14 April 2025

Ontrack Learner Hub institution settings

The institution settings for use in Ontrack Learner Hub module are configured on the following screens (accessed from the Product Modules pane):

Ontrack Learner

You can configure a number of institution settings on the Ontrack Learner screen for use as part of the online enquiry, application and enrolment process in Ontrack Learner Hub (for example: the type of notification to send on creation of an application).

Ontrack Learner institution settings

The relevant fields on the Ontrack Learner screen are described in the following table.

This field	Holds this information...
Learner portal current year start	The current year start date which allows users to filter searches to the current year.
Learner portal current year end	The current year end date which allows users to filter searches to the current year.
Learner portal quick search columns	This allows the specification of which fields will be used in the Quick Search. Select from the following: Description Title Title and Description
Learner portal prospectus display rule	The course occurrences that are displayed using the current year start/end dates in course occurrences. Select from the following: Show UIOs ending in current year Show UIOs regardless of current year Show UIOs start/ending in current year Show UIOs starting in current year
Learner portal prospectus current date display rule	The course occurrences that are displayed. Select from the following: Not Set (default) Hide UIOs that have started Hide UIOs that have finished
Default payment method	The default payment method used for ePayments in Ontrack Learner Hub.
Default receipt fee type	The default receipt type used for ePayments in Ontrack Learner Hub.
Display Cost or What do I pay link?	The links to be displayed against a course. Select from the following: Both (shows both Cost and What Do I Pay?) Cost (shows only the cost of the course) Link (shows a link to a tooltip where learners can see what waivers they would be entitled to and potential costs)
Allow enrolment without paying?	Whether learners can enrol without paying the relevant fees.
Notification for enrol without payment	The notification type for enrolments without payment. Select from the following: No Notification Notify by Email Notify by Email/Tasklist Notify by Tasklist When this is set to Notify by Email, reports from the Reports page of Ontrack Learner Hub are emailed to learners following enrolment without payment.
Notification for enrol with payment	The notification type for enrolments with payment. Select from the following: No Notification Notify by Email Notify by Email/Tasklist Notify by Tasklist When this is set to Notify by Email, reports from the Reports page of Ontrack Learner Hub are emailed to learners following enrolment with payment.
Notification for learner creation	The notification type for creation of new learners. Select from the following: No Notification Notify by Email Notify by Email/Tasklist Notify by Tasklist When this is set to Notify by Email, reports from the Reports page of Ontrack Learner Hub are emailed to learners following the creation of a new learner.
Notification for applications	The notification type for new applications. Select from the following: No Notification Notify by Email Notify by Email/Tasklist Notify by Tasklist When this is set to Notify by Email, reports from the Reports page of Ontrack Learner Hub are emailed to learners following an application.
Notification for enquiries	Whether to send an email to learners when they create a course-specific enquiry.
Notification for general enquiries	Whether to send an email to learners when they create a general enquiry.
Payment confirmation message	The payment confirmation message.
Ontrack Prospect online help URL	The URL that the Online Help button opens in Ontrack Learner Hub.
Use active apps in remaining places calculation?	Whether to count applications as well as enrolments to calculate places remaining on a course.
Default creator name for user self creation in the Learner Portal	The default name entered in the Created by field against records created in Ontrack Learner Hub.
Allow duplicate email	Whether learners can create multiple user accounts with the same email address (that is: if a PEOPLE record exists with a matching email address, and no USERS record exists, the can proceed with account creation). As a result of this, duplicate records could exist in the system which can be handled through the de-duplication process in Central. If a PEOPLE record exists with a matching email address and a USERS record, then the learner is prevented from creating a new account.
Allow duplicate date of birth (in conjunction with email)	Whether to allow users to create an account if the email and date of birth match an existing record.
Format learner usernames created in learner portal differently?	Whether to append a number to a username to identify users that created their accounts in the Learner Portal. The number can be specified in the Format learner usernames ending with this number (0-99) setting.
Format learner usernames ending with this number (0-99)	The number to append a number to a username to identify users that created their accounts in the Learner Portal. 'Y' must be selected from the Format learner usernames created in learner portal differently? setting to apply this setting.
Learner portal redirect	Whether to redirect users attempting to access Ontrack Learner Hub to a specified URL. The URL can be specified in the Learner portal redirect page setting.
Learner portal redirect page	The URL to redirect Ontrack Learner Hub users to. 'Y' must be selected from the Learner portal redirect setting to apply this setting.
Default report format for learner portal enrolments	The default format for enrolment reports. Select from the drop-down list.
Allow enrolment without pre-requisites?	Whether learners who do not meet pre-requisites can self-enrol. If set to N, enrolments are prevented from being saved and a warning message is displayed.
Learner can enrol without pre-requisite message header	The header of the warning message displayed to a learner if they are enrolling on a course that requires pre-requisites that they do not have, but they can continue to enrol.
Learner can enrol without pre-requisite message body	The body of the warning message displayed to a learner if they are enrolling on a course that requires pre-requisites that they do not have, but they can continue to enrol.
Learner cannot enrol without pre-requisite message	The header of the warning message displayed to a learner if they are enrolling on a course that requires pre-requisites the learner does not have, and therefore cannot proceed with enrolment.
Learner cannot enrol without pre-requisite body	The body of the warning message displayed to a learner if they are enrolling on a course that requires pre-requisites the learner does not have, and therefore cannot proceed with enrolment.
Filter Course List by	Whether to display all courses or active courses only on the Course List.
Days after start date, allow online enrolment	The number of days after the start date that a learner can enrol on a course. It is possible to enter a negative value, which allows learners to enrol up to a number of specified days before the start date of the course.
Days after start date, allow drop this course	The number of days after the start date of a course that a learner can drop an optional child unit for an enrolment in Ontrack Learner Hub.
Dropped course status	The default enrolment progress code to use when a learner drops optional child units for enrolments in Ontrack Learner Hub.
Online Prevent Message	The message that is displayed if a learner with an existing user account is prevented from enrolling online (for example: for a bad debtor).
Default Learner Portal basket enrolment progress code	The default progress code used for learner enrolments in the institution website shopping basket. This setting must not be set against an enrolment progress code where the Generate Fees check box is selected in order for fees to be generated at the correct point in the enrolment process in Ontrack Learner Hub.
Process payment for all levels	Select Y to specify that payments for all levels of the enrolment are processed.
Prompt to close the browser on exiting the Learner Portal	This institution setting is no longer in use.
Should a limited places warning be displayed on basket items which have a less than a defined amount of spaces?	Whether a warning message is displayed for Learner Portal basket enrolments which have less places than defined in the Number of places before the limited places warning is displayed institution setting.
Default attainment type for qualifications	The default attainment type to be used for qualifications.
Number of places before the limited places warning is displayed	The number of places on a course before the limited places warning is displayed for Learner Portal basket enrolments.
Default offer status to use when a learner accepts an offer	The default offer status to use when a learner accepts an offer. This setting is only available when a valid Applications licence is held.
Default offer status to use when a learner rejects an offer	The default offer status to use when a learner rejects an offer. This setting is only available when a valid Applications licence is held.
Default offer status to use when an offer has been made	The default offer status to be used when an offer has been made to a learner by a staff member. This setting is only available when a valid Applications licence is held.
Default application progress code to use when a learner accepts an offer	The default application progress code to use when a learner accepts an offer.
Default application progress code to use when a learner rejects an offer	The default application progress code to use when a learner rejects an offer.
Default consent source for learner portal prospectus	The default consent source used in Ontrack Learner Hub. Select from the drop-down list. The drop-down list is populated with active consent sources set up in the Consent Sources reference data.
Default consent source for learner module	The default consent source used on the Consent tab in the learner module. Select from the drop-down list. The drop-down list is populated with active consent sources set up in the Consent Sources reference data.
Default Consent Note for under 16s	The default consent note used for learners under 16 years of age. This is set to the 'Consent provided by under 16. Please seek Parent/Guardian confirmation' option by default.
Default Learner generate fees progress code	The default progress code to be used for enrolments to generate the fees for the course before the learner provides payment in Ontrack Learner Hub (that is: when a learner navigates from the Declarations page to the Payments page for an enrolment). This setting is mandatory and is only available when a valid OntrackEnrolProspect licence is held.
Admissions Contact Telephone Number	The telephone number displayed on the Booking Review page in Ontrack Learner Hub that learners can contact regarding their enrolment(s).
Admissions Contact Email Address	The email address displayed on the Booking Review page in Ontrack Learner Hub that learners can contact regarding their enrolment(s).
Allow a learner to select options for application	Whether learners can select optional child units for applications in Ontrack Learner Hub. This is set to N by default.
Default application progress code to use when a learner selects course options	The default application progress code to use when a learner selects optional child units for applications in Ontrack Learner Hub.
Number of days for learners to resume incomplete applications	The number of days that an application link is displayed in Ontrack Learner Hub before it is cleared.
Re-engagement email wait time (mins)	The time in minutes before a re-engagement email is sent to a learner, from which they can resume an enrolment in Ontrack Learner Hub.
Audit all Ontrack prospect access	Whether to audit pages accessed by users in Ontrack Learner Hub. This is set to N by default.
Notes topic for learner support needs	This field is currently unused but is intended for future use.
Learner photo upload as profile picture	Whether an uploaded learner ID photo is set as the learner's photo automatically. This defaults to 'Y'.
Captcha type	Select reCAPTCHA v2 to enable the implementation of a CAPTCHA on the user registration screen of Ontrack Learner Hub. You must add the reCAPTCHA v2 provider's domain, such as `www.google.com`, to the Content-Security-Policy frame-src directive field in Ontrack Institution Settings.
Captcha site key	The CAPTCHA site key from your reCAPTCHA v2 provider that verifies user interactions on Ontrack Learner Hub.
Captcha secret key	The CAPTCHA secret key from your reCAPTCHA v2 provider that is used for communication between Ontrack Learner Hub and the reCAPTCHA v2 provider, such as Google. You must also add the reCAPTCHA v2 secret key in CAPTCHASecretKey in the appSettings of the website's web.config file.
Allow Learner Manage Fees	Whether learners can pay outstanding fees on the Finances page in Ontrack Learner Hub. This is set to N by default.
Allow Learner To Pay Later	Whether learners can select to pay for fees at a later date via the Confirm and Pay Later button when enrolling on a course in Ontrack Learner Hub. This is set to N by default.
Allow public address searching	Whether to allow public users to perform an address search when applying or registering for a course in Ontrack Learner Hub. This is set to 'N' by default.
Learner Absence Evidence Reference	The reference to be appended to an uploaded document in the Absence Reporting wizard in Ontrack Learner Hub. This defaults to 'Evidence submitted by Learner'.
Staff Absence Evidence Reference	The reference to be appended to an uploaded document in the Absence Reporting wizard in EBS Ontrack Hub. This defaults to 'Evidence submitted by staff'.
NZ Level 1 Validation Requirement Message	The message displayed to the learner if the course they are enrolling on requires level 1 and they do not have it.
NZ Level 2 Validation Requirement Message	The message displayed to the learner if the course they are enrolling on requires level 2 and they do not have it.
NZ Level 1 Validation Message	The statement that the learner is electronically signing to validate to level 1.
NZ Only allow payment of invoiced fees (Learner Portal)	Whether fees for an enrolment or set of enrolments are invoiced automatically when some or all are paid (or partially paid) successfully through Ontrack Learner Hub.
NZ Level 1 Validation Declaration	The declaration learners need to agree to when they validate to level 1.
NZ Default Learner Portal Validation Document	The level 1 and 2 validation document types which can be submitted.
NZ International Validation Message	The message displayed for international students who have not provided the necessary validation documentation when trying to enrol on a course that requires it.
NZ Allow enrolment with bad debts?	Whether learners with bad debts can self-enrol.
NZ Enrolment prevented due to bad debt message	The message that is displayed to learners when they try and enrol on a course, when they are flagged at learner level that they have bad debt.

Users

You can configure the valid password length/complexity and warning message on the Users screen for use when changing a password in Ontrack Learner Hub.

Users institution settings

The relevant fields on the Users screen are described in the following table.

This field	Holds this information...
User validation password message	The message displayed to users when a password is entered that does not meet the pre-defined password validation.
User validation password pattern	The password pattern for valid user passwords.
Number of failed login attempts before account is locked	The number of failed login attempts before the user account is locked. This is set to 3 by default.
Failed login account lockout time (minutes)	The time in minutes that a user account is locked for. This is set to 60 minutes by default.
Message displayed to the user when an invalid username or password combination is entered	The message displayed to the user when an invalid username or password combination is entered. You can edit the default message that is displayed if required.
Message displayed to the user when the user account has been locked out	The message displayed to the user when the user account has been locked out. You can edit the default message that is displayed if required.
Default password expiry length (days)	The default number of days before a user is prompted to change their password for users that are configured to have a password expiry (that is: where the Password Expires check box is selected for a user in User Management). This is set to 90 days by default.
Include date of birth check on password reset	Whether to include a date of birth check when an Ontrack Staff Hub or Ontrack Learner Hub user resets their password. This defaults to Y.
Reset Password Link Time Limit (mins)	The time until an Ontrack Staff Hub or Ontrack Learner Hub user's reset password link expires. This defaults to 30 minutes.