If the apprentice does not have an email address listed on the site, the system automatically creates a signature block on the generated email.

There are 10 steps:

1. Select the apprentice using the "View/manage an apprentice's progress" menu option
2. Choose the "Current units" option
3. If the apprentice has completed one or more of the current units listed, hover your mouse over the current unit's row and click the "Accept" icon that will appear in the "Manage" column of the table.
4. This unit's number, title and credits value will appear in the "Units signed off" box in the form. The data in the credit summary part of the form will also be updated.
5. Enter any comments into the "Progress" box
6. Enter any comments/instructions for the administration staff into the "Other comments" box
7. If the information is available in the database, the apprentice's email address and the name and email address of his/her trainer (if applicable), and your name and email address will already be present in the form. The content of the form will be emailed to the NZMITO administrator and to all those listed in the form.
8. Enter a date for the next visit (if appropriate).  If a date is entered, the apprentice will be reminded of this date whenever they log into the website.
9. Click on the "Store information/Send email" button to process the information and to send out confirmation emails.  A "busy" indicator may appear momentarily while the information is processed.  Do not click the button again.
10. The end of the processing will be signalled by the disappearance of the "busy" indicator and a short text informing you that the emails had been successfully sent.

There are 8 steps involved:

1. If the workbook and assessment files are available, then upload the workbook and assessment files for the new unit standard (click on "File manager (unit standards)".  Please note - the names of these files MUST follow this format:
   
   • Unumber_Workbook_MonthYear.pdf and Unumber_Assessment_MonthYear.pdf
   • For example: U10841_Workbook_June2009.pdf and U10841_Assessment_June2009.pdf
2. Click on "Add a new unit standard"
3. Fill in the required fields.
4. You must add content to the "Workbook file" and "Assessment file" fields.  Select the files by clicking on the [Files] link.  A popup window will appear. 
5. Click on the names of the workbook and assessment file for this new entry - click the workbook file first and then the assessment file.  The popup will then close and the files you selected will be loaded into their allotted input boxes
6. If you don't have the workbook and assessment files available, then select "blankWorkbookfile.pdf" and "blankAssessmentfile.pdf" - they appear at the bottom of the list
7. You must select AT LEAST ONE qualification against which this unit standard will be registered
8. Click "Submit"

When you need to update a few unit standard files at a time, then use the "Update/replace a unit standard's files" option.

Designed to work with a single file at a time, this option uploads the new file, updates the main database with the new file's name, updates the store's database in a similar fashion, and then makes sure the file being replaced is deleted.

As straightforward as this sounds (and is), there is one critical requirement that cannot be overlooked: the way in which the file is named.

1. It must follow the form of "U12345_Workbook_MonthYear.pdf" or "U12345_Assessment_MonthYear.pdf" (or .doc for the assessment files).
2. No blank spaces are permitted in the filename
3. The filename must contain either "Workbook" or "Assessment" (this requirement is case insensitive)
4. The first character of the filename must be (capital) "U"
5. An underscore character must exist between the unit standard number and the word "Assessment" or "Workbook"
6. The unit standard number (12345 in the example above) must not have leading zeros.  For example, you must have U497_Workbook_Nov2010.pdf, *NOT* U00497_Workbook_Nov2010.pdf
7. Finally, the unit standard must already exist in the database - this is NOT the option to use if you are wanting to add a NEW unit standard.

Look a the small square icon next to the title of the unit standards listed in the "Current" and "Completed" lists.  When you hover your mouse over it, you'll get a display that will specify the time and the file that was downloaded (see Fig below)

This probably means that your browser is Internet Explorer version 7.  The solution is to update your browser - the current version is 9, or do yourself a real favour and get a decent browser (Firefox, Chrome, Safari or Opera are all better than IE).