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How to use tracking codes for enrolment identification

Learn how tracking codes can be used to uniquely identify each enrolment using one or more keywords and can be used to filter Enrolments and Insight Reports

Tracking codes are free text keywords (e.g. one or more words treated as a single keyword) that can be added to each Series enrolment. They can only be added at the time the enrolment is created. They can be used to filter the enrolment view and filter Insights reports to only show a specific sub-group for a particular Series enrolment.

⚠️Important: Once a tracking code is processed with the enrolment, it can't be changed. For an alternative method users can be added to Groups

Common uses for tracking codes:

  • To filter on a specific group of learners e.g Team A vs Team B
  • To filter on a specific location of learners e.g. Melbourne vs Sydney vs Adelaide
  • To filter on a specific enrolment timeframe e.g. Quarter 1 2021 vs Quarter 2 2021
  • To filter on a specific enrolment purpose e.g. Employee Induction vs Annual Training
  • To filter on a specific enrolment event e.g. Training Session 10am vs Training Session 2pm or Workshop-1 vs Workshop-2

⚠️ Tracking codes used with bulk uploads must not contain a comma character (,) because this interferes with the CSV file format. Comma characters can be used when entering tracking codes when using Series Enrolments

Applying tracking codes to enrolments

  1. Go to Series Dashboard and select a Series.
  2. Go to Enrolments and select Add.
  3. Enter the tracking code along with the learner details for the chosen enrolment method
    1. Enrol Single
    2. Bulk Enrolment
    3. Enrol Existing
  4. The learners will be displayed in the series enrolment list along with the entered tracking code.

✅ If you want to use an existing tracking code in a new enrolment, you must ensure the exact same characters are used. The system will treat any differences as separate tracking codes.

For example; Team A, Team-A, Team – A Team - A, Team a, team A, are all treated as separate tracking codes

✅ If you do end up with multiple similar tracking codes, they can all be selected in Insights Reports to display combined results if required.

⚠️ Only one tracking code can be selected in the Enrolments View, if you need to combine multiple tracking codes then you can do this from Insights Reports

✅ The Tracking Code filter is only displayed in the enrolments tab when there are 2 or more tracking codes used with enrolments