Online User Manual & Product Roadmap

Purpose

This guide explains how to install Learner Records Hub and the optional Learner Profile Capture activity on a Moodle site.

Components

Before installation

• Confirm you have a supported Moodle version.
• Back up the Moodle database and codebase.
• Confirm Moodle cron is running.
• Confirm outgoing mail is configured.
• Confirm you have a valid licence key and licensed email address.
• Use HTTPS for production sites.

Installation steps

1. Extract the Learner Records Hub ZIP into local/learnerhub.
2. If required, extract the Learner Profile Capture ZIP into mod/learnerprofile.
3. Open Site administration → Notifications, or run the Moodle upgrade CLI.
4. Complete the Moodle plugin upgrade.
5. Purge Moodle caches.
6. Open Learner Records Hub and activate the licence.
7. Run the Setup Wizard and System Health checks.

php admin/cli/upgrade.php
php admin/cli/purge_caches.php

Purpose

This guide explains how to upgrade an existing Learner Records Hub installation.

Upgrade preparation

• Back up the Moodle database.
• Back up the existing plugin folders.
• Schedule a maintenance window if the site is actively used.
• Check third-party plugins and Moodle version compatibility.

Upgrade steps

1. Replace the existing local/learnerhub folder with the new release.
2. Replace mod/learnerprofile only if the companion activity is installed.
3. Run the Moodle upgrade.
4. Purge caches.
5. Validate the licence.
6. Open System Health and resolve any warnings.
7. Run a quick learner registration and export test.

Post-upgrade checks

• Confirm dashboard widgets load.
• Confirm learner, programme, intake and registration pages open.
• Confirm lookup fields render as dropdowns or autocomplete fields where expected.
• Confirm scheduled tasks are registered and cron is running.
• Confirm audit logs and support requests are available to authorised users.

Purpose

Learner Records Hub requires an active licence to unlock the features included in your subscription.

Activate a licence

1. Open Learner Records Hub → Settings → Licence.
2. Enter the licence key and licensed email address provided with your subscription.
3. Select Activate licence.
4. After activation, select Validate licence.
5. Return to the dashboard and confirm the licensed feature areas are available.

Licence status

Good practice

• Do not share licence keys publicly.
• Use a licensed email address controlled by the organisation.
• Keep Moodle cron active so scheduled licence checks can run.

Administrator responsibilities

Administrators configure the Learner Records Hub foundation and maintain the operational structure used by managers.

Recommended setup workflow

1. Activate and validate the licence.
2. Run the Setup Wizard.
3. Review System Health.
4. Configure system settings and enabled compliance options.
5. Set up organisations or employers.
6. Create programmes and intakes.
7. Check managed lookup values for controlled fields.
8. Create or import learners.
9. Register learners against programmes and intakes.
10. Configure onboarding, documents, compliance profiles and exports.
11. Review dashboard widgets, data quality, duplicate learners and operational alerts.

Key administration areas

• Dashboard: overview of learner, programme, compliance and operational activity.
• Settings: licence, setup wizard, system settings and health checks.
• Bulk Import Centre: structured data onboarding using templates and validation.
• Audit Logs: administrative review of sensitive and operational actions.
• Notifications & Alerts: operational warnings requiring attention.

Manager responsibilities

Managers use Learner Records Hub to maintain learner records, registrations, documents, compliance evidence and operational progress.

Typical manager workflow

1. Review the dashboard for learner, document, compliance and alert summaries.
2. Add or update learner records.
3. Confirm organisation, programme and intake assignment.
4. Register learners into the correct programme and intake.
5. Review learner documents and onboarding evidence.
6. Update registration lifecycle status where appropriate.
7. Resolve data quality issues and review possible duplicates.
8. Generate permitted reports and exports.
9. Submit support requests when operational assistance is needed.

Controlled data entry

Where fields use managed lookups, select the correct value from the dropdown or autocomplete control. Avoid using free-text alternatives for compliance-controlled data.

Learner records

Learner records hold personal, contact, learning, employment and compliance-related details. These records can be created manually, imported in bulk or updated through approved learner self-capture workflows.

Adding a learner

1. Open Students / Learners → Learners.
2. Select Add learner.
3. Complete required personal and contact details.
4. Select controlled values such as nationality, NQF level, highest qualification, OFO code and employment status from the available lookup fields.
5. Save the learner record.

Data quality tips

• Use official identity, contact and demographic values where required.
• Check duplicate warnings before creating a second learner record.
• Keep Moodle user links accurate where provisioning is used.

Programmes

Programmes define the learning or qualification structure into which learners are registered.

Intakes

Intakes represent the operational delivery period or cohort for a programme. Learner registrations are normally linked to both a programme and an intake.

Recommended workflow

1. Create or import organisations/employers where needed.
2. Create the programme with the correct code, title, NQF level and compliance details.
3. Create one or more intakes for the programme.
4. Map Moodle courses where provisioning and course tracking are required.
5. Register learners into the correct intake.

Purpose

Registrations connect learners to programmes and intakes. They are the operational link between learner records, programme delivery, Moodle enrolment and completion tracking.

Creating a registration

1. Open Registrations → Student registrations.
2. Select the learner.
3. Select the programme and intake.
4. Confirm registration reference, dates and status.
5. Save the registration.

Registration lifecycle

Use the lifecycle workflow to move a registration through draft, submitted, verified, active and completed states, or to record withdrawal/cancellation where applicable.

Purpose

The registration lifecycle records the operational status of each learner registration from initial capture to completion or closure.

Lifecycle stages

Using lifecycle management

1. Open the registration list or the Registration Lifecycle page.
2. Select Lifecycle for the relevant registration.
3. Select the new status.
4. Add reason, evidence or notes where required.
5. Save the transition.

Purpose

The Bulk Import Centre supports structured import of organisations, programmes, intakes, learners and registrations.

Recommended workflow

1. Download the relevant CSV template.
2. Populate the file using the provided headers.
3. Use lookup codes or recognised lookup labels where controlled fields are required.
4. Upload the file using Validate only.
5. Review validation warnings and errors.
6. Correct the file where needed.
7. Run Validate and import.
8. Open the import log to review inserted, updated, skipped and failed rows.

Good practice

• Validate before importing.
• Import organisations and programmes before learners and registrations.
• Keep import files for audit and reconciliation.

Purpose

The Data Quality Centre helps identify incomplete, inconsistent or potentially problematic learner and registration data.

Using the workflow

1. Open the Data Quality Centre.
2. Review the quality score and issue categories.
3. Open an issue to view details and recommended action.
4. Mark the issue as reviewed, resolved or ignored with notes.
5. Export unresolved issues if a working list is required.

Typical issues

• Missing required learner details.
• Missing or invalid contact details.
• Missing registration links.
• Unresolved lookup or compliance values.

Purpose

Duplicate Learner Detection helps identify possible duplicate learner records before they affect reports, compliance data or Moodle provisioning.

Detection rules

• Matching ID number.
• Matching passport number.
• Matching email address.
• Matching mobile number.
• Matching name and date of birth combination.

Review workflow

1. Run a duplicate scan.
2. Open a duplicate group.
3. Compare learner records side by side.
4. Select a primary learner record where appropriate.
5. Mark the group as reviewed, not a duplicate, merge prepared or resolved.

The system does not automatically merge learner records in v1.0. Duplicate handling remains a controlled review process.

Purpose

The document area supports learner evidence, onboarding files and compliance-related document tracking.

Typical workflow

1. Define required document types where applicable.
2. Upload or receive documents from learner self-capture workflows.
3. Review submitted documents.
4. Mark documents as verified, rejected or requiring follow-up.
5. Use operational alerts to identify missing or expiring documents.

Good practice

• Only upload documents required for a clear operational or compliance purpose.
• Do not upload passwords, tokens or unnecessary sensitive information.
• Review access permissions before sharing document records.

Purpose

Compliance features help maintain structured values, evidence and exports for enabled compliance profiles.

Using compliance profiles

1. Enable the compliance profiles relevant to your organisation.
2. Confirm managed lookup values are complete.
3. Capture learner, programme and registration values using lookup-aligned fields.
4. Review compliance readiness.
5. Generate required exports or evidence packs.

Important

Compliance exports depend on complete and accurate source data. Always validate outputs against the receiving body’s current submission requirements.

Purpose

The Export Centre provides controlled CSV/XLSX exports for authorised users.

Using exports

1. Open the Export Centre or relevant report area.
2. Select export type and filters.
3. Preview where available.
4. Generate the export.
5. Review export history and audit logs where required.

Data protection

• Export only the data required for the stated purpose.
• Store exported files securely.
• Delete local copies when no longer required.

Purpose

Operational alerts highlight items that require administrative or manager attention.

Examples

• Expired or expiring learner documents.
• Missing required documents.
• Onboarding items waiting for review.
• Failed or incomplete imports.
• Critical data quality issues.
• Licence or system status requiring attention.

Managing alerts

1. Open Notifications & Alerts.
2. Filter by severity, status, category or date.
3. Open an alert and use the related action link.
4. Mark the alert as acknowledged, resolved or dismissed.

Purpose

The Support Request feature allows authorised users to submit structured support information from inside Learner Records Hub.

Before submitting

• Check System Health.
• Capture the page URL where the issue occurred.
• Note the steps taken and the expected result.
• Attach a screenshot or PDF only where it helps explain the issue.
• Do not include passwords, licence keys, tokens or unnecessary learner personal information.

Submit a request

1. Open Help → Support request.
2. Select category, severity and workflow area.
3. Describe the issue clearly.
4. Add steps taken, expected result and actual result.
5. Attach evidence if needed.
6. Submit the request.

Purpose

Learner Records Hub processes learner, registration, document, compliance and operational support data. Access should be limited to authorised users with a clear operational purpose.

Security controls

• Role and capability checks protect sensitive areas.
• Teachers, editing teachers, course creators, students and guests are blocked from the administration hub by default.
• Audit logs record sensitive and operational actions.
• Support attachments are protected by Moodle’s file access controls.
• Licence validation uses signed responses from the licensing service.

Privacy guidance

• Collect only the learner data required for administration, compliance or reporting.
• Use managed lookup fields to keep regulated data consistent.
• Limit exports to authorised users.
• Handle exported data according to your organisation’s privacy and retention policies.
• Avoid placing unnecessary personal information in support requests, notes or audit comments.

Version 1.0.0

Version 1.0.0 is the first production release of Learner Records Hub.

Major capabilities

• Learner master records.
• Organisations, programmes, intakes and learner registrations.
• Registration lifecycle management.
• Moodle user, cohort and enrolment provisioning support.
• Document and onboarding management.
• Compliance profile and lookup management.
• Bulk Import Centre.
• Data Quality Centre and duplicate learner detection.
• Operational alerts and support request logging.
• Dashboard widgets, export history and audit logs.
• Help/User Manual with screenshot support.

Companion activity

The Learner Profile Capture activity supports learner self-capture and aligns controlled fields with Learner Records Hub managed lookup values.

Roadmap overview

This roadmap summarises planned product direction after the v1.0 release. It is provided as guidance for planning and may change based on customer feedback, regulatory changes, technical feasibility and product priorities.

Planned v2.0 Enterprise capability areas

Indicative feature tiering

The WordPress application portal, WooCommerce payment integration, single sign-on and application-to-registration automation are expected to form part of the Enterprise feature set.

Known limitations for v1.0

Licence, GPL Compliance and Package Entitlements

Learner Records Hub is developed by Switch Cloud Studio for use in Moodle™ environments. Moodle™ is an open-source learning platform, and Moodle™ is a trademark of Moodle Pty Ltd. Switch Cloud Studio is an independent provider.

GPL alignment

Where Learner Records Hub is distributed as a Moodle plugin, the plugin code that interfaces with Moodle core is provided in line with Moodle’s GNU GPL licensing expectations. This means that the applicable plugin code may be copied, reviewed, modified and redistributed in accordance with the relevant GPL licence terms.

What the commercial package covers

The commercial Learner Records Hub packages are not Moodle™ licence fees. They are Switch Cloud Studio package entitlements that define the level of Learner Records Hub features, configuration support, product updates, maintenance, assistance and service access included for the customer.

• Core provides access to the foundational learner records and basic reporting features.
• Professional adds operational workflows, document tracking, onboarding and enhanced reporting features.
• Compliance adds compliance profiles, readiness checks, submission preparation, export-oriented reporting and privacy-related inventory support.
• Enterprise is planned for advanced front-end applications, eCommerce workflows, single sign-on and integration services.

What the package does not cover

The package does not sell, restrict or licence Moodle™ core software. It also does not guarantee accreditation, regulatory approval, audit acceptance, funding approval or reporting acceptance by any authority. Learner Records Hub supports better learner record keeping, operational administration, evidence organisation and compliance preparation.

Trademark notice

Moodle™ is a trademark of Moodle Pty Ltd. Learner Records Hub is an independent Switch Cloud Studio solution for Moodle™ environments and is not an official Moodle product unless expressly stated otherwise by Moodle Pty Ltd.