Knowledge Base

How to Make a Successful ACE Claim – Video Guides


Transferable Skills Sep 2018 NEW

Automated Data Transfer Facility

Automated Data Transfer Facility FAQs

ACE 2.0 User Manual

ACE Checklist V1 Nov 2014

Bulk Upload Manual

ACE Blank Bulk Upload

Employer Sector Guidance

ACE Helpdesk Guidance

ACE Central Payment Guide

Apprentice Consent Form V1 April 2015

Annotated example of completed Apprentice Consent Form

Consent Form Guidance V1 effective 1 April 2015

Archived Documents

Modified SASE Feb 2015 (archived)

Modified SASE FAQ V2 26 March (archived)

QCDA List of Proxy Qualifications (archived)

Transferable Skills Aug 2017 (Apprentice in learning on or beyond 22nd August 2017) (archived)

ACE Transferable Skills April 2015 (New starts from 6th April 2015) (archived)

ACE Transferable Skils Feb 2015 (Starts up to 5th April 2015) (archived)

Acceptable Evidence Guidance September 2014 (archived)

Acceptable Evidence Guidance December 2014 (archived)

How to Use ACE 2.0

Click the topics below for step-by-step instructions on how to use the new ACE 2.0 system

01. Getting Started (6 Topics)

Introduction to ACE

The Federation is the certifying authority for apprenticeships in England and hosts Apprenticeship Certificates England (ACE).   ACE is a web based system that is designed to enable access to training providers, employers and apprentices to request Apprenticeship completion certificates. … Continue reading

Getting Access to ACE

Providers (known as Centres) need to register to get access to ACE. This is done by completing an online registration request form which can be accessed via:   Centres select all of the SSCs/SSBs (known as Certification Bodies) they … Continue reading

Logging In

  • Go to   • Click on the Login button   • Enter your Username and Password.   • Click the Login button to enter.       • Please refer to the system checker to make sure … Continue reading

How do I check my computer meets the minimum specification?

Using ACE Please check to see that the computer you are using meets the following requirements below and has the features listed on the right set as enabled. This is to ensure that your use of this application is as … Continue reading

Is there a minimum specification for computers that you recommend to get optimum performance from the ACE System?

For optimum performance we recommend:   — 3MB broadband connection (or faster) — Gigahertz (GHz) processor (or faster) — 2GB of RAM (or more) — No hard disk requirement. ACE is a web-based system that requires no software to be … Continue reading

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02. HELPDESK (4 Topics)

Accessing the Helpdesk for the first time

The Helpdesk is fully integrated with the ACE system meaning that once you are logged-in you can access the Helpdesk with a simple click. You will find the Helpdesk tab next to the ACE Logout tab.           … Continue reading

Raising Your First Ticket

Raising Your First Ticket Once you have accessed the Helpdesk successfully you will be able to raise a ticket. To do this please click on the button displaying ‘Create your first ticket’, or you can select the ‘Tickets’ tab and choose … Continue reading

Managing My Tickets

Once a ticket has been raised you will be able to view it, along with any other raised tickets on the overview page.       You will be automatically directed to this page once a ticket has been raised, … Continue reading

Searching Through Your Tickets

  When you have raised several tickets you may find the search ability useful.   The Search feature can be found by selecting ‘Search’ via the drop-down list from the ‘Tickets’ tab.         You will then be … Continue reading

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03. Administration (6 Topics)


Once logged in you will see the Certification Body dashboard.   This dashboard shows you the Certification Bodies that your ACE account is linked to.   In order to proceed, select the Certification Body by clicking on the appropriate box. … Continue reading

How To Add / Edit Users

To add a new user:   — Select the Users Tab and click Add User‚.   — Enter all of the information ensuring that the contact details are correct.   — Once complete, select Create Item.   Note: in order … Continue reading

How to Disable User Accounts

Within the ACE system you are able to disable ACE user accounts. This will keep the history of the user’s activity but will mean that they no longer have access to the system. Only the Centre Admin User can make … Continue reading

How to View & Amend Organisation Details

This screen is where you can view the organisation details, such as your postal and email addresses. If there are any amendments required please update the details in the form and click the Update button.   Please ensure you keep … Continue reading

Linking Certification Bodies

To link with Certificaton Bodies you will need to go to the organisation details page and then select the linked bodies tab.   Once in the linked bodies tab you will see a list of the Certification Boides. Select the … Continue reading

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04. Apprentices (13 Topics)

How to Add A Single Apprentice

STEP 1 OF 3   There are two ways to add an apprentice – one at a time using the form or a bulk upload via a CSV file. To add a single apprentice, ensure that you are in the … Continue reading

Bulk Upload Apprentices

The Bulk Upload facility allows you to add multiple apprentices at once, auto-filling the apprentice and employer details.   There are two file types available, a CSV or Excel file. We recommend the use of the Excel file as this … Continue reading

Searching For An Apprentice

Across all of the top level tabs you will be able to search for apprentices. In order to do this you will need to open the search facility by selecting the tab ‘show advanced search’ which will reveal the search … Continue reading

Adding Evidence

The Certificate Evidence tab provides a list of all evidence requirements based on the framework selection under the frameworks tab.   Evidence needs to be loaded separately next to each stated requirement and to do this select the browse/choose file … Continue reading

Submit An Apprentice For Certification

Once you have uploaded all evidence, go to the Status tab and change the status to Pending Certification. This will open a validation box where you can check:   — Mandatory fields have been completed. — All evidence has been … Continue reading

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05. Bulk Upload (5 Topics)


This guide is designed to take you through the Bulk Upload process step by step. It has been designed to be interactive and so when you see text in this format: example link, it means that there is a link … Continue reading

How Do I Access The Bulk Upload Facility?

  In order to use the Bulk Upload facility you will need to log into Once logged in under the Apprentices tab you will see the option Bulk Upload ‚.   This will take you to the Bulk Upload … Continue reading

Bulk Upload Codes

The spreadsheet requires all mandatory fields to be completed for the Apprentice and Employer details. Both of these have drop down menus for selections to be made such as ethnicity and gender. Where there is a drop down menu, a … Continue reading

Bulk Upload Template – Excel Format

  When you are on the Bulk Upload page you are able to download the Excel (XLS) empty template . You can either save the file or open the document. It will open within Excel.   TIP We recommend that … Continue reading

Bulk Upload Template – CSV Format

  Please note, if you wish to use the CSV method for Bulk Upload, you will need to contact the ACE Support team for the CSV file. Once you have the file you will be able to follow this guidance … Continue reading

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06. Evidence (1 Topics)

Guide on acceptable forms of evidence

The document below details information regarding acceptable evidence for the submission of Apprenticeship Completion Certificates.   Whilst we still recommend that wherever possible copies of certificates are used to evidence achievement of the components within the framework, this document provides … Continue reading

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07. Super Centres and Single Sign On (9 Topics)

I require my certificates to be purchased by more than one registered finance user, will I need more than one Super Centre Account?

Yes. Only one Finance User can be registered for each Super Centre account. If you require certificates to be purchased by multiple Finance Users, you will need to register for more than one Super Centre account (one for each Finance … Continue reading

When can I start using my Super Centre Account?

The Super Centre accounts will become active on the 1st April 2014. You will not be able to use your new account until this date.

Will I still be able to use my old centre details after the Super Centre accounts go live?

No. From the 1st of April 2014 you will have to have a Super Centre account to access ACE. Please register for your Super Centre account as soon as possible to ensure there is no delay in your ability to … Continue reading

Will my Finance User need to be re-registered for a new account?

No. Your current Finance User will automatically be transferred to your new Super Centre account. If you have more than one registered Finance User who purchases credits on your behalf, you will need to register for more than one Super … Continue reading

I only work with one Certification Body, what other benefits will a Super Centre account offer?

Super Centre accounts will offer the following improvements:   Enhanced Evidence tab Archive tab for printed apprentices Improved Search functionality Improved reporting tools   Keep an eye on the ACE News feed for more information in the weeks leading up … Continue reading

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08. Central Payment System (8 Topics)

Central Payment System Guidance

  The Federation has developed a centralised payment system for all Apprenticeship completion certifications processed on the ACE system.   There are three options for paying through the payment system:   1. Pre-pay by credit card.   2. Pre-pay by … Continue reading


The Federation has developed a centralised payment system for all Apprenticeship completion certifications processed on the ACE system.   There are two options for paying through the payment system, either: 1. Pre-pay – this option will allow you to bulk … Continue reading

What is a Finance User?

A Finance User is the only person within the training organisation who will be authorised to purchase credits for Apprenticeship certification.   To become a Finance User you will need to request log in information by completing this form.   … Continue reading

Register as a Finance User

  To prepare for the implementation of the Central Payment System you can now register as a Finance User for your centre.   If you are going to purchase credits in advance only one person within the training organisation will be … Continue reading

Payment Methods – Pre-Pay by Credit Card

    Step-by-Step Instructions   Once logged into the central payment system you will see the dashboard homepage summarising recent activity in purchasing credits.     The Latest Purchase  details basic information of your previous transaction.   The Summary of … Continue reading

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09. Central Payment System (CPS) FAQs (21 Topics)

Will I be refunded if I submit a learner to the wrong Certification Body?

Once a learner has been set to Pending Certification costs are incurred by the Certification Body so no refunds will be given if a candidate is submitted to the wrong Certification Body. The ACE system is designed to give users … Continue reading

What is the Central Payment System?

The central payment system is a new function inbuilt within the Apprenticeship Certificates England (ACE) system. Previously payment was made to the Apprenticeship Certification Bodies which meant that there are more than 20 different processes for payment. The new centralised … Continue reading

I am being asked to create a Finance User account on ACE when I change a learner’s status to “Pending Certification”. Why am I being asked this?

With the introduction of the new Central Payment System each Centre is required to register a Finance User to allow you to pay for apprenticeship certificates. Please register here Once you register, your account will be fully active within … Continue reading

Am I the correct person to register for a Finance User account?

In a lot of the documentation we have used the term ‘Finance Director’ what we mean by this is the person who will be signing off any Apprenticeship Certification payments, either entering the credit card details or signing off BACs … Continue reading

I don’t have/l have misplaced my CPS login details. How do I obtain them?

Forgotten or resetting your password.  Click ‘Forgotten password’ link next to the login graphic, enter your username and email address, you will be emailed a link to reset your password. The password will need to be Alpha/Numeric with a Symbol … Continue reading

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10. ACE Frequently Asked Questions (11 Topics)

There are several people in my organisation who need access to ACE, do we all need to register?

No, only one person per Training Provider, College or Employer (known as a “Centre”) needs to register. They will be set up as an Administrator account for the organisation. They will be issued with an ACE username and password. The … Continue reading

I need to create more users but the system won’t let me.

If additional user accounts need to be added then the Centre User will be able to set up accounts for colleagues to access the system.   For more information on how to add users, see How To Add / Edit … Continue reading

I haven’t received my username and password.

If you have yet to receive your ACE login details, please contact the ACE Support Team:   Phone: 0844 573 2560   email:    

I’ve forgotten my username / password.

If you have forgotten your password, click on the Forgotten Password link, next to the login button. Enter your username and email address that was used to register your ACE account and a link to reset your password will be … Continue reading

Can I change my password?

To update your details including usernames and passwords, please see How To View & Amend Organisation Details  

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11. ACE Rules (1 Topics)

ACE Rules

  TERMS OF USE   These are the Terms of Use for the Federation for Industry Sector Skills & Standards, a company incorporated in Scotland (registered number SC175918) with registered office at 3rd Floor, 101 George Street, Edinburgh EH2 3ES … Continue reading

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ACE Operational Issues (20 Topics)

ACE Operational Support – Notifications

In order that you are kept up to date with current support and guidance the Federation will inform you of changes to both the ACE system and the certification process via Notifications.   These can be found at the top … Continue reading

Are there any training materials available to help me with the ACE system?

Training guides for ACE are available to download at the top of the Knowledge Base page of the ACE website.

Can I upload more than one apprentice at a time?

ACE has a feature which will allow you bulk upload apprentices using a CSV file. All mandatory fields must have data entered into them otherwise it will create errors and won’t upload. A copy of the bulk upload template can … Continue reading

I can’t see the framework needed for an apprentice.

You will need to contact the relevant Certification Body to have them assign the relevant framework to your ACE profile.  

How do I make certificate claims via the ACE system?

In order to claim for an Apprenticeship Completion Certificate, you will need to upload evidence of an apprentice’s successful achievement / completion of all components of their Apprenticeship framework (e.g. copies of certificates and declaration forms). Evidence must be uploaded … Continue reading

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