Configure Users

To start using ebs: ontrack Teaching and Learning, you will need to create an ontrack system administrator who can create other users of the system. To do this, you will need to insert data into the database tables directly.

To create an ebs: ontrack Teaching and Learning administrator:

1. Ensure that you have a member of staff with a username or college_login matching your Windows authentication username on the target database.

2. Find out your ebs person code. You can get your person code by either entering your details into ebs: central to find it, or using sql to query the database with the following code:

   • select ebs_person_code from users where name = '<username>' where <username> is your ebs username

3. Run the following insert, using the person code taken from step two:

   • INSERT into t_est_userRole (personid, roleid) values (<person_code>, 1) where <personcode> is your ebs person code

You now have the user permission to access ebs: ontrack Teaching and Learning.

Back to top

For staff members to use ebs: ontrack Teaching and Learning, either of the following is required:

• Their Windows login credentials must match that of their ebs username
• Their college login must match that of their Windows login credentials

If there is no value in the College Login field, the ebs username will be used instead. If the username and the Windows login credentials do not match, you will need to set a college login value for this member of staff.

To create a new staff member who can use ebs: ontrack Teaching and Learning:

1. Click the User Management button on the System ribbon of ebs: central.

   

2. Click the Add Staff Member button on the Staff Search window.

   

3. Enter the staff member details on the Staff Details tab, ensuring that the College Login field has the same value as the Windows login credentials of the staff member being created.

   

4. Click the Save button to create the staff record.

5. Click the People tab, and then click the Create User button on the Admin Commands ribbon.

   

6. Select the username that matches the user's Windows login credentials and enter the rest of the details on the Create User window.

   

7. Click the Save button to create the user record.

   

   The new staff record will now be able to use ebs: ontrack Teaching and Learning.

Back to top

Learners who use ebs: ontrack Teaching and Learning must have a college login value that matches their college Windows login credentials.

To set the username for a learner so they can use ebs: ontrack Teaching and Learning:

1. Click the Learner Search button on the Start ribbon.

   

   Note: You can also search for a learner from the Learner Search on the Home screen.

   The Learner Search window is displayed.

   

   The Search fields are in the left-hand section of the window, and the resulting records will be displayed in the right-hand section of the window (the Results section).

2. Enter the required search criteria in the Search fields, and then press Enter.
3. When you have found the required learner, double-click on the learner in the Results section to open the learner’s record in the Learner module.

4. In the College Login field on the Learner Details screen, enter a username for the learner that matches their Windows login credentials.

   

5. Click the Save button.

   The learner's username is configured for use in ebs: ontrack Teaching and Learning.

Back to top

To enable parent access to ebs: ontrack Teaching and Learning, you must do the following:

• Manage the content available for parents in the Visibility section of Dashboard Settings in the ebs: ontrack Teaching and Learning module

  Note: It is strongly recommended that the 'Users can view the pastoral module' setting is not enabled for parents.

• Add the parents as a contact in the Learner module with a relationship of 'Parent'
• Allocate the parent a username and password in the User Management module
• Provide parents with their login credentials

Back to top

An organisation should have a member of staff defined as a department head. This is used for pastoral notifications and setting of ILP course targets.

This is set in the Type field on the Staff tab in Organisation Management.

Back to top