Getting Started as an Employer

Summary

This guide helps employers set up skillSYMS for managing workplace learning programmes, learnerships, and skills development initiatives. Learn how to track learner progress, manage workplace assessments, and generate reports for SETA submissions.

Who This Guide Is For

• HR managers and skills development facilitators
• Workplace learning coordinators
• Employers running learnerships or internships
• Companies with workplace experience components

Prerequisites

• Your company’s SDL (Skills Development Levy) number
• Details of your training provider partner (if applicable)
• Learnership or programme agreement details

Step 1: Create Your Employer Account

If your training provider has already set you up:

1. Check your email for an invitation
2. Click the activation link
3. Create your password
4. Complete your profile

If setting up independently:

1. Visit cloud.skillsyms.com/signup
2. Select “Employer” as your organization type
3. Complete the registration form
4. Verify your email address

Step 2: Configure Your Organization

Navigate to Settings → Organization and complete:

• Company name and registration number
• SDL number
• Industry sector
• Physical address
• Primary contact person

Link to Training Provider

If partnering with an accredited provider:

1. Navigate to Settings → Partners
2. Enter your provider’s skillSYMS tenant code
3. Request connection
4. Provider will approve and link your accounts

This allows seamless learner sharing and assessment coordination.

Step 3: Set Up Workplace Programmes

Navigate to Programmes → Workplace Learning.

For each programme, configure:

1. Programme Type: Learnership, internship, or skills programme
2. Duration: Start and end dates
3. Workplace Modules: Practical components completed at your workplace
4. Mentors: Assign workplace mentors to learners

Step 4: Register Workplace Learners

Option A: From Training Provider

If learners come via a training provider:

1. The provider will share learner records with you
2. Accept shared learners in Learners → Pending
3. Assign workplace mentors
4. Set workplace start dates

Option B: Direct Registration

For direct employment:

1. Navigate to Learners → Add Learner
2. Enter employee details
3. Link to employment record
4. Enrol in workplace programme

Step 5: Track Workplace Progress

Assign Tasks and Assessments

1. Navigate to the learner’s profile
2. Click Workplace Tasks
3. Add practical tasks with due dates
4. Assign mentors for sign-off

Record Workplace Hours

Track practical experience hours:

1. Learners log hours via mobile or web
2. Mentors verify and approve
3. System tracks against programme requirements

Go deeper: Attendance & Sessions covers session logging and verification in detail, and Mobile App: Getting Started shows learners and mentors how to capture from their phones.

Step 6: Manage Workplace Evidence

Learners submit workplace evidence including:

• Completed task documentation
• Supervisor evaluations
• Workplace logbooks
• Project deliverables

Review and approve submissions:

1. Navigate to Evidence → Pending Review
2. Review each submission
3. Approve, request revision, or reject
4. Add feedback for the learner

Go deeper: Evidence Review & Feedback walks through reviewing submissions and writing actionable feedback.

Common Mistakes to Avoid

1. Missing Mentor Assignment: Every learner needs an assigned workplace mentor
2. Late Hour Logging: Encourage weekly logging to avoid backlog
3. Incomplete Task Descriptions: Clear task briefs help learners understand requirements
4. Delayed Approvals: Regular evidence review keeps learners on track

Compliance Checklist

For SETA reporting, ensure:

• All learner contracts are on file
• Workplace agreements are complete
• Hours are logged and verified
• Assessments are recorded
• Evidence is complete and approved

Next Steps

• Platform Overview — Understand how the platform fits together
• Attendance & Sessions — Track workplace hours and sessions
• Evidence Review & Feedback — Review workplace evidence
• Mobile App: Getting Started — Capture evidence and hours on the go
• Audit Readiness Checklist — Prepare for QCTO audits
• Reporting & Exporting — Generate SETA reports