Changelog

Admin settings have been redesigned from the ground up, sessions can now run past midnight, and RTOPilot now helps you stay ahead of annual compliance deadlines.

What's new

A reorganised settings area
Admin settings now use a grouped sidebar — Organisation, Enrolments, Finance, Compliance & access, and Developers — so related settings live together and each one has a clear home.

Compliance deadline reminders
RTOPilot now reminds administrators ahead of key annual reporting deadlines — AVETMISS Total VET Activity (NCVER) and ASQA Quality Indicators — with links to official guidance and the option to mark each task as done for the year.

Per-booking certificate withholding
Whether certificates are withheld until payment is now controlled on each corporate booking, rather than by a single organisation-wide setting. Existing bookings keep the behaviour of your current organisation setting.

Sessions that run past midnight
Sessions can now end on the following day. Session forms include an End Date, the admin calendar's day and week views carry overnight sessions into the next day with a clear indicator, and the end date is shown to administrators and students wherever session times appear — including email notifications.

Direct profile edits for consenting students
When a student has ticked "Allow my training organisation to update my profile details on my behalf", administrators can now edit those details directly in the Edit Student dialog — no more waiting for the student to approve each change by email. Students who haven't granted permission keep the existing approval flow.

Improvements

• The onboarding units step and the Units page now include a short explainer of how units, courses and classes relate, so new administrators can see why the units they add matter later.

• The enrolment checkout's browser tab now shows your organisation's square icon rather than a squashed logo.

• The phone number field on the enrolment form is no longer cramped, and fields now show example values as placeholders.

Bug fixes

• The onboarding checklist can now be dismissed once every step is complete.

• Certificate and wallet card downloads no longer arrive empty or fail silently in Safari, including on iPhone and iPad.

• Edit and delete controls now stay reachable for outcomes with very long names.

This release gives administrators a much clearer window into student learning progress — full LMS results, quiz marking and a printable results summary — plus a new course preview and more flexible question wording for course builders.

What's new

Full LMS results on the enrolment page
Administrators can now see a student's complete LMS progress from the enrolment page — a module-by-module breakdown showing which modules are not started, in progress or complete, with a drill-down into each module's quiz attempts and question-by-question answers.

Review and mark quiz attempts
Administrators can now open a student's course view, see their activity completion, and review individual quiz attempts — adjusting whether an answer is marked correct and leaving written feedback on responses.

Download a student's results as a PDF
A student's enrolment results can now be downloaded as a PDF from the Results card on the enrolment page, including the full LMS quiz breakdown.

Preview courses as a student
Course builders can preview a whole course or a single module as a student would see it — including answering quizzes, simulating delayed-release modules and resetting preview progress to start over.

Yes/No wording for True/False questions
True/False quiz questions can now be presented as Yes/No instead. Pick the wording per question in the course builder — answers are stored the same way, so you can change it at any time.

This release centres on a major overhaul of the class calendar, alongside a round of improvements across enrolment, comments and certificates.

What's new

Redesigned Class Calendar

The calendar has been rebuilt to make planning and running classes faster. A new day view gives you a closer look at a single day, and opening a class shows its details in a drawer with a week strip, so you can move between days easily.

A new scheduling mode lets administrators stage session and trainer changes before applying them in one go and classes with a completed checklist are greyed out so you can see at a glance what still needs attention.

Comment roll-ups and ‘@’ mentions

Related comments on a record are now grouped into collapsible roll-ups with chips showing where each comment came from. Admins can also ‘@’ mention a student in class comments — the mention becomes a chip linking straight to their enrolment.

Wallet cards for historical certificates

Wallet card downloads are no longer limited to standard certificates — historical certificates can now be downloaded as wallet cards too.

Direct camera option for image uploads

On photo-only fields (such as licence photos), students on a mobile device now go straight to their camera rather than a file picker, making it quicker to capture and upload the required photo.

Create straight from empty tables

Empty tables across the admin portal now offer the page's create action, so you can add your first record right where you'd expect to find it.

Improvements

• The dashboard no longer flags failed LLN assessments for students who finished their training more than a week ago, and LLN flags now only apply to accredited (VET) enrolments — keeping the list focused on students who still need support.

• The Multiple Class Builder now supports classes running across up to 10 consecutive days, up from 7.

• Course descriptions can now be up to 3,000 characters long.

• The enrolment form now reveals the confirm-email field once a student starts typing their email address, keeping the form shorter until it's needed.

• Organisation icon uploads are now checked against clear size limits, with the guidance shown up front.

• The certificate theme editor's live preview no longer rebuilds on every keystroke, making editing feel smoother.

Bug fixes

• Suburb postcode lookups no longer overwrite a valid postcode you've entered, are skipped for overseas addresses, and a lookup outage no longer blocks saving a student's address.

• Classes running past midnight now display correctly on the calendar.

• The Provisional badge on a student's record now only shows when the student hasn't yet claimed their own RTOPilot account.

• CSV exports now neutralise spreadsheet formula content in cell values, protecting your data when exports are opened in Excel or Google Sheets.

This release brings a set of major new capabilities across enrolment, billing and compliance, alongside a wave of improvements to the enrolment experience, course pages and the learning environment.

What's new

Online-Only Courses
Administrators can now create self-paced, unscheduled courses that have no fixed timetable. Students enrol and begin any time, completing the course online at their own pace — with the option of unlimited places so there's no cap on how many people can enrol.

Certificates can automatically be issued for students that complete their assigned learning modules.

Bulk Enrolment for Coordinators
Coordinators managing a corporate booking can now enrol several students at once through a new guided "Enrol Students" flow - choosing the class, adding each student's details, selecting any add-ons, and reviewing everything before enrolling the whole group in one pass.

Certificate Sharing
Students can now share an issued certificate straight from their portal — copy a verification link, add it to their LinkedIn profile, post it to their LinkedIn feed, or use their device's native share options.

USI Exemptions for Offshore Clients
Administrators and Coordinators can now mark an enrolment as USI-exempt for international offshore (INTOFF) clients. Exempt enrolments skip the USI requirement, can be issued an accredited certificate without a USI, and report the correct exemption code in AVETMISS exports.

Improvements

• More reliable SCORM playback — SCORM content that opens in a pop-out tab now saves progress and completions reliably, backed by a new full-screen player, so student progress is no longer lost when a browser backgrounds the original tab.

• Setting a deposit on a class is now clearer, with a dedicated deposit control and validation that prevents invalid amounts (fixed-price classes correctly can't carry a deposit). A $0 deposit lets a student enrol without an upfront payment.

• Coordinators and Administrators can now add optional add-ons to enrolments on invoiced corporate bookings, not just self-service enrolments.

• When creating multiple classes, Administrators can apply one class's changes across every selected class at once, and publish them all from a single "Publish All" control on the review step.

• The share and embed modals for enrolment and course pages have been widened and decluttered, with one-click copy buttons and customisation tucked into an optional panel.

• Course images now show a loading placeholder and fall back gracefully when an image can't load, with a tidier, better-aligned card layout.

• The student learning view now has a collapsible module navigator on desktop, giving activity content more room and remembering whether you keep it open or collapsed.

Bug fixes

• Enrolling through a corporate booking link for a course that isn't part of that booking now shows a clear message naming the course and how to resolve it, instead of a generic error.

• Course embeds now stay correctly sized at narrow widths and when only a single course is shown.

• Restored the side-by-side live preview in the class share modal.

• Terms and privacy links in the group booking flow no longer scroll the page or trigger an unsaved-changes warning.

• Various alignment and layout fixes across the enrolment pages.

This update is all about online learning: three new quiz question types for building richer assessments, smarter class reminders, and a set of fixes that make the learning experience more reliable for students.

What's new

Table, hotspot and matching quiz questions
Course authors can build three new question types for online learning quizzes.

Table questions present a checklist or grid that can be a simple declaration (tick every box), auto-marked against an answer key, or sent to a trainer for marking.

Trainer-marked table answers flow into the existing marking queue, and students see clear feedback for each type when reviewing their results.

Hotspot questions ask students to click the correct areas on an image, or to place numbered labels where each item belongs.

Matching questions ask students to pair each item with the right option from a drop-down list.

Improvements

• Class reminders for multi-day courses now say which day they relate to — "Day 2 of 3" — in both emails and SMS, and session dates are shown in the class location's own timezone.

• Reminder messages now arrive during daytime hours in every Australian timezone, end with a single link to what needs attention, and the "complete your online learning" nudge only appears when the student actually has learning available to complete. Reminder SMS now include a "Reply STOP to opt out" option, and opting out takes effect automatically.

Bug fixes

• Online learning progress and completion are now saved more reliably, including when a student finishes an activity and immediately closes the tab or switches away on a mobile device.

• Course content in the LMS with videos or unusual file names now loads and plays correctly, fixing cases where students couldn't progress past certain questions.

• Completed online-learning enrolments now stay at 100%: adding modules to a course later no longer drags past students' progress down or resurfaces outstanding work for them.

• If the language, literacy and numeracy (LLN) assessment fails to start during enrolment, students now see a clear message with a "Try Again" option instead of a blank card.

This update makes it easier to get students signed in in-class with trainer-issued login codes and adds international support for phone numbers and delivery locations — along with improvements and fixes across Xero sync, enrolment, reporting and the admin portal.

What's new

Student login codes from trainers
Trainers can now generate a single-use login code for any student in their class list and pass it on directly — handy when a student is stuck at sign-in on the day. The code lasts 24 hours and lets the student into the student portal without a password.

The sign-in page has also been reworked into a simpler email-then-password flow with an "I have a login code" option, and students no longer need to verify their email address before using the student portal.

More control over your Xero sync
Building on the Xero connection, administrators can now choose which invoice categories are sent to Xero — corporate bookings, enrolments, enrolment leads and group bookings — so only the income you want to sync flows through. You can also choose whether RTOPilot saves its invoice number to Xero's invoice number field or its reference field, which helps avoid clashes when a number is already used in Xero.

International phone numbers and overseas locations
RTOPilot now accepts international phone numbers on student, contact and enrolment forms, and lets you record delivery locations that are overseas by selecting the country — so organisations working with international students and offshore delivery are properly supported.

Report on state-funded training
Administrators can now record and report government-funded training via the Admin Portal. A new Government funding area under Settings lets you manage the purchasing contracts your organisation reports state-funded training against, choosing from funding programs defined nationally for your state.

You can set a default funding source and purchasing contract schedule on each class, and set or adjust funding on individual enrolments — with a clear flag when an enrolment's funding still needs attention. When you generate an AVETMISS export you can choose the State Training Authority it targets — Queensland and the Northern Territory are supported — so the state-funding fields are populated for that authority, or choose National only for a standard national submission.

Improvements

• Trainers now see the number of enrolments on each class card in the trainer portal, making class sizes easy to see at a glance.

• Table sort choices across the admin portal (Classes, Students, Invoices, Enrolments and more) now stick as you navigate within a browser session, and a course's Classes tab now defaults to upcoming classes with simpler Upcoming/Past filter pills.

• The calendar's week view now shows the selected week's date range in the header, not just the month.

• Trainers now see the corporate booking (client) name on the class details page, so subcontractors running classes for multiple clients can tell them apart.

• Payout transactions now distinguish the payment number from the invoice number — the column is labelled "Payment #" and the related invoice number is shown alongside the source for every payment type.

• The Download Certificates button now explains, when disabled, that you need to select enrolments with certificates available.

• Corporate booking discount options are clearer: "Set Price" replaces "Fixed Price", courses without a discount show a neutral "Standard Price" chip, and the value field's label adapts to the discount type you pick.

• Emails and documents now show the sponsoring RTO's code for organisations delivering training under a sponsorship arrangement.

• Checkout now offers the payment methods enabled in your Stripe account, rather than a fixed set.

Bug fixes

• Group bookings paid through the public payment link can no longer be charged twice if the payment page is submitted more than once at the same moment.

• AVETMISS and other exports now download reliably instead of being blocked by browser popup blockers.

• Students using older iPhones can now complete enrolment; a browser compatibility issue that could stop the enrolment flow from loading has been fixed.

• The Enrolment Completion Report (ASQA) now shows the student's ID in the "Student ID Number" column instead of their USI, and no longer leaves date of birth blank for some students.

• AVETMISS exports targeting a State Training Authority no longer include placeholder email addresses, use the student's alternative email where appropriate, and populate fee-for-service state funding fields correctly.

• Transferring an enrolment to an imported student now works properly: you confirm the student's real email address as part of the transfer, and the transfer history displays imported students correctly.

• Expired or already-used login links now take you to the sign-in page with a prompt to continue where you were headed, instead of a dead-end error.

• Sorting the invoice list by the Number column now orders invoices correctly.

• The Forgot Password page now keeps the email address you entered on the login page, and browser autofill works properly on the sign-in form.

• When creating multiple classes, submitting with validation errors now clearly highlights which class needs attention instead of silently switching your selection.

• The Amount Paid column now displays correctly on a class's Enrolments tab when opened from the calendar.

• Some in-page action links no longer wrongly trigger the "unsaved changes" warning.

This release introduces a new way to work with partner organisations, a clearer view of student learning progress, bulk enrolment for administrators, and a range of fixes across the portal.

What's new

Partner with other organisations
Administrators can now set up and manage partnerships between organisations. Invite a partner and manage the relationship from both sides - as the sponsoring organisation or as the delivery partner - with the ability to redeem an invitation, enable or disable a partnership, adjust its scope, and remove it.

Video Walkthrough

Sponsoring organisations can share their online-learning courses and units, and delivery partners can select that shared content when building class templates and classes. Sponsored content is clearly badged so it's easy to see where it comes from, and you can easily track and inspect the enrolments delivered under each partnership.

Enrol students in bulk
Administrators can now enrol many students into a class at once. Add up to 100 students, review them against the class's remaining capacity, and submit them together. You get a clear per-student summary showing which enrolments were created and which need follow-up, with each student emailed to complete their remaining steps.

Clearer learning progress
Progress for students on courses with content that's released later in class is now much easier to read. Students in the online-learning view, and staff in the admin and trainer portals, now see a segmented ring that separates completed activities, activities available now, and activities still to be released - so finishing all the available pre-learning no longer shows a misleadingly low percentage.

The admin enrolment page adds a module-by-module breakdown showing what each student has completed and what's yet to be released.

Improvements

• When you first connect Xero, RTOPilot now guides you to choose a default revenue account before syncing, so the connection can't be left half set up.

• Administrator class search now sorts results by start time and warns you when there are more matches than can be shown, so a booking's own classes are no longer hidden behind other public classes.

Bug fixes

• Searching company contacts by full name now matches regardless of the order the names are entered.

• Fixed unsaved-changes prompts that could misbehave for some Safari users.

• Learning videos now play inline on iPhone and iPad instead of jumping to fullscreen when a student presses play.

• The date picker in the payout export now opens correctly in Safari and DuckDuckGo.

• Creating several classes at once now correctly creates and links their online-learning class.

• In bulk enrolment, the options for skipping enrolment steps now update correctly as you change the selected students.

• The coordinator company-selection screen now fits the visible screen area properly on mobile.

This release connects RTOPilot to Xero, brings rich text and images to learning content, and strengthens support for nationally recognised qualifications - from linking them to your courses to issuing certificates and reporting on them in AVETMISS.

What's new

Connect your accounting with Xero
Administrators can now connect RTOPilot to Xero from Settings. Once connected, finalised invoices and issued credit notes are sent to Xero automatically as part of your accounting, with a sync status shown on each invoice and a one-click re-sync if anything needs another attempt.

You can set a default revenue account, override it for individual courses, and map Australian states to Xero tracking categories so your income is categorised the way you report on it. This runs alongside your existing payments and doesn't change how students pay.

Available under Settings > Payment > Xero in the Admin Portal.

Rich text and images in learning content
Learning content and quiz questions now support rich text formatting and embedded images, so you can add headings, bold, lists, links and pictures to make activities clearer and more engaging.

New calendar alerts
The admin calendar now flags more scheduling problems before they become issues. You'll see alerts when a class is over its capacity, when a trainer or venue is double-booked across overlapping sessions, and when an upcoming session has no trainer assigned.

Associate a qualification with your courses
Admins can now link a nationally recognised qualification or program to a course template. A new Program field lets you search training.gov.au directly, choose the matching qualification, and link straight through to its details. Associating a program ensures units are correctly tagged in your AVETMISS exports.

Issue Testamurs and Records of Results
You can now issue two new certificate types for nationally recognised qualifications: a Testamur, the formal certificate of qualification, and a Record of Results listing each unit outcome.

Improvements

• Invoices can now be filtered by type - Corporate Bookings, Students or Group Bookings - so you can quickly find the invoices you're after.

• Records of Results now show a date of issue.

• Payment reports and exports now show and sort by the actual payment date, rather than when the record was created, so figures line up with when money was received.

• Coordinators invited to a company are now prompted to set a password, so they can log back in to the coordinator portal directly.

• You can now create a corporate booking without adding any coordinators up front.

• Students who have already completed an LLND assessment are shown their existing results during enrolment, instead of being asked to retake the test.

• Users are now given a five-day grace period to set up multi-factor authentication before it becomes required.

• Report and export wording has been refreshed to match the new accredited certificate terminology.

Bug fixes

• Course filters are now kept when you open a course from a filtered enrolment page and return to the list.

• The link editor now stays open while you scroll, so you no longer lose your changes when adding a link.