23 June 2026

Create enrolments

Create enrolments in Ontrack Hub for existing learners or new enrollees.

Create enrolments as follows:

  1. Search for an existing learner or create a new learner. On Ontrack Staff Hub, go to Concierge > Enrolments > Create new enrolment.

    • For existing applicants: find the applicant of interest and then select Select Course.

    • For new applicants: on Create a learner, enter the Forename, Surname, and Email address. Then, select Invite learner and then select Select course.

  2. Search for the course. You can use the filters on the right-hand side and the search box at the top of the page to help find the course of interest. For example, to filter for an English functional skills course. Note that you can select more than one course to enrol a learner onto. Once you have selected the required courses, select Continue.

  3. Complete the enrolment. Note that all mandatory fields are denoted by an *.

    On the enrolment form, complete the following sections:

    Personal details
    Details the learner’s account information, contact details, address, and so on.
    Further details
    Details the learner’s equal opportunities and support needs.
    Learning objective

    Details the tailored learning purpose and tailored learning outcome as follows:

    • The tailored learning purpose is a read-only field. It shows the learning purpose recorded in the enrolment’s special details.

    • Use the tailored learning outcome to select or update the learner’s outcome. The available options are based on the ILR tailored learning outcome reference data.

    Statements
    Details any statements that are applicable to the learner.
    Evidence
    Details any supporting documentation required for the enrolment.
    Data protection
    Details the learner’s consent for the use of their personal data.
    Pay
    Details the total fees for the selected courses. For learners that are eligible for a fee waiver, the discount is displayed alongside the original fee.
    Note the following for payments:
    • If the total cost of the selected courses are £0.00, you can confirm and complete the enrolment.

    • If there are fees to be paid, You can select the fees that are going to be paid through a MOTO (Mail Order / Telephone Order) payment. After selecting the fees that you are completing on behalf of the learner, select Pay Online to complete the payment using the learner's debit or credit card details. Note that the learner can also pay the fees in Ontrack Learner Hub.

      Use the staff MOTO payments feature only when the learner’s card is not physically present. For example, during a phone transaction. Your organisation is responsible for complying with the PCI DSS (Payment Card Industry Data Security Standard) when processing payments this way to protect card-holder data. Do not use this feature for face-to-face payments from learners. In those cases, use a physical card reader or ask the learner to make the payment directly through the Ontrack Learner Hub.

    Then, Review the completed enrolment and Submit enrolment. You can then view and update the progress of the enrolment in concierge.