow based on the competency level observed by the supervisor.
competency_observed: "Needs more training"→Set status to Training Planned
competency_observed: "Developing"→Supervisor: follow-up observation
Default→End
5
Set status to Training Plannedupdate record
Sets the supervision record status to Training Planned.
6
Training coordinator: arrange further trainingcreate task
Assigns the training coordinator a task to record the training arranged, trainer, and training date.
7
Save training details to recordupdate record
Persists the arranged training details to the supervision record.
8
Email apprentice training arrangedsend email
Emails the apprentice the training that has been arranged and its date.
9
Supervisor: follow-up observationcreate task
Assigns the supervisor a task to conduct a follow-up observation and record the result.
10
Save follow-up details to recordupdate record
Persists the follow-up observation notes and result to the supervision record.
11
Set status to Signed Off by Supervisorupdate record
Sets the supervision record status to Signed Off by Supervisor following the follow-up observation.

Fields

Supervisor's Name*
Apprentice's Name*
Apprentice's Email*
Apprentice Year*
Date*
Job Reference*
+14 more fields

Forms

Apprentice Supervision Form

14 fields

Data Views

Supervision Records

apprentice_name, apprentice_year, date, tasks_performed +3 more

Dashboard Widgets

Supervision Records by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

apprentice supervision recordtradetrades

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Similar Categories

human resources

FAQs

Do I need to set anything up before using this workflow?

No — this template is ready to run as soon as your workspace publishes it. The request form, tasks and emails are already built in, so supervisors can start submitting supervision records straight away.

Can my team change what happens when competency is 'Needs more training' versus 'Developing'?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. For example, you could adjust which tasks get triggered or what gets recorded at each competency level, and earlier versions of the workflow are kept so you can compare changes.

Who is responsible for arranging further training?

When competency is observed as 'Needs more training,' the workflow assigns a task to the training coordinator, who records the training arranged, the trainer, and the training date. The workflow waits for this task to be completed before saving those details to the supervision record and emailing the apprentice.

What happens for apprentices marked as 'Developing'?

How does the apprentice find out about their feedback?

The apprentice is emailed their supervision feedback and the skills practised as soon as the record is created — they don't need to log into anything. If training is later arranged, they also get a follow-up email with the training details and date.

Does the apprentice need an account to be part of this process?

No. Apprentices take part through emailed forms and notifications, without ever needing to create or log into an account. Supervisors and training coordinators, who are workspace members, handle the tasks that drive the process forward.

Is this workflow suitable for tracking apprentice progress over time?

Yes — each supervision record keeps a reference number, a status, and a timeline of what happened, from the initial observation through to training and follow-up. Table views and dashboards let your team see records grouped by status, such as Recorded, Training Planned, or Signed Off by Supervisor.

What gets recorded if a supervisor conducts a follow-up observation?

The supervisor is assigned a task to record follow-up observation notes and the result, and the workflow waits for this to be completed before moving on. Those notes and the result are then saved to the supervision record, and the status is updated to Signed Off by Supervisor.

Can we use our own email or SMS setup for notifications?

Yes, a workspace can optionally send emails and SMS through its own AWS SES, AWS SNS or Twilio account rather than the built-in option. This doesn't change how the workflow behaves, just which system delivers the messages.

How do we know our record-keeping meets apprenticeship compliance requirements?

The workflow captures statuses, the details staff and training coordinators enter, and a full timeline of activity on each record, which supports good record-keeping practice. Each business should confirm what's required for its own apprenticeship or regulatory obligations, as this varies by industry and jurisdiction.

Ready to use this workflow?

Create a free account and customise this workflow for your business.