Changelog

This release brings a smarter and more accessible LLND assessment, bulk certificate downloads, clearer invoicing, and new tools for managing enrolments, classes and billing.

What's new

Expanded LLND Assessments
The Language, Literacy and Numeracy assessment has been improved and expanded. It adds a new Digital Literacy skill area and expands the question bank with higher Level 4 and Level 5 questions. The assessment strategy now adapts to each Student's answers to better pinpoint their level in less time.

Bulk Certificate Downloads
Administrators can now select multiple students in a class and download all of their certificates at once, with the option to download wallet cards in the same way.

International Phone Numbers on Enrolment
Enrolment forms now accept international mobile phone numbers, so students based outside Australia can enrol without issue.

Improvements

• Invoices now show a coloured ring around the payment status indicator, so their status — such as paid, unpaid or overdue — is visible at a glance.

• Payments that are processing are now shown with a clear, prominent indicator, making it easy to spot when a payment is in progress.

• Payment exports now distinguish amounts including and excluding GST, and detailed payout exports include separate GST columns for platform and payment fees, making financial reconciliation more transparent.

• Trainers and Coordinators can now delete enrolment leads that have not been converted to enrolments, helping keep the lead pipeline tidy.

• The enrolment lead view has been streamlined by removing grouping options that were causing confusion.

• A student's date of birth is now shown on the enrolment details page.

• Fill-in-the-blank assessment questions can now offer a word bank, letting students click a word to place it into a blank instead of typing it.

• Answer options in assessment questions now appear in a randomised order each time.

• Date filters across class lists now let you choose a specific time as well as a date, and default to the current time.

This update adds file uploads for classes and a set of admin portal improvements — including course add-on rules and enrolment transfer history — alongside a round-up of fixes across enrolments, invoicing and billing.

What's new

File Uploads for Classes
Administrators can now upload files against a class from the admin portal, keeping supporting documents in one place.

Transfer History on Enrolments
Administrators can now view a timeline of any class or student transfers on an enrolment, including when each transfer happened and who performed it.

Course Add-on Rules
Administrators can now configure whether add-ons are required for enrolment, and whether students may select multiple add-ons or only one per course. Students enrolling in a course with add-on requirements are shown clear validation messages if they skip a required add-on or select more than is allowed.

Reverse USI Search
Staff can now search the student and enrolment modules by the reversed ID that’s used in AVETMISS exports. Making it quicker to find the right record when fixing errors.

Bug fixes

• Cost items now stay correctly linked to their invoice line items, keeping financial records accurate.

• Some completed enrolments were missing their associated invoices — all completed enrolments now generate proper invoicing records.

• Externally paid enrolments that have since been converted are now processed correctly, and financial amounts from external integrations display properly.

• Empty unit records in Historical Training Activity (HTA) data are now handled correctly.

• Archived payment records are now hidden as expected, so invoice balances and other financial figures display correctly.

• Certificates now show the issued-on date in the timezone of the final class session's location.

• Courses with a large number of activities now load reliably.

• Units that are in use by historical training activities can no longer be deleted, protecting against broken references.

• Administrators are now notified when a bank revokes the organisation's billing mandate, so automated billing can be re-established promptly.

• Australian Business Numbers are now handled correctly during invoice creation, preventing duplicate invoices when payment confirmations are retried.

• Payment information for corporate bookings now correctly reflects whether a booking was paid externally or through the system.

• Duplicating a course no longer fails for organisations that do not have payment processing set up.

A new way to see which marketing campaigns are driving your enrolments, a handy class checklist indicator for trainers, plus a few fixes across leads, enrolments and sign-in.

What's new

Ad Conversion Tracking
Your embedded enrolment form now sends a browser event each time a student enrols, so you can measure which ad campaigns are converting.

Under Settings → Growth & Marketing, Administrators will find ready-to-use snippets to forward these events to Google Ads, Meta Pixel and Google Tag Manager — and through Google Tag Manager, on to any other marketing tool.

Class Checklist Progress for Trainers
Trainers viewing their classes can now see a progress indicator for the class checklist, making it easy to track which tasks remain.

Bug fixes

• Email addresses are now trimmed of accidental leading or trailing spaces during login and registration, so a stray space no longer prevents signing in.

• Enrolment lead details can now be edited and updated correctly, and editing a lead's email warns when a student with that email is already enrolled in the class, preventing accidental duplicate enrolments.

• Enrolment links can no longer be shared while the class or course is unpublished, with a clear message about what needs to be published first.

• The transfer-class modal no longer shows classes from other bookings.

• The support widget no longer breaks when switching between portals.

• Merging two student records now correctly consolidates their class transfer history, with no duplicate transfer records left behind.

This update introduces a completely redesigned payment and invoicing system with improved payment and refund management.

What's new

Improved Invoices and Payment Tracking
All payments in the system are now linked to invoices. Individually paid enrolments now automatically generate invoice records in the backend, with added support for tracking external payments. Invoice lists have also been improved with better filtering and exporting.

Credit Notes Management
A new credit notes system lets Admins create, track, and manage credit notes against invoices. This makes it easier to keep accurate records of amounts owed and owing, and to process refunds with the correct accounting treatment.

Improved Payment Indicators
Enrolment lists, modals, and detail pages now surface more information about how much students have paid — and, more importantly, how much is still owed.

Streamlined Admin Enrolment Form
The admin enrolment form has been redesigned for faster processing, giving admins more control over the enrolment flow and the option to skip steps where appropriate.

Minor Improvements

• Fixed an issue with ABN display and added it to all billing invoices.

• Large SCORM packages are now processed more efficiently in Slate.

• Payment list page performance has been optimised.

• Certificates now automatically use the correct timezone for completion and issue dates - the last session of the class for class-based certificates, the training location for enrolment-based certificates, and the original venue for historical certificates.

• Admins can now configure whether pending enrolments count toward class capacity, giving better control over booking behaviour.

What's new

Expanded Assessment Marking

We’ve expanded the marking interface for Admins and Trainers to make it easier and more intuitive to assess. The updated design reduces clicks and provides clearer layout for long assessment criteria lists and also allows for adding activity start and end times.

RPL Statuses

You can now better track Recognition of Prior Learning (RPL) and Credit Transfers on assessed units. The improved workflow helps streamline the assessment process and ensures proper documentation for compliance and audit purposes.

Markdown Editor Toolbar

We've added a formatting toolbar to markdown editors across the system - making it faster and easier to add formatting to descriptions, fields, and content throughout RTOPilot.

Gated Release LMS Modules

Implemented gated release of LMS modules. Admins can now release LMS modules after enrolment to help facilitate in class learning.

Minor Improvements

• Resolved LLN content not loading on corporate/school networks

• Class attendance sheets now include RTO code in header

• Upcoming and Past Class filters now have dedicated quick-access buttons

• Added enrolment date and amount paid columns to enrolment table and export for better visibility and reporting

• Additional video guides have been placed in more parts of the app, to help admins with understanding different functions within RTOPilot

• Comment section added to the class details page

• Programs are now imported into RTOPilot from NAT file imports

• Postcodes retrieved from Australia Post APIs to ensure NAT exports are valid

Bug Fixes

• Fixed a calculation error that was incorrectly marking student enrolments as complete before all required assessment activities were finished

• Fixed certificate generation failing for classes and courses with forward slashes in their names - certificates will now generate correctly regardless of special characters in programme titles

• Fixed an issue where some students' progress in SCORM activities wasn't displaying correctly, ensuring all completion statuses and scores are now properly tracked and visible to both students and trainers

• Fixed session time pre-fill functionality to work correctly when scheduling sessions

This update introduces in-class assessment delivery, a new way for RTOs to use the LMS during face-to-face training.

What's new

In-Class Assessments
You can now configure LMS modules to be released to students during class with a manual trigger (can be released by Admins or Trainers). This opens up the LMS for in-class use, allowing RTOs to digitise paperwork and run assessments during face-to-face delivery rather than only as a pre-class activity.

Location Archiving
Administrators can now archive training locations that are no longer in use while preserving historical records and maintaining data integrity for completed enrolments.

Improved Receipt Details
Financial receipts now display both the amount paid and any outstanding balance, ensuring they meet ATO requirements as valid tax invoices.

Minor Improvements

• Simplified custom data collection forms by removing unnecessary messaging

• Streamlined student consent process for data management

• Added Slate LMS shortcut to app sidebar

• Custom lines can be added to student Certificates, configured via Course settings

This update introduces more flexible enrolment options, giving administrators greater control over the enrolment process while enabling cost-free administrative enrolments.

What's new

Free Administrative Enrolments
Administrators can now create enrolments without any associated fees or charges. This feature streamlines the process for internal training, staff development, or special circumstances where standard pricing doesn't apply.

Flexible Enrolment Step Management
Admins can now also skip specific steps in the enrolment workflow when needed. This allows for faster processing of enrolments in situations where certain standard requirements have already been met or aren't applicable to particular students e.g. accepting terms & conditions or completing the LLN assessment

This update introduces enhanced dashboard analytics with comparison tools and improved enrolment management capabilities for better oversight over training operations.

What's new

Dashboard Comparison Controls
Coordinators and Administrators can now compare training data across different time periods to better analyse trends and performance. The enhanced dashboard includes expanded filtering options and improved charts that make it easier to identify patterns in your training organisation's data.

Enrolment Flag Management
Admins can now temporarily dismiss flagged enrolments. This gives Admins better control over managing student enrolments that require attention or have been actioned, helping streamline the monitoring process.

Bug Fixes

• Fixed display issues with "All Time" date ranges in dashboard reports

• Resolved checklist indexing problem that was affecting class management