Deal with a potential LRS match

Sometimes the Learning Records Service (LRS) finds a record that is probably the applicant, but not every detail matches. enrola shows it as a potential match and waits for you to decide. You need the User role or above.

Open the comparison

The first time anyone opens the Application, the comparison opens by itself.
From the Applications list, select the yellow LRS label in the LRS column.
On the Application, select Resolve LRS mismatch at the top of the Qualifications panel.

Compare the details

The window "LRS search - potential match found" lists five details:

First name, Last name, Birth date, Gender and Postcode.

For each, it shows the value From the applicant beside the value On the LRS record, marked Matches or Different.

The potential match comparison: five details from the applicant beside the LRS record, each marked Matches or Different.

Under the table, What does this mean? explains that this usually happens when the applicant has moved since their most recent qualifications.

Select Next steps to decide, or Cancel to leave it for now.

Choose what to do

The window "LRS search - next steps" offers three choices. Select Previous to go back to the comparison.

The three next steps for a potential match: Accept this record, Confirm with applicant and Reject this record.

Accept this record

Choose this when you are happy it is the applicant.

enrola saves the Unique Learner Number (ULN) to the Application.
It replaces the applicant's title, names, date of birth, gender, place of birth and school at age 16 with the LRS record's.
It keeps the address and postcode the applicant gave.
It looks up the applicant's qualifications, which appear in the Qualifications panel shortly afterwards.
The label turns green: LRS match.

Application Logs records "The LRS record has been accepted".

Confirm with applicant

Choose this when you want to check with the applicant first. The window closes and nothing changes: the potential match stays yellow until you accept or reject it.

enrola does not contact the applicant for you. Call or email them yourself. If the postcode is different, ask for their postcode when they last studied for a qualification.

Reject this record

Choose this when the record isn't the applicant.

enrola removes the potential match. The LRS label disappears.
Application Logs records "The LRS record has been rejected".

You then need the applicant's qualification history another way. Use Request more info to ask them. See Ask an applicant for more information.

Accepting a potential LRS match, and the applicant's qualifications appearing.

Accept several potential matches at once

In the Applications list, filter by LRS status: Potential match.
Select the Applications you have checked.
Open With selected... and select Accept LRS.
Select Yes in "Are you sure you want to accept these records?"

Warning. Accepting replaces each applicant's names, date of birth and gender with the LRS record's. Only accept in bulk when you have checked each match.

Good to know

To try a lookup again after correcting the applicant's details, reject the match, then use LRS lookup. See What do the coloured LRS labels mean?
Once the qualifications arrive, enrola checks for Level 2 English and Maths. See Check Level 2 English and Maths (Beta).