28 October 2025

Assign Learners to Funds

Use Fund Manager to assign learners to funds or manage learners assigned to funds.

Assign learners to funds

Assign learners to funds as follows:

  1. On ebs: ontrack Hub, go to Fund Manager > Learners and then select Assign learner to fund.

  2. Search for the learners using the search options. For example, to find learners by First name, Surname, or Person code. Note that you can also select Show filter options to use additional criteria, such as Date of birth, Age, Course code, and so on. After applying the relevant search options, select Search and display results.

  3. You can then Select all the learners found or select individual learners. Then, select Continue.

  4. Complete the Fund details and Learner funding profile sections as follows:

    Fund details
    Select the Fund type and Funding year. Note that these may be automatically populated depending on how you navigated to the Learners page.
    Learner funding profile
    Define the optional learner funding profile options as follows:
    • Maximum allocation amount
    • Has a SEN statement
    • Is self-declared
    • Is referred
    You can also search for and add staff members that are support coordinators or a support tutor. You can also search for and add the learners course enrolment. Select Continue to review the selections and if necessary, update the selections. Then, you can Confirm and assign the learners to the fund.

  5. After assigning the learners to the fund you can then manage the learners by selecting the vertical ellipses and take the following actions:

    • View or edit assigned fund

    • Log an assessment

    • Update ILR

    • Create plan items

    • Create delivered plan items

    • Delete learner

    You can also navigate to the following pages for the selected learner:

    • Assessments

    • Plan items

    • Delivered plan items

Edit learners assigned to a fund

Edit learners assigned to a fund as follows:

  1. Edit existing learners assigned to a fund by selecting the fund and then finding the learners of interest. On ebs: ontrack Hub, go to Fund Manager > Learners and select the fund and learners of interest as follows:

    Search options
    Select the Funding year, such as 32 (2025 - 2026) and then enter the Fund type, such as Bursary.
    Filter options
    Use the filtering options in the column headers. For example, to filter for Surnames that contain the word Smith. Filters on a column can be combined using AND or OR operators. You can also sort the filtered results by selecting a column header, such as Enrolment start date.

  2. You can then manage a single fund by taking the following actions:

    • View or edit assigned fund

    • Log an assessment

    • Update ILR

    • Create plan items

    • Create delivered plan items

    • Delete learner

    You can also navigate to the following pages for the selected learner:

    • Assessments

    • Plan items

    • Delivered plan items

  3. You can edit multiple learners on the grid by selecting Enable editable grid. For example, to change the maximum allocation for multiple learners.

    You can also select multiple learners on the grid and Update ILR - Selected to update the selected learners ILRs or select Update ILR - All to update all the learners ILRs.