October 2025 Release

Hey RTOPilot Community,

October has been a massive month. We launched our integrated Learning Management System and rolled out our first AI tools, alongside dozens of improvements to your finance and enrolment workflows.

What's new

Learning Management System

We've built a complete LMS from the ground up and integrated it directly into the Student Portal - and the best part is that it's included completely for free within RTOPilot!

The new LMS allows you to: create and organise course materials, track student progress, and deliver assessments all within RTOPilot.

Students access their learning materials directly through their portal, keeping everything in one place.

Results also automatically sync across the entire system. When a student completes an assessment in the LMS, their outcomes are instantly visible to trainers for marking and flow through to admin records - no exports or manual data entry required.

Enrolment & Class Management

We've also launched a whole host of small new features that are designed to make managing your classes and enrolments smoother:

Custom Pre-Payment Data Collection

Custom data collection questions can now be added as a step before payment. This is a new option on top of the normal post-enrolment collection option via the Student Portal.

Class Notes Overhaul

Class notes are now displayed on enrolment pages and in the Student Portal making it easier to communicate important details.

Extended Enrolment Cutoff

Enrolment cutoff can now be set up to one day after class start, giving you more flexibility for last-minute or late enrolments during class.

New Attendance Sheet Format

Our attendance sheet design has been improved with custom branding and can be downloaded in either PDF format or as a spreadsheet directly from the Admin Portal in addition to the usual location in the Trainer Portal.

Manual Price Overrides

Set a custom price when enrolling students manually - useful for one-off pricing arrangements or special scenarios.

Certificates for Deferred Enrolments

Certificates can now be manually downloaded for enrolments in a deferred status. Useful for when a specific student needs their certificate but their employer has not yet paid.

AI-Powered RTO Onboarding

We're using AI to make setting up and managing units in RTOPilot much easier.

We've replaced our old onboarding flow with a single search - RTOs enter their code and the system automatically pulls their units and locations from training.gov.au.

The system also prefills business information like legal name, ABN and key contact info and suggests the right code format to use in RTOPilot.

This is just the start of a broader effort we're making to integrate AI tools into RTOPilot that will help save time with compliance and admin tasks.

Invoicing & Receipts

Receipt Management

Admins can download and resend receipt emails for any student payment for an enrolment lead, with PDF receipts now automatically attached to all receipt emails.

Business Receipts for Students

Students can now request receipts for company purchases during checkout by providing their ABN and business name - useful for corporate card payments and business expense claims.

Corporate Booking - External Invoice Numbers

External invoice numbers can now be added to RTOPilot invoices as a separate field, making it easier to match invoices with your accounting system.

Corporate Booking - Invoice Workflow Control

Draft invoices can be saved without line items so they can be finalised later.

You can also now send invoices to corporate coordinators as a separate action, giving you more control if you want to send them a PDF or use an invoice from an external system like Xero or MYOB.

Minor Improvements

• You can now delete AVETMISS exports you no longer need
• Search bar has been added the Locations module for easier navigation
• Non-VET unit details can now be edited without the need to recreate them
• Added a new org setting that allows trainer details including surname to be made private from students
• Character counts added to text area fields for better visibility on text limits
• Embedded booking widgets now scroll back to the top automatically when pages resize

Bug Fixes

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

• Fixed incorrect NRT logo usage on some certificate types
• App now validates first and last names properly to prevent USI validation errors
• Discounts are now properly accounted for when calculating RTOPilot fees
• Temporarily removed the cash payment modal option
• Placeholder text is now correctly rendered in student profile form fields
• Coupons are now preserved when navigating between course and class pages
• Corporate booking details now prefill correctly when creating corporate classes

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 interesting, find it useful, or you want to help support us, please share this newsletter with others in your network.

Thanks for being part of the journey.

Manning
Founder, RTOPilot