Learner Records Hub for Moodle™
Structured learner records, programme oversight and compliance-ready reporting.
Give your training team a cleaner way to manage learner records, programme registrations, documents, readiness checks and operational reporting directly alongside your Moodle™ environment.
Core: learner records | Professional: learner operations | Compliance: readiness and reporting
Moodle™ is a trademark of Moodle Pty Ltd. Switch Cloud Studio is an independent implementation and development provider.
Built for training providers
From learner intake to compliance pack
- Central learner, organisation and programme records
- Intakes, registrations and learner status tracking
- Document and evidence management
- Operational views for programme teams
- Compliance readiness and export preparation
Ideal for: skills development providers, corporate academies, private training providers and organisations that need stronger learner data governance.
Why learner records need structure
Move beyond scattered spreadsheets and disconnected learner evidence.
Learner Records Hub helps organisations create a more reliable operational record for learner administration, programme participation, document evidence and compliance preparation.
One learner record
Keep key learner, organisation, programme and registration information in one structured administrative layer.
Clear programme oversight
Track programmes, intakes, learner registrations, documents and operational progress with better visibility.
Faster reporting preparation
Prepare structured information for internal management, compliance reviews and evidence packs with less manual effort.
Product overview
See how Learner Records Hub supports learner administration and compliance workflows.
Watch a short overview of how Learner Records Hub can support learner records, programme and intake oversight, document tracking, readiness checks and compliance reporting preparation.
- Learner and organisation records
- Programme, intake and registration views
- Document and readiness workflows
- Package-based feature options
What it includes
A practical feature set for learner records, operations and compliance reporting.
Choose the package that matches your current operating maturity and upgrade as your learner administration and compliance requirements grow.
Core learner records
- Learners, organisations and programmes
- Intakes and learner registrations
- Basic reports for daily administration
Professional operations
- Provisioning, staff and document tracking
- Onboarding support
- Progress engine and management reports
Compliance preparation
- Compliance profiles and lookup values
- Readiness checks and submission packs
- QCTO, Edu.Dex and HEQCIS-oriented export preparation
Privacy-aware governance
- PII inventory support
- Role-aware access approach
- Learner data oversight aligned to good governance practice
Packages and pricing
Select the learner records package that matches your compliance and operational requirements.
Learner Records Hub is offered through Switch Cloud Studio package options. Each package defines the Learner Records Hub features, product support access, update entitlement and service eligibility included for your organisation.
Active subscriptions include access to relevant product updates, security patches, bug fixes and maintenance releases for the licensed package tier. Support access covers Learner Records Hub product-related queries, defects and licensed feature guidance. Implementation, hosting, Moodle support, WordPress/WooCommerce support, custom development, data migration, training and after-hours support are quoted separately unless included in a separate service agreement.
Monthly
Annual
25% Discount
Core
For organisations that need a structured learner record base inside Moodle™.
R495 / month
- Learners, organisations and programmes
- Intakes and learner registrations
- Basic reports
- Core records remain accessible
Includes documentation, help centre access, standard product support, security patches and Core maintenance updates.
Professional
For teams that need stronger learner administration workflows and management visibility.
R995 / month
- Everything in Core
- Provisioning, staff and documents
- Onboarding workflows
- Progress engine and professional reports
Includes standard product support, operational workflow guidance, security patches, maintenance updates and Professional feature improvements.
Recommended
Compliance
For providers that need structured compliance records, readiness checks and submission preparation.
R1,995 / month
- Everything in Professional
- Compliance profiles and lookup values
- Readiness checks and submissions
- QCTO / Edu.Dex / HEQCIS-oriented export preparation
- Privacy and PII inventory
Includes priority compliance product support, compliance workflow guidance, security patches, reporting/export updates and Compliance feature improvements.
Coming soon
Enterprise
For advanced front-end applications, payments, single sign-on and integration workflows.
From R2995 / month
- Everything in Compliance
- WordPress front-end programme applications
- WooCommerce payment workflows
- Student portal
- Single sign-on and API/integration roadmap
Includes priority integration product support, connector and portal update entitlement, API/integration compatibility updates, security patches and Enterprise feature improvements.
Core
For organisations that need a structured learner record base inside Moodle™.
R371 / month
Annual: R4,455 / year
- Learners, organisations and programmes
- Intakes and learner registrations
- Basic reports
- Core records remain accessible
Includes documentation, help centre access, standard product support, security patches and Core maintenance updates.
Professional
For teams that need stronger learner administration workflows and management visibility.
R746 / month
Annual: R8,955 / year
- Everything in Core
- Provisioning, staff and documents
- Onboarding workflows
- Progress engine and professional reports
Includes standard product support, operational workflow guidance, security patches, maintenance updates and Professional feature improvements.
Recommended
Compliance
For providers that need structured compliance records, readiness checks and submission preparation.
R1,496 / month
Annual: R17,955 / year
- Everything in Professional
- Compliance profiles and lookup values
- Readiness checks and submissions
- QCTO / Edu.Dex / HEQCIS-oriented export preparation
- Privacy and PII inventory
Includes priority compliance product support, compliance workflow guidance, security patches, reporting/export updates and Compliance feature improvements.
Coming soon
Enterprise
For advanced front-end applications, payments, single sign-on and integration workflows.
From R2,246 / month
Annual: From R26,955 / year
- Everything in Compliance
- WordPress front-end programme applications
- WooCommerce payment workflows
- Student portal
- Single sign-on and API/integration roadmap
Includes priority integration product support, connector and portal update entitlement, API/integration compatibility updates, security patches and Enterprise feature improvements.
Compliance support
Organised learner records for better evidence readiness.
For training providers and skills development organisations, learner information is part of the evidence base for programme delivery, learner support, data protection and reporting.
- Learner identity and registration records
- Programme, intake and qualification-linked participation
- Document evidence and submission status
- Readiness checks and compliance profiles
- Export and reporting packs for review
Learner Records Hub supports record keeping and reporting preparation. It does not guarantee accreditation, approval, funding, audit outcome or regulatory acceptance.
Built around practical governance needs
The Compliance package is recommended for providers that need more than basic records. It adds the readiness, profile and export-oriented workflows needed to support structured compliance preparation.
- Privacy-aware learner data oversight
- Compliance profiles and lookup values
- Submission and readiness workflows
- Management reporting support
Implementation approach
A practical path from setup to operational adoption.
01
Confirm your record model
Define the learner, organisation, programme, intake and registration structure that fits your organisation.
02
Configure the hub
Set up package features, permissions, lookup values, document areas and reporting views.
03
Populate learner records
Move from scattered spreadsheets to structured operational records in the Moodle™ environment.
04
Report and improve
Use reports, readiness checks and export packs to support management, compliance and improvement planning.
Frequently asked questions
Use these answers to decide whether Learner Records Hub is the right fit for your Moodle™ environment and reporting requirements.
Is Learner Records Hub a full student information system?
Learner Records Hub is a Moodle™ learner records and compliance operations layer. It supports structured learner records, programmes, registrations, documents, reporting and compliance preparation. It is not positioned as a replacement for every financial, admissions or enterprise student information system workflow.
Is Learner Records Hub a Moodle plugin?
Yes. Learner Records Hub is developed as a Moodle plugin and is installed into a Moodle environment. It is designed to extend Moodle with structured learner records, programme and intake oversight, document tracking, readiness checks, reporting preparation and related administrative workflows.
Is Learner Records Hub open source?
Learner Records Hub is distributed in line with Moodle plugin requirements. The Moodle plugin code that interfaces with Moodle is released under a GPL-compatible licence, in keeping with Moodle plugin expectations.
The commercial Learner Records Hub subscription does not remove the rights provided under the applicable open-source licence. Instead, the subscription provides access to the official Switch Cloud Studio product release, updates, support, maintenance, documentation, licence validation services and related product services.
What does the Learner Records Hub subscription include?
The subscription provides access to the official Switch Cloud Studio maintained release of Learner Records Hub and the service entitlements attached to the selected package.
Depending on the package selected, this may include:
- access to the official product release;
- product updates and maintenance releases;
- compatibility updates for supported Moodle versions;
- access to standard product documentation;
- access to product support channels;
- licence validation and product entitlement checks;
- security and stability updates;
- selected reporting, compliance or integration features according to the package selected.
The exact features, support access and update entitlements depend on the selected Learner Records Hub package.
What does the subscription not include?
The standard subscription does not automatically include all implementation, hosting or custom development work.
Unless specifically included in a written quotation or service agreement, the following are normally excluded:
- initial Moodle setup or new implementation work;
- Moodle hosting or server support;
- WordPress or WooCommerce hosting support;
- payment gateway configuration;
- custom workflow development;
- custom reports or exports;
- data migration and data cleanup;
- training sessions;
- emergency after-hours support;
- client-caused configuration or data issues.
These services can be quoted separately where required.
Can we use Learner Records Hub without Switch Cloud Studio support?
The plugin code is distributed in line with the applicable open-source licensing requirements. However, official Switch Cloud Studio support, updates, maintained releases, licence validation services, documentation and product assistance are provided through an active Learner Records Hub subscription.
Organisations using modified or unsupported versions may not be eligible for standard product support unless otherwise agreed.
Can we modify the plugin?
Where the applicable open-source licence permits modification, clients may modify the plugin code in accordance with that licence.
However, custom modifications may affect support eligibility, update compatibility and upgrade safety. Switch Cloud Studio can assist with approved customisations, but these are normally quoted separately.
What happens if our subscription expires?
If a subscription expires, access to ongoing Switch Cloud Studio product support, updates, maintenance releases, licence validation services and package entitlements may stop.
The installed plugin should not be described as automatically “deleted” or “removed” from Moodle solely because a subscription has expired. However, unsupported or expired installations may no longer receive official updates, support or access to subscription-based services.
Are updates included?
Updates are included according to the selected package. This may include bug fixes, security updates, compatibility updates and product improvements for supported Moodle versions.
Major implementation work, custom changes, unsupported Moodle versions or third-party integration changes may require a separate quotation.
Does Learner Records Hub replace Moodle?
No. Learner Records Hub does not replace Moodle. It extends Moodle with additional learner administration, recordkeeping, compliance preparation and reporting-support functionality.
Moodle remains the learning management system. Learner Records Hub adds structured operational oversight around learners, programmes, intakes, documents, readiness checks and reporting preparation.
Does Learner Records Hub guarantee compliance?
No system can guarantee compliance on its own.
Learner Records Hub is designed to support compliance preparation by helping organisations structure records, track evidence, identify missing data, maintain audit trails and prepare reporting information.
The organisation remains responsible for its own policies, processes, data accuracy, statutory obligations and final submissions to regulators, quality councils or other authorities.
Is Learner Records Hub suitable for QCTO-related preparation?
Learner Records Hub can support QCTO-related preparation by helping providers organise learner records, programme and intake information, evidence documents, readiness checks, Statement of Results preparation workflows, audit trails and reporting exports.
It is a support tool for recordkeeping and readiness preparation. It does not replace official QCTO requirements, provider responsibilities or formal regulatory processes.
Is learner data protected?
Learner Records Hub is designed with role-based access, controlled permissions, audit trails and data governance considerations.
The Moodle site owner remains responsible for the hosting environment, user access controls, backups, lawful processing of personal information, POPIA compliance and organisational data protection policies.
Switch Cloud Studio can assist with configuration, hosting, security review and support where these services are included or separately contracted.
How is support handled?
Support is provided according to the selected package and support entitlement.
Standard product support generally covers product guidance, bug-related support, update guidance and assistance with standard product functionality.
Support does not normally include unrelated Moodle hosting issues, custom development, data correction, training, third-party plugin conflicts, payment gateway setup or emergency after-hours support unless these services are included in the package or separately contracted.
Which package should we choose?
The best package depends on the size of the organisation, the number of learners, the level of support required, the need for compliance preparation features, and whether website, WooCommerce or external integration support is required.
Switch Cloud Studio can assist with a scoping discussion to recommend the most appropriate package.
Can we start with Core and upgrade later?
Yes. The package structure is additive. Organisations can start with Core learner records and expand into Professional operations, Compliance reporting and future Enterprise integration features.
Ready to strengthen learner record management?
Book a Learner Records Hub walkthrough.
Switch Cloud Studio can help you assess the best package for your Moodle™ environment, learner administration process and compliance reporting needs.