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Integrate with Xero accounting software
Automatically synchronises invoices, payments, refunds, and fees between RTOPilot and Xero, eliminating manual data entry for financial reconciliation. Creates invoices when students enrol, records payments and refunds as they occur, and handles payout reconciliation, providing real-time visibility of training revenue in your accounting system.
Enable email address changes for student accounts
Allows students to update their email address through their account profile, with verification to ensure the new address is valid and not already in use. Helps students maintain access to their training records and communications when changing jobs or personal email providers, while preventing accidental account conflicts.
Collect AVETMISS data during pre-enrolment
Allows RTOs to optionally gather AVETMISS compliance information (such as prior education, language, demographics, and indigenous status) during the enrolment process. Responses automatically populate the student's profile, reducing manual data entry and capturing information at the point of highest engagement while maintaining flexibility based on your reporting requirements.
Accept externally paid enrolments through public bookings
Allows students to enrol in classes that will be invoiced or paid outside the platform, such as through purchase orders, direct bank transfers, or external accounting systems. Provides flexibility for organisations that need to accommodate alternative payment arrangements while still managing enrolments through RTOPilot.
Add digital literacy assessment to LLN testing
Extends the Language, Literacy and Numeracy assessment to include digital literacy skills relevant to workplace technology use. Helps identify students who may need additional support with computers, online learning platforms, or digital workplace tools before commencing training.
Enable SMS reminders for classes and certificate renewals
Allows automated SMS notifications to be sent to students and trainers for upcoming classes, and to students approaching certificate expiry dates. Reduces no-shows and improves engagement by reaching learners through their preferred communication channel, particularly for time-sensitive notifications.
Enhance class management interface
Improves the visual design and usability of the class management screens, making it easier to view, navigate, and manage training sessions. Streamlines common workflows with clearer layouts and more intuitive controls for administrators and trainers.
Enable payment adjustments for externally paid invoices
Allows administrators to record partial payments or deductions on externally paid invoices, such as when discounts are applied after booking or payments are made in instalments. Ensures financial records accurately reflect actual amounts received, improving reconciliation with external accounting systems and handling real-world payment scenarios.
Send certificate renewal reminders to corporate coordinators
Notifies corporate coordinators when their team members' certificates are approaching expiry, rather than sending individual reminders to each student. Enables coordinators to proactively arrange refresher training for their teams, reducing administrative burden on students and ensuring corporate compliance with certification requirements.
Enable trainer availability calendar in trainer portal
Allows trainers to indicate their availability and unavailability directly through their portal, with optional notes for specific dates or periods. Helps administrators schedule classes more efficiently by viewing trainer availability at a glance, reducing back-and-forth communication and scheduling conflicts.
Add wallet card certificate template for construction induction
Provides a card-sized certificate template designed for printing physical cards for a variety of short courses, with appropriate styling and dimensions. Enables organisations delivering safety/construction training to produce cards that meet industry requirements without external design work.
Enable group enrolments through public booking pages
Allows individuals to enrol and pay for multiple students in a single transaction, such as when a supervisor books training for their team or a parent enrolls multiple family members. Streamlines the booking process for small groups without requiring corporate account setup, reducing friction for common enrolment scenarios.
Implement comprehensive audit trail logging
Automatically tracks and stores a complete history of create, edit, and delete actions across key system entities. Provides administrators with visibility into who made changes and when, supporting compliance requirements, troubleshooting, and accountability for sensitive operations like student record modifications or financial adjustments.
Enable fixed-rate pricing for corporate bookings
Allows organisations to set a fixed daily or total cost for corporate training sessions, rather than per-student pricing. Ideal for offsite training where attendee numbers may vary or when charging by capacity rather than individual enrolments.
Add superseded unit management and equivalency mapping
Enables RTOs to add superseded units of competency to courses and map them to current replacement units for Recognition of Prior Learning and Credit Transfer purposes. Handles transition periods when both old and new units are valid, ensuring accurate AVETMISS reporting and proper recognition of students' existing qualifications under updated Training Packages.
Add image hotspot questions to LMS assessments
Enables creation of interactive image-based assessment questions where students click on specific regions to demonstrate knowledge, such as identifying parts of equipment, safety hazards in workplace photos, or anatomical structures. Supports visual and practical assessment methods beyond traditional text-based questions, particularly valuable for trades and health training.
Track enrolment completion for billing purposes
Enables accurate billing for externally paid enrolments by recording completion dates, regardless of whether certificates are issued. Ensures organisations are properly invoiced for all completed training, including courses that don't result in formal certification such as refresher sessions or internal compliance training.
Add course content preview in authoring interface
Enables administrators and content creators to preview how course materials will appear to students without leaving the authoring environment. Speeds up content development and quality assurance by allowing immediate visual verification of formatting, layout, and learner experience during course creation.
Add Recognition of Prior Learning and Credit Transfer marking
Enables assessors to mark units as RPL (Recognition of Prior Learning) or CT (Credit Transfer) instead of competent/not yet competent, with appropriate notation on certificates and transcripts. Supports organisations delivering nationally recognised training with students who have existing qualifications or workplace experience, ensuring compliance with AQF requirements.
Add refund guidance to enrolment cancellation workflow
Provides clear instructions and links to the refund process when cancelling an enrolment, reducing confusion about next steps. Helps administrators complete the full cancellation workflow efficiently by guiding them to the appropriate screens for processing refunds when applicable.