View and update learning objectives on enrolments

When you view an enrolment in Concierge, you’ll now see a new Learning Objective section on the Enrolment Overview step for certain courses.

This section appears when the course uses Funding Model 11 or 99 and includes:

• Tailored Learning Purpose - a read‑only field showing the learning purpose recorded in the enrolment’s special details.

• Tailored Learning Outcome - an editable drop‑down list where you can select or update the learner’s outcome. The options are based on official ILR Tailored Learning Outcome reference data.

When you change the tailored learning outcome and select Update Outcome:

• The enrolment is set to use special details (if it is not already).

• The tailored learning outcome is saved or updated against the enrolment.

This makes it easier to review and maintain learning outcomes directly from the enrolment overview.

Concierge

Create enrolments

Course links pane

MOTO payments in Concierge

Staff can now take Mail Order / Telephone Order (MOTO) payment capability in the Concierge > Fees & Waivers section. You can now select outstanding fees and process payments on behalf of learners without requiring them to be present at a payment terminal or online portal.

Previously, you could only initiate MOTO payments from the Learner’s Fees page. This release extends the same workflow to concierge, so you can manage fee payments more efficiently during learner interactions.

Concierge

Create enrolments

Fund manager enhancements

The following enhancements have been made to fund manager:

Custom fields (user fields) in Ontrack

Staff can create and use custom user defined fields in Ontrack to capture additional information specific to your institution.

Recurring records

Staff can create recurring records in bulk, reducing repetitive manual entry for regularly scheduled activities.

Localisation improvements

Statutory fields that apply only to England are removed for institutions in other locales, ensuring screens show only relevant data.

Learner Support tab enhancements

Staff can view a single learner’s support information across all funding streams from the Learner Support tab.

Searchable drop-down lists

Staff can filter drop-down values before selecting, making it quicker and easier to find the right option.

Fund manager

EBS Central support management role group

Update person notes

The Update Person Notes REST API has been added to Ontrack Hub designer so Ontrack pages may be configured to support the editing of notes for a learner.

REST services available in designer

Audit history to track changes to a learner's IDP

A new Audit History tab has been added for learners in IDP, giving staff clear visibility of key actions taken over time.

The Audit History tab includes the following columns:

• Date

• Actioned By

• Action

It records the following learner actions:

• Created

• Updated

• Submitted

• Ceased

• Paused

This update helps you track changes more easily and supports transparency and audit requirements.

Audit an IDP

Read report to see who has accessed a learner's IDP

Staff can now see when and how often an Individual Development Plan (IDP) has been viewed.

A new Read Report tab is available on each IDP. This enables staff to see when and how often an IDP has been viewed. The read report includes the following details:

• First Read – the date and time the IDP was first viewed.

• Last Read – the date and time the IDP was most recently viewed.

• Read By – the full name of the user who viewed the IDP.

• Total Reads – the total number of times the IDP has been viewed by that user.

The read report is updated when an IDP is opened by:

• Selecting view or edit from IDP search.

• Opening an IDP directly using its URL.

When an IDP is viewed for the first time, the first read and last read timestamps are the same, and total reads is set to 1. For subsequent views, the last read time-stamp is updated and total reads increases accordingly.

This update supports greater transparency and helps you track engagement with IDPs.

Audit an IDP

Add Communications Log to show any IDP comms sent

A new Communications Log tab is available on IDP entries. Enabling staff to view a communications log for each Individual Development Plan (IDP), giving a clear history of communications sent to learners.

The communications log contains the following details:

• Date/Time – when the communication was created.

• Type – the communication type (Email, Letter, or SMS).

• From – the user who created the communication.

• To – the recipient.

• Subject – the subject of the communication template.

Staff can expand each entry to view the message body that was sent to the learner.

What is included in the log

• Only communications linked to the IDP document category are recorded.

• An entry is created automatically when you send an Email, Letter, or SMS from the Communications tab.

• To see newly created entries, refresh or reconnect to the IDP and open the communications log tab.

This update helps you track IDP‑related communications more easily and supports clearer audit and case management.

Audit an IDP

Add an actual date when adding a note

A new Actual Date column is available in IDP Notes. Enabling staff to specify the date the note relates to, which may be different from the date the note was created.

This update gives you greater flexibility when recording notes and helps ensure IDP records accurately reflect when events or discussions took place.

Not applicable

Archive an IDP

Staff can now archive learners in IDP and clearly identify learners who do not require an IDP. A new Not Required status is now available and shown consistently across the system.

Staff can archive an IDP learner directly from the Actions menu:

• The Archive button is available when the learner’s IDP status is blank or Not Started.

• Archived learners remain visible in IDP but only appear when you search for them specifically.

This update makes it clear when an IDP is not required for a learner and ensures consistent reporting across IDP screens.

Search an IDP

A new Save button is available alongside Finish later in both the paginated view and full scroll view. Enabling staff to save progress while updating an IDP without leaving the IDP screen.

Selecting save stores your changes so far and keeps you on the current screen, allowing you to continue working without interruption.

This update makes it easier to update IDPs gradually and avoids being taken back to the initial screen each time you save.

Create an IDP

ILP Manager: Ability to abandon ILP's in bulk

A new Abandon ILPs toggle is available in ILP Manager. Enabling staff to abandon multiple ILPs at the same time, reducing manual effort when managing ILPs at year‑end.

When you switch this on:

• Check-boxes appear next to each ILP, along with a select all option.

• An abandon button becomes available, allowing you to abandon multiple ILPs in one action.

Use ILP manager

ILP Tutor: Allow staff to add target for any learner

A new permission, Add all learner targets, is available within the EBS: Ontrack Tribal ILP role group. Enabling staff to add targets for learners you are not linked to, provided you have the appropriate permission. This makes it quicker to set up targets and supports staff who work with learners across the institution.

When this permission is assigned and learner search is enabled:

• Staff can search for any learner in ILP Tutor.

• Staff can view the learner’s existing targets and reviews.

• An Add target button is available on the Open targets tab, allowing you to create a target using the standard target screen.

• Staff without this permission will not see the Add target button, even if learner search is enabled.

Requirements

• The institution setting Enable Learner Search in ILP Tutor must be set to Yes.

• The permission can be assigned to the role group or to individual staff accounts.

This update reduces the need for learner linking changes, supports flexible tutor roles, and improves efficiency when creating targets.

Manage ILP targets as a tutor

EBS Ontrack Tribal ILP

ILP Admin: Show learners section to use a grid view in Cohort Builder

Staff can now review and manage all learners in a cohort without limits.

• You are no longer restricted to the first 1,000 learners. All returned learners are fully visible, even for large cohorts.

• A new grid layout with sortable columns helps you quickly scan, compare and find learners.

• Pagination makes large result sets easier to navigate and manage.

When you open the cohort builder and select View learners, you now see a paginated grid showing all matching learners. The grid displays three columns only:

• Forename

• Surname

• Person code

You can sort columns, move between pages, and quickly scan results. Your column order and sorting are preserved as you move through the pages. This grid is now the standard view for all cohort results.

Not applicable

ILP Admin: Add LLDD field to Cohort builder filters

Staff can filter learners by Learning Difficulties and/or Disabilities (LLDD) when building or searching cohorts.

• This helps you accurately identify learners who may need targeted support, interventions or reporting.

• The LLDD filter is controlled through reference data, so you can turn it on or off without any system changes.

Not applicable

ILP Tutor: Mark target as not complete

Staff can now mark a learner target as Not completed to close it accurately on the learner’s targets page. Targets marked as not completed appear in the same places as completed targets, making it clear that the target has been closed but not achieved.

Manage ILP targets as a tutor

Prompt to ask for reason why record has been unlocked and grade unverified

When you save an unverified grade, you must now provide a Reason for change. A pop‑up prompts you to enter this information before the grade can be saved.

You can also view a full history of changes by selecting Audit history. The audit history tab shows a record of all updates, including:

• Date - when the change was made.

• Actioned by - the staff member who made the change (forename, surname and person code).

• Comment - the reason entered for the change.

Markbook verification

SFG Tutor: Actions - Bulk Delete or Archive inbox items

A new Bulk action toggle is available for Safeguarding Tutors. Enabling staff to manage multiple safeguarding inbox items at once, making it quicker to keep your inbox up to date.

When you switch this on:

• Check-boxes appear next to each inbox item, along with a Select all option.

• New Delete and Archive buttons are displayed.

How bulk actions work

When you select one or more items and choose an action, a confirmation message is shown before the action is completed:

• Archive - You are about to archive items from your inbox. Are you sure you want to proceed?

• Delete - You are about to delete items from your inbox. Once they are deleted they cannot be recovered. Are you sure you want to proceed?

This two‑step process helps prevent accidental actions while allowing you to manage safeguarding items more efficiently.

Tutor safeguarding

SFG Tutor: Ability to add staff using person functions when using the send to register staff toggle

Staff can now target safeguarding communications more precisely, helping ensure messages reach the right staff and reducing unnecessary notifications.

When sending safeguarding communications, a new option lets you choose who to target:

All Safeguarding Person Functions

Sends the communication to all staff whose person function is Active and marked as Safeguarding.

Selected Safeguarding Person Functions

Lets you choose one or more specific safeguarding person functions from a drop-down list. Only person functions that are both Active and Safeguarding are available to select.

How targeting works

• Only staff linked to current and future registers are included.

• Staff linked only to past registers are excluded.

• Staff can add multiple person functions by selecting them one at a time.

• All buttons and labels use your institution’s configured Safeguarding header button label for tutors, so wording matches your local setup.

This update helps you send safeguarding messages more accurately while avoiding accidental contact with staff who are no longer involved.

Add a note

Add a record

Add a risk

SFG Tutor: Allow users to select offering and/or owning organisation when send to dept. head toggle is enabled

When you turn on Send to department heads while creating a record, note or risk in the record against a course section, an additional drop-down becomes available.

The drop-down lets you choose which department heads receive the record:

• Owning

• Offering

• Both

If Send to department heads is turned off, the drop-down is not shown.

Add a note

Add a record

Add a risk