Hey RTOPilot community,

November has been focused on improving student engagement, streamlining trainer workflows, and giving you more control over communications. We've introduced a learner survey system, given trainers the ability to enrol students directly, and added email preferences so users can manage what they receive.

What’s new:

ASQA/AQTF Learner Survey

We've introduced an automated learner survey system that helps you collect feedback from students after they complete their training.

Students receive a survey email after completing their enrolment. The multi-page form includes progress tracking to prevent survey fatigue, covers training quality, trainer effectiveness, and demographic information, and auto-saves progress so students don't lose their responses if they close their browser. All questions are optional.

Administrators can export survey responses to CSV for analysis and ASQA reporting. You can also toggle survey emails on or off per organisation.

Trainer Portal Improvements

Trainers can now enrol students in their classes without needing administrator access - useful for last-minute additions or walk-ins on training day.

From the class details page, trainers can quickly capture name, email, and phone number. The feature bypasses enrolment cutoff dates and capacity restrictions when needed, and supports QR code generation for student self-serve enrolments.

Email Preferences

Users can now choose which emails they receive from RTOPilot.

Students can opt in or out of class updates and changes, class reminders before sessions, certificate renewal reminders, and online learning completion reminders.

Trainers can manage class reminders and class updates.

Coordinators can control booking updates they receive for corporate bookings.

Preferences are accessible via the user's profile page and only show options relevant to each role.

Transfer Enrolments

You can now transfer enrolments to another existing student.

Select "Transfer Student" from an enrolment lead, search and select the target student. Useful if a student has signed up using an incorrect email address or someone else’s account.

Payment Receipt Improvements

We've improved payment receipts and changed when they're sent. Students now receive receipts immediately after payment, rather than waiting for enrolment completion.

The receipt layout has been reorganised with better visual hierarchy - invoice details (total, invoice number, date, itemised breakdown) are now grouped separately from your organisation's details (business name, ABN, address, phone). We've also added a clear notice at the top explaining that the receipt confirms payment, not enrolment, so students know to expect a separate confirmation email.

Certificate Backdating

Administrators can now edit certificate issuance dates after generation.

Useful for correcting errors or issuing backdated certificates for past completions.

Class Notes on Enrolment Pages

Class notes now appear on public enrolment pages, helping prospective students understand class details before enrolling.

Use this to communicate prerequisites, what to bring, parking information, or any special requirements.

Online Learning Reminders

Automated reminder emails now go to students who haven't completed their online learning components. Emails note that certificates won't be issued until online learning is complete and include a direct link to the student portal. Students can opt out via email preferences.

Minor Improvements

General:

• Email links now inherit your organisation's theme colours for consistent branding Improved text contrast in themed buttons and components for better accessibility

• VET nominal hours can now be edited when Training.gov data changes

• Student ID now visible on student details page for easier reference

• Setting to add company coordinators without email confirmation (optional)

Invoices & Payments:

• Set, and re-set default invoice footers from within invoice forms

• ABN now be recorded at checkout to make payments on behalf of a business, which is reflected on on receipts

• Payment receipts now downloadable via the payments view

Search & Filtering:

• Student and enrolment tables now support certificate number search

• Unit courses page size defaults to 10 for better performance

Bug Fixes

We've addressed several issues this month based on your feedback:

• Fixed corporate booking forms not submitting properly

• Fixed certificate issued date validation

• Corrected export sorting and date range selections

• Updated postcode mappings for accurate location data

• Various UI fixes throughout the platform

We're committed to making RTOPilot the most reliable and user-friendly training management system for RTOs. As always, your feedback drives our development, so please continue to share your thoughts and suggestions through our in-app feedback channels or via WhatsApp.

Looking forward to sharing more updates with you soon!

Try now for free

Your support means a lot to us We're a small team with big ambitions for RTOPilot - but we need your support. If you think what we're doing is cool, find it useful, or you want to help support our future development plans, please share this newsletter with other RTOs in your network.

Thanks for being part of the journey.

Manning
Founder, RTOPilot