Welcome to your guide on using the Apprenticeship Service to manage your levy-funded apprenticeships with Multiverse! This article will walk you through the necessary steps to set up your account and ensure your apprentices are correctly added to the system.
What is the Apprenticeship Service?
The Apprenticeship Service is the government's online portal designed for employers to find, fund, and manage all their apprenticeship programmes. Previously known as the Digital Apprenticeship Service (DAS), it's the central hub for all apprenticeship-related activities.
Crucially, all apprentices must be registered on the Apprenticeship Service for Multiverse to claim levy funds from the Education and Skills Funding Agency (ESFA) in return for delivering your high-quality apprenticeship training.
Follow the steps below to set up your Apprenticeship Service account and add your apprentices, ensuring a smooth and successful programme onboarding.
If you already have an Apprenticeship Service account, please skip directly to Step 2.
Step 1 - Creating an Apprenticeship Service Account
To access the Apprenticeship Service, you'll need a GOV.UK One Login:
Visit the Apprenticeship Service on GOV.UK One and click the "Create Account" button.
Provide your Government Gateway details.
Carefully verify and confirm that the pre-filled details accurately reflect your organisation.
To finalise your account setup, you must accept the employer agreement. Your account will not be fully functional until this step is completed.
See here for the Department for Education (DfE)’s overview video demonstrating how to create an account on the Apprenticeship Service. A written guide is available here.
Step 2 - Set Up Permissions for Multiverse
Granting Multiverse the necessary permissions will allow us to reserve funds and efficiently add apprentices to the Apprenticeship Service on your behalf. Here's how:
Log in to your Apprenticeship Service account.
Scroll down the page and click on ’Your Training Providers’.
Enter our UK Provider Reference Number (UKPRN): 10055902.
You should see a confirmation message: ’You have successfully added Multiverse Group Limited’. Click on ’Return to Training Providers’.
Next to Multiverse Group Limited, click on ’Set permissions’.
Ensure you allow the permission ’Add apprentice details’ and then confirm.
A success message should appear: ’You have successfully updated permissions for Multiverse Group Limited’.
Important: If the name displayed on your Apprenticeship Service account differs from your organisation's trading name, please inform your Multiverse contact so we can accurately identify your account.
Alternatively, you have the option to provide us with a cohort reference. Please let your Multiverse contact know if you require guidance on this.
Step 3 - Approving Apprentice Details
Multiverse will take care of uploading all your apprentices' details to the Apprenticeship Service on the following month of their Multiverse Apprenticeship start date.
Once this is done, you will receive an email notification directly from “The Apprenticeship Service” to confirm each apprentice's enrolment. We kindly request that you approve all apprentices within 3 working days of receiving this notification. Here's how to approve:
Log in to your Apprenticeship Service account.
On the homepage, locate and select ‘Tasks’ on the right-hand side.
Carefully review the submitted apprentices.
Select ‘Approve cohort’ for each group of apprentices within the 3-working-day timeframe.
Please be aware that without your timely approval, Multiverse will be unable to obtain the necessary levy funding from the ESFA to fund your apprentices' training. Delayed approval may, unfortunately, result in a withdrawal of their apprenticeship programme.