03 March 2025

E-Mail Templates

Use this reference data to configure email templates to support the different processes available in ebs: ontrack Learner Hub. The server on which ebs: 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 ebs: ontrack Learner Hub are described in the following drop-downs:

LAPP

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

LCLEARN

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]

LENQ

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

LENRPAID

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

LENRPEND

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

LENRPENDBASKET

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

LGENQ

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]

LP_REENGAGE_FEES

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]

LP_REENGAGE_PERSONAL

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]

PASSWORD_RESET

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]

NOTIFYINTERVIEW

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.