03 March 2025

E-Mail Templates

Use this reference data to configure email templates to support the different processes available in Ontrack Learner Hub. The server on which Ontrack Learner Hub is hosted will require SMTP configuring before any emails can be sent.

The Default Body Text field has a character limit of 10,000.

E-Mail Templates

The database fields for the email templates relevant to Ontrack Learner Hub are described in the following drop-downs:

This template is for sending an email to the learner following an application to a specific course.

The following fields are available for the LAPP template:

  • [TITLE]
  • [FORENAME]
  • [SURNAME]
  • [COURSE_OCCURRENCE_CODE]
  • [LONG_DESCRIPTION]
  • [FULL_DESCRIPTION]
  • [UI_FULL_DESCRIPTION]
  • [START_DATE]
  • [END_DATE]
  • [START_TIME]
  • [END_TIME]
  • [SLOC_LOCATION_CODE]
  • [DELIVERY_LOCATION]
  • [FES_DAY_OF_WEEK]
  • [COURSE_FES_USER_1] and so on
  • [PROSP_USER_1] and so on
  • [UI_FES_USER_1] and so on
  • [UI_PROSP_USER_1] and so on

This template is for sending an email to the learner following the creation of a user account.

The following fields are available for the LCLEARN template:

  • [NAME] (that is: username)
  • [EBS_PERSON_CODE]
  • [TITLE]
  • [FORENAME]
  • [SURNAME]

This template is for sending an email to the learner following a specific course enquiry.

The following fields are available for the LENQ template:

  • [TITLE]
  • [FORENAME]
  • [SURNAME]
  • [COURSE_OCCURRENCE_CODE]
  • [LONG_DESCRIPTION]
  • [FULL_DESCRIPTION]
  • [UI_FULL_DESCRIPTION]
  • [START_DATE]
  • [END_DATE]
  • [START_TIME]
  • [END_TIME]
  • [SLOC_LOCATION_CODE]
  • [DELIVERY_LOCATION]
  • [FES_DAY_OF_WEEK]
  • [COURSE_FES_USER_1] and so on
  • [PROSP_USER_1] and so on
  • [UI_FES_USER_1] and so on
  • [UI_PROSP_USER_1] and so on

This template is for sending an email to the learner following an enrolment to a course where all fees are successfully paid.

The following fields are available for the LENRPAID template:

  • [TITLE]
  • [FORENAME]
  • [SURNAME]
  • [COURSE_OCCURRENCE_CODE]
  • [LONG_DESCRIPTION]
  • [FULL_DESCRIPTION]
  • [UI_FULL_DESCRIPTION]
  • [START_DATE]
  • [END_DATE]
  • [START_TIME]
  • [END_TIME]
  • [SLOC_LOCATION_CODE]
  • [DELIVERY_LOCATION]
  • [FES_DAY_OF_WEEK]
  • [COURSE_FES_USER_1] and so on
  • [PROSP_USER_1] and so on
  • [UI_FES_USER_1] and so on
  • [UI_PROSP_USER_1] and so on

This template is for sending an email to the learner following an enrolment to a course where fees are outstanding.

The following fields are available for the LENRPEND template:

  • [TITLE]
  • [FORENAME]
  • [SURNAME]
  • [COURSE_OCCURRENCE_CODE]
  • [LONG_DESCRIPTION]
  • [FULL_DESCRIPTION]
  • [UI_FULL_DESCRIPTION]
  • [START_DATE]
  • [END_DATE]
  • [START_TIME]
  • [END_TIME]
  • [SLOC_LOCATION_CODE]
  • [DELIVERY_LOCATION]
  • [FES_DAY_OF_WEEK]
  • [COURSE_FES_USER_1] and so on
  • [PROSP_USER_1] and so on
  • [UI_FES_USER_1] and so on
  • [UI_PROSP_USER_1] and so on

This template is for sending an email to the learner following an enrolment to a course where fees are outstanding in the Ontrack Learner Hub shopping basket.

The following fields are available for the LENRPENDBASKET template:

  • [TITLE]
  • [FORENAME]
  • [SURNAME]
  • [COURSE_OCCURRENCE_CODE]
  • [LONG_DESCRIPTION]
  • [FULL_DESCRIPTION]
  • [UI_FULL_DESCRIPTION]
  • [START_DATE]
  • [END_DATE]
  • [START_TIME]
  • [END_TIME]
  • [SLOC_LOCATION_CODE]
  • [DELIVERY_LOCATION]
  • [FES_DAY_OF_WEEK]
  • [COURSE_FES_USER_1] and so on
  • [PROSP_USER_1] and so on
  • [UI_FES_USER_1] and so on
  • [UI_PROSP_USER_1] and so on

This template is for sending an email to the learner following a general enquiry.

The following fields are available for the LGENQ template:

  • [TITLE]
  • [FORENAME]
  • [SURNAME]

This template is for sending an email to the learner to encourage re-engagement where fees are outstanding. This is based on the Re-engagement email wait time (mins) institution setting (in the Ontrack Learner group).

The following fields are available for the LP_REENGAGE_FEES template:

  • [FIRST_NAME]

  • [PRODUCT_NAME]

  • [USER_NAME]

  • [REENGAGEMENT_LINK]

  • [COLLEGE_NAME]

This template is for sending an email to the learner to encourage re-engagement. This is based on the Re-engagement email wait time (mins) institution setting (in the Ontrack Learner group).

The following fields are available for the LP_REENGAGE_PERSONAL template:

  • [FIRST_NAME]

  • [PRODUCT_NAME]

  • [USER_NAME]

  • [REENGAGEMENT_LINK]

  • [COLLEGE_NAME]

This template is for sending an email to the learner to reset their password.

The following fields are available for the PASSWORD_RESET template:

  • [FORENAME]
  • [SURNAME]
  • [USERNAME]
  • [FORGOTTEN_PASSWORD_LINK]
  • [DATE]
  • [TIME]

This template is for sending an email to the learner when they have booked onto an interview.

The following fields are available for the NOTIFYINTERVIEW template:

  • [FORENAME]
  • [COURSE_CODE]
  • [COURSE_DESCRIPTION]
  • [EVENT_DATE]
  • [EVENT_TIME]
  • [STAFF]
  • [ROOM_CODE]

HTML tags are also supported.

In addition to the setup of the email templates, the server must be configured for SMTP.