Apprenticeship: How to Create New Users and Apprentices – Web

Table of Contents

How to Create a New User in your Company


To create a New User, start by clicking the "People" tab from the Main Navigation Bar at the top of the screen. Then, use the "All Companies" drop down select at the top right of the screen to select your Company (if it is not already selected). Lastly, click the "+ New User" button next to the drop down select.


See video below for a demonstration:


Create New User Form

There are many required and optional fields in the Create New User Form. This part of the guide will break them down by section to explain each field.


User Details:

  • First Name (Required):
    • The First Name of the New User
  • Last Name (Required):
    • The Last Name of the New User
  • Work Email (Optional):
    • The Work Email Address of the New User
    • NOTE: An invite to join your Company on DSPTCH will be sent to this email address after the New User is created
  • Personal Email (Optional):
    • The Personal Email Address of the New User
    • When the New User creates their Account, they will also have the opportunity to add this
  • Phone Number (Optional):
    • The Phone Number of the New User
    • When the New User creates their Account, they will also have the opportunity to add this
  • City (Optional):
    • The City that the New User resides in
  • State (Optional):
    • The State that the New User resides in
  • Birth Date (Optional):
    • The Birth Date (mm/dd/yyyy) of the New User
  • External ID (Optional):
    • An ID that can be assigned to the New User to help identify them with external systems outside of DSPTCH
  • DOL Apprentice # (Optional):
    • The DOL Apprentice # for the New User
  • WINDA ID (Optional):
    • The WINDA ID for the New User from the Global Wind Organization/
    • NOTE: If the WINDA ID is entered for the New User, their GWO certifications will automatically be included in their profile
  • LinkedIn URL (Optional):
    • The LinkedIn URL for the New User
  • Groups (Optional):
    • Search bar of existing Groups within your Company that can be used to assign a New User to a given Group
    • For more information on how to create Groups and how they can be used, read our Groups – Web help doc

Employment Details:

  • Hire Date (Required):
    • The Date that the New User was/will be hired (mm/dd/yyyy)
  • Employment Type (Required):
    • Drop down select for "Employee" or "Contractor"
  • Manager (Optional):
    • Drop down select of all Existing Users within Your Company. Select an Existing User to assign the New User a Manager.
  • Payroll ID (Optional):
    • ID to match with your Company's payroll systems
  • Hourly Rate (Optional):
    • Base hourly wage
  • Compensation Type (Optional):
    • Drop down select for "Hourly" or "Salary"
  • Enroll in Time & Attendance (T&A) Toggle (Optional):
    • If Enroll in T&A is toggled on, New Users will have time cards created automatically and will have time card actuals synced
  • Overtime Eligible Toggle (Optional):
    • If Overtime Eligible is Toggled on, New Users will receive additional pay at a higher hourly rate beyond their standard work week hours


Prevailing Wage Details:

The following information is required when using DSPTCH's Prevailing Wage support.


These values are necessary to calculate a worker's fringe benefit rates, part of meeting the prevailing wage requirements of the Davis-Bacon Act, as referenced in the Inflation Reduction Act.

  • Annual Time Worked (Optional):
    • The total number of hours/minutes that the New User will work during a standard work year
    • Motivation: Per the Davis-Bacon and Related Acts, for each worker, all fringe benefits are annualized over the total hours worked over a year. Ensure these annualized values are representative
  • Annual PTO Time (Optional):
    • The total number of hours/minutes that the New User is provided in annual PTO Time
    • Motivation: Per the Department of Labor, PTO is considered a fringe benefit only if unused PTO is paid out
  • Annual Holiday Time (Optional):
    • The total number of hours/minutes that the New User is provided in annual Holiday Time
    • Motivation: Per the Department of Labor, holiday time is considered a fringe benefit only if unused holiday time is paid out
  • Annual Internal Training Time (Optional):
    • The total number of annual hours/minutes that the New User is required to complete internal training
    • Motivation: Per the Davis-Bacon and Related Acts, when a worker is paid an hourly rate while in training, then the amount paid is considered fringe-eligible
  • Training Annual Amount (Optional):
    • The total amount paid in fringe-eligible expenses for the New User's training per year
    • Motivation: Per the Davis-Bacon and Related Acts, the total amount paid for required training expenses such as instruction, books, tools, worker lodging, or materials is considered fringe-eligible. This should not include amounts paid to the worker as part of a training wage

Roles:

Note: You must be an Admin for your Company to invite an Admin or Safety Manager

  • Technician Role:
    • Technicians can be invited/assigned to Jobs
  • Manager Role:
    • Managers can edit all Jobs, Time Sheets, and non-sensitive Form Submissions and Definitions
  • Admin Role:
    • Admins can edit all Jobs, Time sheets, non-sensitive Form Submissions and Definitions, see Pay Data, edit Rates, edit Time Codes, edit Company Documents, and edit Company Settings
  • Safety Manager Role:
    • Safety Managers can see and edit Sensitive Forms and receives notifications for Safety Form Submissions.
    • NOTE: In order to assign the New User a Safety Manager role, it's required that they are assigned the Manager and/or Admin Role as well.
  • Field Lead Role:
    • Field Leads can view Jobs and edit non-sensitive Form Submissions and Definitions

Roles are not mutually exclusive. In other words, the Roles selection is a select-all that applies field.


Custom Fields:

Custom fields are a way to store any information not offered by DSPTCH. For instance, to track the service line a Job belongs to in an accounting system, a custom field can be created and named "Service Line," then selected when creating the Job. Custom fields are created at the settings section of the app - check out our settings documentation to learn more

Custom fields are scoped to companies, so when choosing the dropdown you will be shown options based upon the company selected in the "Provider" section of the create job form.


Once all required fields have been completed, click "Save" to create the New User.


Click "Save" to create the New User


How to Edit Existing Users


To create a edit an Existing User, start by clicking the "People" tab from the Main Navigation Bar at the top of the screen. Then, use the "All Companies" drop down select at the top right of the screen to select your Company (if it is not already selected). Then, click on the Existing User's profile that will be edited. Lastly click the "Edit" button to the right of the Existing User's name.


See video below for a demonstration:


All of the fields covered in the How to Create a New User in Your Company section above can be edited using this form.


Add a New Apprentice to Your Apprenticeship Program


To create a Add a New Apprentice to Your Apprenticeship Program, start by clicking the "Apprenticeships" tab from the Main Navigation Bar at the top of the screen. Then, use the " Actions" drop down select at the top right of the screen to select your Company (if it is not already selected). Lastly, click the "+ New Apprentice" button from the drop down select.


See video below for a demonstration:

There are several entry fields in the New Apprentice Form:

  • User (Required):
    • Search bar of all Existing Users within your Company
    • Search for an Existing User by name and select them
  • Employer (Required):
    • The Company that will employ the New Apprentice
  • Wage Schedule (Optional):
    • A drop down list of all the existing Wage Progression Scheduled associated with your Apprenticeship Program
    • Each Wage Progression Schedule will define how the Apprentice's compensation will change as they allocate more hours towards the Apprenticeship Program
    • For a detailed review of Wage Progression Schedules read the How to Create Wage Progression Schedules section of our Apprenticeships – Web help doc.
  • Status (Required):
    • A drop down list of the New Apprentices status
    • Options:
      • Active
      • Pending
      • Cancelled
      • Completed
      • Registered
      • Overdue
      • Suspended
      • Denied
    • These can be updated at any time
  • Begin Date (Optional):
    • The date that the New Apprentice will begin the Apprenticeship Program (mm/dd/yyyy)
  • Expected Completion Date (Optional):
    • The date that the New Apprentice is expected to complete the Apprenticeship Program (mm/dd/yyyy)
  • DOL Certification (Optional):
    • A file upload for any Department of Labor (DOL) certification documentation associated with the New Apprentice
  • RAPIDS Information (Optional):
    • A file upload for any Registered Apprenticeship Partners Information Data System (RAPIDS) associated with the New Apprentice
  • Custom Fields (Optional):
    • Custom fields are a way to store any information not offered by DSPTCH. Custom fields are created at the settings section of the app.

Once all required fields have been completed, click "Save" to create the New Apprentice.


Click "Save" to create the New Apprentice

Once a New Apprentice is added, they will appear in the list of Apprentices on the left side of the Apprenticeships tab (highlighted in red box below):


How to Edit Existing Apprentices


To create a Edit an Apprentice's Profile, start by clicking the "Apprenticeships" tab from the Main Navigation Bar at the top of the screen. Locate the Apprentice that needs to be edited from the Apprentice List on the left side of the screen. Click on the Apprentice's profile. Then, click the pencil icon to the right of the Apprentice's name. This will open the Edit Apprentice Form.


See video below for a demonstration:

All of the fields covered in the Add a New Apprentice to Your Apprenticeship Program section above can be edited using this form.


Inviting/Assigning Users to Jobs


For a detailed overview of how to Invite or Assign an Existing User to a Job, please read our Help Doc on Job Positions.


How Position Invite/Assignments appear on DSPTCH Mobile


For a detailed overview of how Position Invitation/Assignments appear on DSPTCH Mobile from the technicians perspective, read our Job Invites and Assignments – Mobile help doc.

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