Coordinating apprenticeships across multiple employers isn’t the same as tracking a single workplace cohort. Intermediaries and workforce boards need platforms that reduce administrative friction, protect learner data, and surface real‑time signals funders can act on. Below are the practical platform features that matter — and what to test for during procurement.
Core requirement: role‑based access & permission models
Multi‑employer programs require clear separation of duties. A sponsor admin should see program‑level outcomes; an employer should only see its apprentices; evaluators and mentors need graded access for assessments and sign‑offs. Look for platforms that offer configurable roles and per‑action permissions (view/edit/export/approve). For more details, see NIST guidance on role‑based access control and FERPA guidance on protecting learner records.
Scalable data model & multi‑tenant architecture
Your platform’s data model must support tenant scoping, cohort tagging, and portable learner records so apprentices can move between employers without breaking transcripts or outcomes. Prefer solutions that let workforce boards run cross‑employer reports while enforcing employer‑level data boundaries. The Department of Labor and interoperability efforts emphasize portable/interoperable learning records. (U.S. Chamber — Interoperable Learning Records, DOL RAPIDS FAQs).
Bulk operations & batch workflows
Operational wins often come from batch capabilities: CSV templates for bulk onboarding, mass OJT/RTI hour submissions, program cloning, and bulk notifications. These features reduce repetitive entry and lower human error during migrations. CSV/bulk workflows are standard vendor capabilities and best practices for large data migrations, but they aren’t a federal requirement.
Real‑time progress sharing & dashboards
Static reports aren’t enough. Platforms should provide role‑filtered dashboards (employer, funder, mentor, apprentice), configurable KPIs (OJT hours, RTI completions, competency attainment, wage progression), and alerts for missed or at‑risk apprentices so stakeholders can intervene early. These monitoring practices align with DOL reporting goals and retention efforts..
Audit‑ready compliance & DOL integrations
Collect evidence in structured, timestamped ways: sign‑offs, attachments, and standardized exports. The platform should generate audit‑ready PDFs and support Form ETA‑671 / Appendix A workflows and RAPIDS exports. Be precise when vendors claim AI features: accept narrow, validated AI assistance for form population and validation, not broad claims that a system will “create programs.” See the official DOL Form 671 and RAPIDS information for DOL forms and RAPIDS details..
Integrations, operational tooling & security
Link to LMS, SIS, payroll, and HRIS systems for wage validation, RTI records, and credentialing to avoid reconciliation headaches. Operational tools — templates, rubric libraries, program cloning, and cohort tagging — let intermediaries scale consistent program designs across employers. Finally, confirm the vendor’s security posture (SOC‑2 or similar), FERPA‑aware PII handling, audit logs, and a clear retention policy. See AICPA on SOC‑2 and Department of Education resources on student data privacy for standards and expectations.
Procurement checklist (quick)
- Role model & permission matrix test
- Bulk import templates and a sample migration run
- RAPIDS/Form 671 export and PDF review capability
- Real‑time dashboards for funders and employers
- Program templates & cohort cloning in the UI
- SOC‑2 / FERPA evidence and a documented retention policy
Choosing a platform reduces manual work, protects learner records, and gives funders timely evidence. Focus your RFP on these concrete features and test them during demos with realistic, scaled data — not just screenshots.
Ready to move off spreadsheets and run apprenticeships the way they should be—compliant, connected, and easy? Try Craft Connect free and see real‑time progress, RAPIDS/Form 671 exports, and role‑based dashboards working for your team from day one.
.png)