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:

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 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

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.