March 18th 2025, Release Note: WFM UK | ATS UK: HMRC Apprenticeship Job Board Integration, In-App Notification Management – Fourth & HotSchedules Customer Success Portal

Summary

Select a feature from the table below to go directly to that section of the release note.

Feature 1

Feature 2

HMRC Apprenticeship Job Board Integration

Vacancies for apprenticeships can now be posted in HMRC's dedicated Apprenticeship Job Board

Users can now manage which notifications they receive and by which method - in the ATS application, by email, or in the Fourth app

Release date: March 18th 2025

HMRC Apprenticeship Job Board Integration

Enabled by default? - No
Set up by customer admin? - No
Enable via support ticket? - Yes
Affects configuration or data? - No

What's Changing?

A new integration with HMRC's Apprentice Job Board is now available within the UK Applicant Tracking System (ATS).

Reason for the Change

HMRC's dedicated Apprenticeship Job Board is available to individuals seeking an apprenticeship. Being able to post vacancies within this job board will help employers attract more candidates.

Customers Affected

All customers using Fourth's UK ATS.

Release Note Info/Steps

To integrate with HMRC's Apprenticeship Job Board, please submit a request to Fourth's support team, including your unique HMRC Apprenticeships Token, which you can obtain from your HMRC Apprenticeship Service Account

Once integrated, requests to publish vacancies on HMRC's Apprenticeship Job Board can be made.

A request for job board publication can be initiated at any time but would usually form part of the vacancy creation process. For more information on how to create a vacancy please see WFM UK - ATS - Creating and Editing a Vacancy.

Requesting Approval to Publish to HMRC

When creating or editing a vacancy, a new HMRC Apprenticeships option will be available in the 'Job Boards' banner near the top of the page.

Create a new vacancy, or select an existing one and then Edit
To request approval from HMRC to publish the vacancy on their Apprenticeship Job Board, select HMRC Apprenticeships

ATS will validate the vacancy to ensure it fits HMRC's strict guidelines.

Fig.1 - HMRC Apprenticeships

Job Posting Guidelines can be found once the validation has taken place in a tab along the top of a new page section

Fig.2 - Job Posting Guidelines

Under the New advertisement on HMRC Apprenticeships tab, the HMRC job posting is created

Fig.3 - New advertisement on HMRC Apprenticeships

Within this new section, provide all information needed by HMRC to advertise the apprenticeship

Fig.4 - Additional HMRC Apprenticeship Settings

Outcome Description - A summary of what will happen after the apprenticeship has finished
Training Description - A summary of the training plan
Employer Description - A summary of the employer
Working Week Description - Details of the expected working pattern
Start Date - The start date of the apprenticeship
Disability Confident? - Have you signed up as a Disability Confident Scheme as an Employer?
Weekly Hours - Must be between 17 and 48 hours per week
LARS Code - The code from the learning aim reference service (LARS) for the apprenticeship's training course. A list of available codes is available to choose from
Skills - A list of skills will be available to select which will display on the vacancy as 'Required Skills'
Subject - Create a list of required subjects, grades and qualification levels the apprentice must have, and whether these are 'Essential' or 'Desirable'
Legal Entity - Your company name as registered with your HMRC Apprenticeship Service Account. A list of available entities will be available to choose from
UKPRN of the Training Provider - Enter the UK Provider Reference Number of the training provider

Once all information has been completed, submit for approval by selecting Post on HMRC Apprenticeships

Fig.5 - Submit for Approval

Approving the Vacancy Request

Once an Approval Request has been submitted, it will not be sent to HMRC until it has been approved for publishing.

To approve a request, go to ATS > Job Board Ads

A list of all Job Board Ads will be displayed.

To see a job advert summary, select Show under 'Preview'

Fig.6 - Advert Summary

To approve the request, select the green thumbs-up icon

Fig.7 - Approve Job Board Request

Once Approved, ATS will send the Vacancy Information to HMRC who will validate that the detail contained within it is correct.

If there are any errors, HMRC will send back an Error message, and the details will be displayed in the Job Board Ads Page

To decline the request, select the red thumbs-down icon

Once a request is declined, it will be removed from the 'Job Board Ads' list.

Important Information

Whilst every effort has been made to include HMRC validation in the Approval Request page, there may be validations that have not yet been communicated to Fourth.

Any errors received back after the vacancy has been published to HMRC will be displayed on the Job Board Ads page. If the submission errors, the Approval Request will need to be completed again, from scratch.