The Apprenticeship Service is the government portal where employers manage funded apprenticeships. Multiverse and many employers still call it the Digital Apprenticeship Service (DAS). This article uses both names.

This article is for the person who administers the Apprenticeship Service account for an employer. Apprentice Managers who do not hold that access can use this article to brief the account holder.

From time to time Multiverse asks an employer to make a change on the Apprenticeship Service. The email from Multiverse names the Apprentice, the exact date or price to enter, and the section of this article to follow. Each change takes a few minutes. None of these changes affect the Apprentice's training, coaching or curriculum. For approving new Apprentices, stopping a record, or the "overdue" status, see the other articles in Navigating the Apprenticeship Service.

Before you start: find the Apprentice record

You need the Manage apprentices permission on your Apprenticeship Service account. If you cannot see the options described below, ask your account administrator to grant access, or reply to the Multiverse email for help.

Sign in at gov.uk/sign-in-apprenticeship-service-account.
If your organisation has more than one account, choose the account that holds the Apprentice. The account name is shown on the list Multiverse sent you.
From the homepage, select "Manage your apprentices/learners".
Find the Apprentice. Searching by Unique Learner Number (ULN) is quickest. The ULN is on the list Multiverse sent you. You can also filter by status, provider and cohort.
Select the Apprentice's name to open the record.

Tip: Keep the Multiverse email open alongside the Apprenticeship Service. It names the exact Apprentice, the exact value to enter, and the section of this article that applies.

Amend a stop date

Use this section when Multiverse asks you to change the stop date on an Apprentice record.

Open the Apprentice record. The status shows as "Stopped", with a stop date underneath.
Select "Edit stop date". This may appear as "Change" next to the stop date.
Enter the new stop date given in the Multiverse email. The Apprenticeship Service records a stop date as a month and year. If the email gives a full date, enter the month that date falls in.
Select "Save and confirm".
Check the summary screen, then select "Confirm". The record shows the amended stop date straight away.
Reply to the Multiverse email to confirm the change is done.

Note: Where the date in the email falls on the final calendar day of a month, Multiverse asks for the following month. This is deliberate. The Apprenticeship Service does not process the change correctly otherwise. If the requested month is rejected, reply to the email rather than choosing a different month.

Resume a paused record

Use this section when Multiverse asks you to resume an Apprentice record that shows as "Paused".

Open the Apprentice record. The status shows as "Paused".
Select "Resume apprenticeship".
Confirm the resume date. Unless the Multiverse email says otherwise, resume from the pause end date given in the email.
Select "Confirm". The status changes back to "Live".
Reply to the Multiverse email to confirm the change is done.

Note: Resuming does not restart or duplicate any payment already made. It corrects the period the record shows as active so it matches the training delivered.

If the Apprentice has left: Resume the record anyway and tell Multiverse. Stopping a paused record directly puts the dates out of sequence. Multiverse confirms when the record can then be stopped.

Approve or change a price

Use this section when Multiverse asks you to approve a price change or amend the price on an Apprentice record. In most cases Multiverse has already submitted the change and you only need to approve it.

If Multiverse has already submitted the change

From "Manage your apprentices", look for the notification banner, or open "Changes for approval" or "Requests".
Open the pending change. It shows the current price and the new price side by side.
Check the new price matches the figure in the Multiverse email.
Select "Approve changes". The record updates immediately.

If there is no pending change to approve

Open the Apprentice record and select "Edit apprentice details".
Change "Total agreed apprenticeship price" to the figure in the Multiverse email.
Select "Save and continue", then confirm.
Reply to the Multiverse email to confirm the change is done.

Note: The price held on the Apprenticeship Service is the total agreed price for the whole apprenticeship, not the amount paid to date. Changing it does not create a new charge. It aligns the record with the arrangement already in place.

Note: The Apprenticeship Service limits how far a price can be amended. If you see a message that the change is outside the permitted limit, reply to the Multiverse email and Multiverse will handle it another way.

Change the apprenticeship standard

Use this section when Multiverse asks you to change the apprenticeship standard recorded against an Apprentice. As with a price change, Multiverse usually raises this first and you only need to approve it.

From "Manage your apprentices", open "Changes for approval" or "Requests" and approve the pending change.
If Multiverse has asked you to make the change yourself, open the Apprentice record and select "Edit apprentice details".
Change the apprenticeship training course to the standard named in the Multiverse email.
Select "Save and continue", then confirm.
Reply to the Multiverse email to confirm the change is done.

Note: Where the new standard sits in a different funding band, the Apprenticeship Service may route the change back to Multiverse for a second approval. Multiverse actions this on the same working day. If the portal will not let you change the standard at all, reply to the email and Multiverse will handle it another way.

Frequently asked questions

Questions	Answers
Question: Why is Multiverse asking me to change something on the Apprenticeship Service?	Answer: The record on your account and the record Multiverse holds have drifted apart on one field. Multiverse reports to the Department for Education (DfE) every month and both records must match. The Apprenticeship Service is the employer's system, so only the employer can make or approve the change.
Question: Does this affect my Apprentice's training?	Answer: No. Coaching, curriculum and delivery are unaffected. The change is to a back-office field on the record only. The Apprentice does not see anything change.
Question: Will this cost me anything or change what I pay?	Answer: No. Nothing in this article creates a new charge or changes your agreement. A price correction aligns the figure on the Apprenticeship Service with the price already agreed in your contract.
Question: Does approving a price change generate a new invoice?	Answer: No. The figure on the Apprenticeship Service is the total agreed price for the whole apprenticeship, not a payment request.
Question: Multiverse has asked for the month after the date quoted. Is that a typo?	Answer: No, it is deliberate. Where the last date of learning falls on the final calendar day of a month, the Apprenticeship Service needs the stop date set to the following month. The same month would be rejected.
Question: The Apprenticeship Service will not accept the date Multiverse gave me.	Answer: Enter the month that date falls in. The Apprenticeship Service stores a stop date as a month and year, not a specific day. If it still will not accept the date, reply to the Multiverse email with a screenshot.
Question: Will resuming a paused record restart payments I have already made?	Answer: No. Resuming does not restart or duplicate any payment. It corrects the period the record shows as active so it matches the training delivered.
Question: The Apprentice has since left. Do I still resume the record?	Answer: Yes. Resume it first, then tell Multiverse. Stopping a paused record directly puts the dates out of sequence. Multiverse confirms when the record can be stopped.
Question: I have several of these changes. Do I have to do them one at a time?	Answer: Yes. Each is an individual record change on the Apprenticeship Service. Each takes a few minutes.
Question: I have made the change but the record still shows a problem.	Answer: That is expected. The DfE reconciles records monthly, so the flag clears at the next cycle rather than immediately. Nothing further is needed from you.
Question: Who in my organisation can make these changes?	Answer: Anyone with the "Manage apprentices" permission on your Apprenticeship Service account. Your account administrator can grant this permission.

Making the Apprenticeship Service changes Multiverse has asked for