Manage Enquiries with Expression of Interest in Enrol Onboarding

✨ New feature alert
This feature is available from Thursday 8 October 2026.

Overview

Expression of Interest is a new feature for managing enquiries in Enrol Onboarding. Training providers can capture interest from prospective learners through public web forms, move those enquiries through a pipeline you configure yourselves, and convert them into learner records without re-keying any data. It gives you one place to capture and track every enquiry, from first contact through to enrolment.

User Roles

These features can be used by:

• Admins canbuild enquiry forms, configure lookup codes (stages and sources), manage email templates, and delete enquiries.
• Users can create, manage, assign, comment on, and transfer enquiries.
• Prospective learners can complete public enquiry forms and follow-up forms. No login is needed.

Permissions

Capturing Enquiries

• Public enquiry forms — Admins build enquiry forms in the form builder using the new Learner Enquiry workflow. Each form has its own public URL, and prospective learners can complete it on desktop or mobile without logging in.
• Automatic enquiry capture — every submitted form creates an enquiry record. If an enquiry with the same email address already exists, the new submission is added to that record, so you don't get duplicates.
• Manual enquiries — for leads that come in by phone, email, or in person, users can create an enquiry manually and record where it came from.

Managing Enquiries

• Enquiry list, search, and filters — search the main list by name or email and filter by form, pipeline stage, and other key fields. You can save filters to your dashboard.
• Submitted form view — open any enquiry to see the prospect's details next to a read-only copy of each form they submitted.
• Follow-up forms — send a further form to collect missing information. Anything already captured is pre-filled, so the prospect isn't asked for the same details twice.
• Pipeline movement — move an enquiry to any active stage from the record header. Every move is logged.
• Assign users — assign one or more users to an enquiry so it's clear who is working on it.
• Comments — add free-text notes on the Comments tab, in the same way as Comments elsewhere in Enrol Onboarding.
• Activity Log — a full audit trail of everything that happens on an enquiry, including submissions, stage changes, forms sent, and conversion. It uses the same format as the Enrol Onboarding activity log.

Setting Up Stages and Sources

A new Lookup codes area in Settings holds Withdrawal codes, Departments, Enquiry Stages, and Enquiry Sources. Admins can set up their own pipeline stages (for example, New, Contacted, Eligible, Interview Booked, Offer) and their own enquiry sources.

Converting and Tidying Up Enquiries

• Transfer to Learner  converts an enquiry into a learner record and starts the onboarding workflow. Data from every submission is pre-filled. Any mandatory fields the workflow still needs must be completed before the transfer can go ahead.
• Archive and unarchive  converted enquiries move to the Archived tab automatically. You can move them back to the active list if needed.
• Delete enquiries (Admin only)  Admins can permanently delete one enquiry or several at once. You'll be asked to confirm first.

Steps to Get Started with Expression of Interest

1. Go to Settings › Lookup codes and set up your Enquiry Stages and Enquiry Sources.
2. Open the form builder and create a new form using the Learner Enquiry workflow.
3. Add the fields you want to collect from prospective learners, then save the form.
4. Copy the form's public URL and share it  for example, on your website, social media, or marketing emails.
5. As prospects submit the form, open the enquiry list to view, search, and filter new enquiries.
6. Open an enquiry to review the submitted form, assign users, add comments, and move it through your pipeline stages.
7. If information is missing, send a follow-up form to the prospect.
8. When the prospect is ready to enrol, select Transfer to Learner, complete any remaining mandatory fields, and confirm the transfer.

Tips & Notes

• Set up your Enquiry Stages and Enquiry Sources before you share any enquiry forms, so new enquiries can be tracked and reported on from day one.
• Duplicates are matched by email address. If a prospect uses a different email address, a separate enquiry is created.
• Assigning a user is for tracking and filtering only, it doesn't change who can see the enquiry.
• Enquiries can be moved freely between any active stages, not just forwards, and every move appears in the Activity Log.
• Use follow-up forms rather than re-sending the original form, as existing details are pre-filled and save the prospect time.
• Save the filters you use most to your dashboard so you can get back to them quickly.

⚠️ Important: Deleting an enquiry is permanent and can't be undone. If you only want to remove an enquiry from the active list, archive it instead.

Terminology

The terminology used in this article may differ depending on your Centre's configuration.

Related Articles

• How to Build a Form Template in Enrol Onboarding
• Create a Learner within Enrol Onboarding

Need Help?

If you need assistance, please contact Onefile Support or your internal support team.