The institution settings for ePayments are configured on the following screens (accessed from the Product Modules pane):
Ontrack Learner
The institution settings for managing payments in the online enquiry, application and enrolment process can be configured on the Ontrack Learner screen.
The relevant fields on the Ontrack Learner screen are described in the following table.
| This field | Holds this information... |
|---|---|
| Default payment method | The default payment method used for ePayments in ebs: ontrack Learner Hub. |
| Default receipt fee type | The default receipt type used for ePayments in ebs: ontrack Learner Hub. |
| Display Cost or What do I pay link? |
The links to be displayed against a course. Select from the following:
|
| Allow enrolment without paying? | Whether learners can enrol without paying the relevant fees. |
| Notification for enrol without payment |
The notification type for enrolments without payment. Select from the following:
When this is set to Notify by Email, reports from the Reports page of ebs: ontrack Learner Hub are emailed to learners following enrolment without payment. |
| Notification for enrol with payment |
The notification type for enrolments with payment. Select from the following:
When this is set to Notify by Email, reports from the Reports page of ebs: ontrack Learner Hub are emailed to learners following enrolment with payment. |
| Notification for learner creation |
The notification type for creation of new learners. Select from the following:
When this is set to Notify by Email, reports from the Reports page of ebs: ontrack Learner Hub are emailed to learners following the creation of a new learner. |
| Notification for applications |
The notification type for new applications. Select from the following:
When this is set to Notify by Email, reports from the Reports page of ebs: ontrack Learner Hub are emailed to learners following an application. |
| Notification for enquiries | Whether to send an email to learners when they create a course-specific enquiry. |
| Notification for general enquiries | Whether to send an email to learners when they create a general enquiry. |
| Default creator name for user self creation in the Learner Portal | The default name entered in the Created by field against records created in ebs: ontrack Learner Hub. |
| Allow duplicate email |
Whether learners can create multiple user accounts with the same email address (that is: if a PEOPLE record exists with a matching email address, and no USERS record exists, the can proceed with account creation). As a result of this, duplicate records could exist in the system which can be handled through the de-duplication process in ebs: central. Note: If a PEOPLE record exists with a matching email address and a USERS record, then the learner is prevented from creating a new account. |
| Allow enrolment without pre-requisites? |
Whether learners who do not meet pre-requisites can self-enrol. Note: If set to N, enrolments are prevented from being saved and a warning message is displayed. |
| Default Learner Portal basket enrolment progress code |
The default progress code used for learner enrolments in the institution website shopping basket. Note: This setting must not be set against an enrolment progress code where the Generate Fees check box is selected in order for fees to be generated at the correct point in the enrolment process in ebs: ontrack Learner Hub. |
| Process payment for all levels | Select Y to specify that payments for all levels of the enrolment are processed.
|
| Default offer status to use when a learner accepts an offer | The default offer status to use when a learner accepts an offer. |
| Default offer status to use when a learner rejects an offer | The default offer status to use when a learner rejects an offer. |
| Default application progress code to use when a learner accepts an offer | The default application progress code to use when a learner accepts an offer. |
| Default application progress code to use when a learner rejects an offer | The default application progress code to use when a learner rejects an offer. |
| Default consent source for learner portal prospectus |
The default consent source used in ebs: ontrack Learner Hub. Select from the drop-down list. Note: The drop-down list is populated with active consent sources set up in the Consent Sources reference data. |
| Default consent source for learner module |
The default consent source used on the Consent tab in the Learner module. Select from the drop-down list. Note: The drop-down list is populated with active consent sources set up in the Consent Sources reference data. |
| Default consent note for under 16s |
The default consent note used for learners under 16 years of age. Note: This is set to the 'Consent provided by under 16. Please seek Parent/Guardian confirmation' option by default. |
| Default Learner generates fee progress code |
The default progress code to be used for enrolments to generate the fees for the course before the learner provides payment in ebs: ontrack Learner Hub (that is: when a learner navigates from the Declarations page to the Payments page for an enrolment). Note: This setting is mandatory and is only available when a valid OntrackEnrolProspect licence is held. |
| Admissions Contact Telephone Number | The telephone number displayed on the Booking Review page in ebs: ontrack Learner Hub that learners can contact regarding their enrolment(s). |
| Admissions Contact Email Address | The email address displayed on the Booking Review page in ebs: ontrack Learner Hub that learners can contact regarding their enrolment(s). |
| Allow a learner to select options for application | Whether learners can select optional child units for applications in ebs: ontrack Learner Hub. This is set to N by default. |
| Default application progress code to use when a learner selects course options | The default application progress code to use when a learner selects optional child units for applications in ebs: ontrack Learner Hub. |
| Re-engagement email wait time (mins) | The time in minutes before a re-engagement email is sent to a learner, from which they can resume an enrolment in ebs: ontrack Learner Hub. |
 Only allow payment of invoiced fees (Learner
Portal) |
Whether fees for an enrolment or set of enrolments are invoiced automatically when some or all are paid (or partially paid) successfully through ebs: ontrack Learner Hub. |
|
Level 1 Validation Declaration |
The declaration learners need to agree to when they validate to level 1. |
|
Default Learner Portal Validation Document |
The level 1 and 2 validation document types which can be submitted. |
|
Allow Learner Manage Fees |
Whether learners can pay outstanding fees on the Finances page in ebs: ontrack Learner Hub. This is set to N by default. |
|
Allow enrolment with bad debts? |
Whether learners with bad debts can self-enrol. |
ePayments (Common)
The ePayments (Common) screen contains the institution settings for use as part of the ePayment process.
The fields on the ePayments (Common) screen are described in the following table.
| This field | Holds this information... |
|---|---|
| Number of waivers allowed to be selected | The number of waivers the learner can select as part of the enrolment process. |
| The currency code that is sent as part of a transaction | The currency code that is sent to the payment provider as part of a transaction (for example: GBP). |
| Idle transaction time (mins) | The time in minutes the transaction can be idle. This setting is used with the rollback process. Records will be rolled back when a transaction is left unpaid for the time entered. |
| Maximum allowable time (in seconds) to complete client ePayment | The maximum allowable time in seconds to complete a client ePayment. |
| Payment request timeout | The time-out in seconds for a payment request. |
| Default ePayment receipt fee type code | The receipt fee type code to be used as a default for all ePayments. Select from the drop-down list. |
| Rollback learner registrations? | Select Y to specify that learner registrations should be rolled back for failed ePayments. |
| Are fees epayed at reg. auto matched? |
Select Y to specify that fees that are electronically paid at enrolment should be automatically matched. Note: This must be set to Y to enable ePayments to be processed. |
| Civica External Reference | Whether the Civica ePayment external reference is Originators Reference (this is the default) or Income Management Receipt Number. |
| ePayment web service URL |
The public facing ebs REST services website URL. This field must be populated if more than one web service is used, but can be left blank if the Web service host URL institution setting is populated with the correct URL. Note: This field can be left blank if the Web service host URL institution setting is populated (on the General (Cross-System) screen). |
| ePayment email preference |
Defines the email address sent to the payment provide when a payment is taken in ebs as follows:
|
|
ePayment Initialised Success Message |
Defines the message displayed once a learner has gone through a successful payment flow through Flywire from the ebs: ontrack Learner Hub > My Payments. Note: Unlike card-only payment providers, a learner may complete the flow, but the fee could still be outstanding in ebs. For example, if the payment has been made through a bank transfer that isn't completed immediately. |
Note: The ePayments (ebs: Staff) and ePayments (Self-Service) institution settings are also applicable but need to be configured differently for each payment provider.