June 2025 Release

Hey RTOPilot community,

June brought some exciting improvements that make RTOPilot work better for both corporate clients and RTOs migrating from other systems. We're also shipping a highly requested feature that addresses the new standards coming into effect today - online LLN assessments.

What's new

LLN Assessment Ready for New Standards

Preparing for Standard 2.2: With the revised RTO standards going into effect, RTOs are now required to review prospective students' language, literacy and numeracy proficiency prior to enrolment.

RTOPilot will now support LLN assessment workflows that help you comply with the new requirements. The new enrolment process allows students to register first, complete their LLN assessment online, then have their enrolment formally confirmed.

Examples of multimedia (visual and auditory) LLN quiz questions

Admin view - LLN test results page

ASQA Reports

RTOPilot now supports comprehensive compliance reporting: Generate the reports you need for ASQA audits including Unit Delivery Reports, Student Survey Reports, Enrolment Completion Reports, and Issuance Register Reports. These reports help you quickly provide the documentation that ASQA requires during audits and can be exported as CSV files with date range filtering. This capability is currently available on request while we build the user interface.

AVETMISS Import & Migration Tools

We're making it easier for RTOs to switch to RTOPilot by offering a free migration and import tool.

Seamless Data Migration: Import your existing organisation data directly into RTOPilot through your historical AVETMISS exports. This streamlines the onboarding process for RTOs transitioning to our platform, with support for multiple imports per organisation and improved handling of existing students.

USI Merge for Returning Students: Existing students can now claim their imported accounts through USI matching, ensuring continuity of their learning records without creating duplicates. The system now includes USI verification during import and handles individual USI exemptions.

Historical Training Activity: View imported historical training activities directly in the student enrolments tab.

Branded Emails

Your emails are now customised to your theme: All emails sent to students and trainers now use your organisation's colours and branding template.

Other Improvements

Automated Class Update Emails: Both trainers and enrolled students automatically receive email notifications when class details change - whether it's a new session time, venue update, or other modifications.

Timezone Info: All date and time information in emails now includes timezone details, reducing confusion for organisations operating across multiple states.

Hidden pricing for corporate bookings: Students enrolling through paid corporate bookings now see a cleaner interface without pricing information when the organisation handles payment directly.

Customisable certificate signer names: You can now customise the signer name that appears on issued certificates instead of it defaulting to the account owner's name, giving you more control over who appears as the authorising person.

Enrolment webhook payloads: Webhook payloads now include comprehensive class and session information, not just class IDs, enabling better filtering when integrating with external systems like an LMS.

Bug Fixes

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

• Extended unit code support: Unit codes can now be up to 12 characters (previously limited to 10), now in-line with government standards
• Improved duplicate enrolment handling: Improved logic to manage duplicate enrolments within the same class
• USI update validation: Added validation when admins update student USI information to prevent data integrity issues
• Unit renewal editing: You can now edit unit renewal periods, giving you more control over certificate expiry management

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!

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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

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