03 March 2025

Learner Roles

The following groups contain the roles for use in the Learner module:

The roles for the Learner, Consents and International tab are located in the ebs: central Apps/Enqs/Enrols group.

ebs: central Apps/Enqs/Enrols group

The relevant roles in the ebs: central Apps/Enqs/Enrols group are described in the following table.

Role Allows users to...
Full People View, add, edit, and delete learner details on the Learner tab.
View People View learner details on the Learner tab (read-only).
Export Learner Data Export learner data from the Learner Archive Export button in the Learner module.
Full Consents View and edit consent records on the Consents tab.
View Consents View consent records on the Consents tab (read-only).
International Students Add passport, visa, agent, insurance, accommodation provider, arrival detail and orientation detail records.
International Students Admin

Do the following:

  • Delete passport, visa, agent, insurance, accommodation provider and arrival detail and orientation detail records
  • Change the International setting in Learner Details (ebs: central and ebs Web)
  • Override the warning message at enrolment if a learner’s passport and visa have not been validated
Photo Import

Import learner photos in bulk (for example: from a CD or local directory) on the Imports screen providing the photo names include the learner’s ID.

The learner ID type to use (for example: Person Code) can be set in the Learner identified by institution setting.
Run Reports Run learner reports in the Learner module (for example: learner agreements).

The roles for the Medical tab are located in the ebs: central Medical group.

ebs: central Medical group

The relevant roles in the ebs: central Medical group are described in the following table.

Role Allows users to...
Create Health Condition Add health conditions on the Health Conditions sub-tab.
Delete Health Condition Delete health conditions on the Health Conditions sub-tab.
Edit Health Condition Edit health conditions on the Health Conditions sub-tab.
View Health Condition View health conditions on the Health Conditions sub-tab (read-only).
Manage Doctors View, add, edit, and delete doctor records on the Doctors sub-tab.
View Doctors View doctor records on the Doctors sub-tab (read-only).

The role for access to the Learner Docs & Comms tab is located in the ebs: one Learner Communications group.

ebs: one Learner Communications group

primary roles

A primary role from the ebs: ontrack primary roles group must be assigned to a user for access to the Ontrack tab.

ebs: ontrack primary roles

The roles for the Contacts tab are located in the ebs: central Family and Contacts group.

ebs: central Family and Contacts group

The roles in the ebs: central Family and Contacts group are described in the following table.

Role Allows users to...
Full Contacts View, add, edit, and delete contact records on the Contacts tab.
View Contacts View contact records on the Contacts tab (read-only).

The roles for the INZ Admin functionality are located in the ebs: central International Administration group.

ebs: central International Administration group

The roles in the ebs: central International Administration group are described in the following table.

Role Allows users to...
INZ Students Admin

Do the following:

  • Generate an INZ export file for visa renewals
  • Import records of learners whose visas have been sent by the Immigration department to the institution
  • Allocate new visas to learners
  • View the export and import history of learner visa renewals
INZ Students User View the export and import history of learner visa renewals (read-only).