Apprentice — Role overview

Overview

Apprentice is the most restricted role in MyApprentice. As an Apprentice you see and work on the shifts your Supervisor or Business Owner assigns to you. You clock in and out, work through Shift To-Do’s, add notes and photos, and submit your timesheet. You do not quote, invoice, finalise jobs, manage clients, or share information with the client — those actions sit with your Supervisor, Business Owner, Admin, or Finance.

Who This Workflow Is For

The Apprentice role is for staff in training. You work alongside Tradies, learn on the job, and follow your Supervisor’s direction. The Supervisor runs the team and assigns your shifts. The Business Owner owns the business. Admin runs the office. Finance handles invoicing and payroll. Tradies are the qualified field workers you work alongside.

What this role can do

The Apprentice profile below is grounded in the confirmed role-based permissions for the platform.

See your assigned work. View jobs, schedules, and client details only where you are assigned to the shift. You see your own upcoming shifts on the Dashboard schedule stream.

Record your time. Clock in and out on assigned shifts. Create manual timesheet entries on your own timesheet (for time you forgot to clock for). Edit your own timesheet entries. Submit the week for approval. You only see and edit your own timesheets.

Work through Shift To-Do’s. Tick Shift To-Do items as you complete them on site. You can edit your own assigned-shift fields — notes and Shift To-Do completion — but cannot change the date, time, or assignment on a shift.

Add notes and photos. Add shift notes (including flag-an-issue notes for your Supervisor) and upload photos against your assigned shift.

Manage your own profile. Edit your own name, contact details, and password.

Messages (limited). You can view and reply to message threads scoped to a job or quote that you are assigned to. You cannot start a new thread or message clients outside your assigned work.

Before You Start

Your Business Owner, Admin, or Supervisor invites you to MyApprentice with the Apprentice role. Accept the invite, set up MFA on the Customisation → Security tab, and your Supervisor will assign you to shifts.

Apprentice guardrails (at a glance)

Apprentice cannot do the following — these sit with other roles:

• View, create, edit, or send a quote — Apprentices have no quote access. Business Owner, Admin, Supervisor, or Finance handle quotes.
• Create or send an invoice — Business Owner, Admin, Supervisor, or Finance.
• Create, edit, or finalise a job — Business Owner, Admin, or Supervisor.
• Finalise a JOB — Business Owner, Supervisor, or Admin. Apprentice cannot finalise jobs. You CAN mark your own assigned shift complete after clocking out and ticking your Shift To-Do’s; job-level completion is your Supervisor’s action.
• Share job details with the client — Business Owner, Admin, or Supervisor (Finance and Apprentice are explicitly blocked).
• View supplier invoices, suppliers, stock transactions, inventory, or enquiries — office or senior delivery roles.
• Assign workers to shifts or edit other people’s shifts — Business Owner, Admin, or Supervisor.
• View other people’s timesheets — own timesheets only.
• Access Business Settings or Document History — Business Owner / Admin / Finance (Xero-only).
• Manage users beyond your own profile — Business Owner or Admin.

What to do when you hit a guardrail

If you cannot see something you expected (a quote, an unassigned job, another worker’s shift) or cannot perform an action (mark a job complete, share with a client), it is almost always because the action sits with another role. Ask your Supervisor first — they run delivery for your team. The article What to do if your work is missing or not visible covers the common cases.

Related guides

The full list of Apprentice Help Centre articles is in the Apprentice Role Index. Articles to read first if you are new to MyApprentice as an Apprentice:

• Set up MFA
• View your assigned shifts
• Check your tasks for today
• Record your time
• What to do when your work is complete

For end-to-end journeys that span more than one role, see the workflow guides in .