Calendar Sync, Smart USI Handling, Advanced Filtering

Hey RTOPilot Community,

This month was focused on addressing your feedback. We're launching a whole host of features like calendar sync, coupon filters, smarter USI handling, and a bunch of smaller improvements that should make RTOPilot more reliable and flexible in your day-to-day use.

What's new

National VET Conference 2025

We're attending the National VET Conference in the Gold Coast, October 30-31 at the Gold Coast Convention and Exhibition Centre.

If you're heading along, swing by Booth 27 to say hello and grab a T-shirt with some swag. We'd love to meet you in person, show you what we're working on (including our upcoming LMS), and hear your thoughts on RTOPilot and the future of training.

Calendar Sync

Subscribe to Your Organisation's Training Calendar

You can now generate a calendar feed URL that syncs your RTOPilot schedule with external calendar applications like Google Calendar, Microsoft Outlook, and Apple Calendar.

This makes it easier for trainers and administrators to stay on top of upcoming sessions without constantly checking RTOPilot. Calendar feeds typically sync every 12-24 hours depending on your calendar provider.

The feed link can be found at the top of the Calendar page in the Admin Portal. We're working on bringing the same features to Trainers later in the year, so they can subscribe to their own filtered-down calendar.

Enrolment & Coupon Filtering

Class Start Date Filters

You can now add class start date filters to your enrolment page URLs and embed codes. This is useful when you want to show only upcoming training opportunities or limit visibility to specific date ranges.

Coupon Date Restrictions

Coupons now support class start date restrictions. When creating or editing a coupon, you can also limit it to classes that start within a specific date range. This gives you more control over promotional campaigns and ensures discounts are only applied to relevant sessions.

UX Improvements

Better Course Management

Courses now have their own dedicated module, making it easier to manage your templates separately from active classes.

You'll also now find quick duplicate and delete actions directly on course and class pages, saving you clicks when setting up similar courses or cleaning up old ones.

Payment View Cleanup

The payments view has been streamlined to show related operations (fees, refunds, adjustments) as updates to existing rows rather than creating separate entries. This significantly reduces clutter and makes it easier to track the full lifecycle of each transaction.

Delete Corporate Bookings

You can now delete empty corporate bookings that are no longer needed, helping you keep your corporate bookings list organised.

Smart USI Handling

RTOPilot now automatically handles USI Registry System outages. Whenever the system goes down, RTOPilot enters staging mode where USIs can be collected without immediate validation.

Once the Registry System is back online, all staged USIs are validated within 30 minutes, making sure student validation will never be blocked by system downtime.

Historical Training Data

Historical training activity is now included in AVETMISS exports, giving you more complete reporting coverage.

We've also enabled renewal reminders for imported historical training, so students with expiring certificates from previous systems will automatically receive notifications.

Minor Improvements

• ASQA reporting tools are now available in the new Reporting module with additional compliance report types

• Enrolment webhooks now include course ID for better integration filtering

• Surnames on Certificates are now displayed in uppercase with reduced size

• All address fields now use Google address search to improve standardisation

• AVETMISS exports provide more detailed feedback

Bug Fixes

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

• Fixed corporate booking selection persistence when editing classes

• Resolved payment matching issues where some transactions failed to connect with Stripe data

• Corrected Stripe product name updates when course names are changed

• Fixed LLN question answer reset behaviour when navigating between questions of the same type

• Trainer removal now properly un-assigns that trainer from all sessions in the organisation

• Resolved class enrolment cutoff selection issues