Bulk correspondence

Staff can now send correspondence to multiple learners using the bulk correspondence feature for correspondence manager in Ontrack Staff Hub.

On selecting Bulk correspondence, you can switch between the Enrolments, Applications, and Learner tabs. Each tab includes a drop-down list that allows the user to select filters relevant to that data type. When you choose a learner type, the system automatically uses the correct view and shows only the relevant filter columns in the drop-down. This ensures that you can generate correspondence for an accurate, customised learner list.

Staff can also select a default reply‑to email address and display name. In many cases, the from address is a no‑reply account that isn’t monitored.

Correspondence manager updates

The following changes have been made to improve staff use of correspondence manager:

• You can now generate correspondence from the learner’s enrolment screen in Ontrack so that you can send a predefined template to the learner by letter, email, or SMS.

• You can now edit the template in the correspondence wizard for all learners at the same time to save time when updating multiple learners.

Staff can now generate correspondence from the learner’s enrolment screen in Ontrack so that you can send a predefined template to the learner by letter, email, or SMS.

Enhancements to the fees page in Ontrack Hub

Minor enhancements have been implemented in the Fees page to provide staff with a more organised view of fee‑related information as follows:

Organised Page Sections

The Fees page now includes three clearly separated sections, each with a clear section title:

• Balance

• Fees

• Receipts

This structure helps staff quickly locate outstanding balances, fees, and receipts that are useful during MOTO payments.

Collapse and Expand Functionality

Each section now includes a toggle control. Staff can select any section header (Balance, Fees, or Receipts) to expand or collapse it.

Add and view ePayments in Ontrack Hub

A new ePayments section is now available on the Learner Fees page in Ontrack Hub. This enhancement allows staff to view and manage e‑payment transactions in a single, convenient location.

The E‑Payments section displays key transaction details, including:

• ePayment ID

• Payment date

• Amount

• Payment status

• External reference

View complete receipt information

The Receipts section on the Learner Fees Page in Ontrack Hub has been improved so staff can now view complete receipt details, similar to what is available in the EBS Central. These enhancements help staff verify receipt numbers and matched fees with greater accuracy.

Receipt number column added

A new Receipt Number column now appears in the receipts table, making receipts easier to track and reference. Go to Learner Fees Page > Receipts, the table now includes a clear Receipt Number column for each record.

View Complete Receipt Details

Selecting a receipt number now opens a pop‑up displaying full receipt details, giving staff a clearer picture of how payments were applied.

In the Receipts table, select any Receipt Number. A new row appears under the selected record, showing:

• Matched Fee Description

• Fee Type

• Fee Date

• Payment Method

• Matched Amount

Editable grid saving using sort button

Fund manager administrators can now edit items in the editable grid and save them using the sort function, error messages are also triggered when the sort button is clicked.

Group management

The new group management module enables staff to manage curriculum and course groups in EBS Ontrack Staff Hub as follows:

Curriculum and course group management

• Manage curriculum setup related to course group management.

• Search for a course.

• View groups created for a course.

• Add or inactivate a group for a course.

Learner and group membership management

• Search for learners.

• View a learner’s group membership for a course.

• Change a learner’s group membership for a course, such as adding, removing, or transferring learners between groups.

• Perform group membership operations in bulk for multiple learners on a course.

One page profile enhancements for IDP Information

Staff can now choose to populate the One page profile with information from specific IDP sections. The changes are as follows:

A populate one page profile checkbox is now available in the following IDP sections:

• 1C – Profile (About me)

• 2A – Additional Learning Needs – Description

• 3A – Record of Information – Development Information

• 3B – Record of Information

• 3C – Transition

• 3D – Travel Arrangements

When selecting this checkbox, staff see a warning message in red:

• Information will be visible to all staff.

If the checkbox is selected, the learner’s information from the corresponding IDP section is copied to—and displayed in the one page profile.

Section identifiers added to IDP report headers

IDP report headers now include the section identifier to make it easier to distinguish between different sections. Each header now displays the word Section followed by the alphanumeric identifier before the section name.

This update aligns the report layout with how sections are labelled within the IDP itself.

Interview management

This release introduces a comprehensive Interview Management experience within Ontrack. It provides a centralised landing page, enhanced controls, and powerful scheduling tools that allow staff to efficiently create, manage, and monitor interview slots.

This release includes:

• A new Interview Management landing page

• Search and filtering tools

• Slot creation (single and recurring)

• Editing, deleting and duplication tools

• Booked Learner visibility features

• Role-based permissions

• Concierge integration

Interview management dashboard

A new landing page provides a single location where authorised staff can view all available interview slots and their details. Staff can search interview slots using structured filters such as event details, session, and date, with expanded filters for more precise searches.

Displayed Information Includes:

• Event Code

• Event Name

• Session

• Interview Date

• Start Time

• End Time

• Room

• Organisation Code

• Owning Organisation

• Offering Organisation

• Event Notes

• Maximum Learners

• Allocated Learners

• Learners booked

• Cancelled Learners

• Allow booking

Create interview slots

Staff can now create new interview slots using a guided four-step creation wizard:

Steps:

1. Details

2. Select room

3. Select interview staff

4. Confirm creation

Note that this is only available to staff with Create and Edit Interview Slots role. The steps in the process are as follows:

Details

The first step collects the core information required to define the interview slot, such as event code, event name, session, date, maximum learners, and so on.

Select room

Staff can search for and select a room using filterable search criteria such as room code, location, and capacity, with optional advanced filters available.

Search results display in batches to maintain performance. If more results exist, a Load More option appears to reveal additional matches.

Note that only one room can be selected.

Select interview staff

Staff can search for staff members using name or identifier filters. Additional optional filters allow more refined searches.

Multiple staff members can be selected, but selecting staff is optional. Staff may proceed without choosing any staff if desired.

Confirm creation

The final step presents a summary view showing all selected information in the previous three steps. Each section includes an edit option that returns the user directly to the relevant step to make adjustments.

Selecting Confirm and Create finalises the process, closes the modal, and immediately adds the new slot to the Interview Management grid.

Create recurring or bulk interview slots

Staff can generate multiple slots at once using recurrence options. A summary of the recurrence pattern is displayed during confirmation so staff can review the schedule before creation. When confirmed, the system automatically generates all slots matching the defined pattern.

Edit interview slots

After an interview slot has been created, staff can take the following actions from the interview management grid:

• View or edit interview slot

• Duplicate interview slot

• Delete interview slot

• View learners booked on a slot from

• Control whether learners or staff can book the slot

Note that staff can also remove learners from an interview from Concierge.

Room bookings

This release introduces a new room booking module in Ontrack Hub, allowing staff to create room bookings and add participants to either newly created or existing bookings.

The room booking module enables staff to do the following:

• Search for available rooms directly from the Ontrack Hub homepage using the room search options. When a room is available, a book button is displayed in the search results, allowing users to initiate the booking process.

• Create a booking for available rooms, time slots, and add other staff members to the meeting. Note that staff are notified through email when added to a booking.

• View existing bookings and make changes to a room booking. Note that staff who have been added to a meeting can only view the booking.