03 March 2025

Enrolments roles

The EBS4 Enrolment Client User role makes the enrolments module available in Central.

ebs4 Enrolment Client User role

The following groups contain the additional roles for use in the enrolments module:

EBS Central Apps/Enqs/Enrols

The roles for enrolments are located in the EBS Central Apps/Enqs/Enrols group.

ebs: central Apps/Enqs/Enrols role group

The relevant roles in the EBS Central Apps/Enqs/Enrols group are described in the following table.

Role	Allows users to...
Batch printing administrator	View and print all requested reports (applications, enrolments, and so on) in batch printing. batch printing is available only if a valid EBS4Reports licence is held.
Batch printing scheduler	Schedule a batch of reports (applications, enrolments, and so on) for printing in batch printing. batch printing is available only if a valid EBS4Reports licence is held.
Enrolment Manager	Access to learner manager. A user is required to have this role in addition to any other roles in order to access learner manager.
Full academic history	View, add, edit, and delete academic history records on the Academic History tab in enrolments. It also allows users to add and remove optional assessments for a learner on the Manage Optional Assessments window.
Full attainments	View, add, edit, and delete attainments on the Attainments tab in enrolments. It also enables users to create duplicate attainments for a learner.
Full enrolments	View, add, edit, and delete enrolments on the Enrolments tab in enrolments. It also allows users to do the following: Attach any optional child courses, detach any existing attached child courses, or link any other courses to create a parent/child link on the Manage Children window View a record of progress changes for the selected enrolment on the Progress History window View a record of tutor group changes made for the selected enrolment on the Tutor Group Changes window A user must also have the EBS4 Enrolment Client User role to use the enrolments functionality.
Learner Manager Enrolment Reports	Bulk print enrolment reports on the Enrolments tab in learner manager.
Manage Enrolments	Bulk edit enrolments on the Enrolments tab in learner manager.
Prohibit adding fees	Users with this role cannot create any additional fees other than the default to the course. This role disables the Add Fee functionality in enrolments.
Run Reports	Run reports for the corresponding module, if: Reports have been configured for the institution Use of the role has been enabled in the Reports module (Edit Report > Security)
Run Reports - Enrolments	Run enrolment-related reports in Central.
Till Administrator	Add, duplicate, and delete till number records in reference data.
Tills	Save and cancel receipts in enrolments, if: A valid Tills licence is held The Receipts require till number institution setting on the Fees and Payments screen is set to Y Till number records are set up in reference data
View academic history	View academic history records on the Academic History tab in enrolments (read-only).
View attainments	View attainments on the Attainments tab in enrolments (read-only).
View enrolments	View enrolments on the Enrolments tab in enrolments (read-only). This role enables the Enrolments tab.
UK Fee super user (web)	The role allows the user to do the following in EBS Web: Override the default fee settings, with the exception of the Fees can be unmatched institution setting Cancel credit notes Add and edit fees Edit fee details on enrolment Edit matched fees if the Allow SuperUser edit of matched fees institution setting is set to Y Edit receipts if the Allow SuperUser edit of receipts institution setting is set to Y Edit partially matched fees if the Allow SuperUser edit of partially matched receipts institution setting is set to Y Delete fees if allowed by institution settings Delete units with fees Delete enrolments with fees The Prohibit Adding Fees role overrides the Fee Super User (web) role.
UK Manage Employment History	View, add, edit, and delete employment history on the Employment window.
UK Manage Funding and Monitoring	View, add, edit, and delete funding and monitoring records on the Funding and Monitoring window.
ENG Full Loan Details	View, add, edit, and delete loan record details for an individual learner’s enrolments in the Loan Details section on the Enrolments tab or in EBS Web. This role is available only if a valid EBS424PlusLoan licence is held.
ENG Manage Apprenticeship Finance	Use the Apprenticeship Finance tab in enrolments.
ENG Manage Work Placement	Use the Work Placement tab in enrolments.
ENG View Loan Details	View loan record details for an individual learner’s enrolments in the Loan Details section on the Enrolments tab or in EBS Web (read-only). This role is available only if a valid EBS424PlusLoan licence is held. The Full Loan Details role overrides the View Loan Details role.
NZ Enrolment Super User	Generate or regenerate fees for an enrolment manually.

EBS Central Fees and Payments

The roles for course fees are located in the EBS Central Fees and Payments group.

ebs: central Fees and Payments role group

The relevant roles in the EBS Central Fees and Payments group are described in the following table.

Role	Allows users to...
Delete Fees and Payments	Delete fees, invoices and receipts on the Payments tab in enrolments.
Fees and Payments Supervisor	View, add, recast and delete instalment plans on the Payments tab in the Enrolments component. It also allows a user to do the following: Create credit notes Create fees Issue open refunds NZ Refund StudyLink receipts
Manage Enrolment Fees	Add, cancel, and credit enrolment fees. It also allows users to edit enrolment-fee amounts, and cancel enrolment-fee credit. The Cancel button marks the selected record as ‘CANCELLED’ rather than deleting the record completely.
Manage Payments	Manage payments on the Payments tab in enrolments in the following ways: Pay transactions Add receipts Cancel receipts When you cancel a receipt, the selected record is marked as ‘CANCELLED’ rather than the record being deleted. Refund manual receipts Use ePayments Unmatch fees Open till sessions
Manage Person Fees	Add, credit and cancel person fees. It will also allow a user to cancel person-fee credit. The Cancel button marks the selected record as ‘CANCELLED’ rather than deleting the record completely.
View Fees and Payments	View the following fees and payments (read-only): enrolment fees and notes credit notes and notes person fees and notes invoice enrolment fees invoice person fees, receipts, and instalment plans
NZ Manage Enrolment Invoices	Add, cancel, and cap invoices with enrolment fees. It will also allow users to cancel cap on invoices with enrolment fees, and split invoices with enrolment fees.
NZ Manage Person Invoices	Add, cancel, and cap invoices with person fees. It will also allow users to cancel cap on invoices with person fees, and split invoices with person fees.