May 2025 Release

Hey RTOPilot community,

In May, we launched some major new features that RTOs have been asking for - from coupons to comprehensive file management and automated reminders.

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What's new

Coupons & Discounts

Launch promotional campaigns, create special pricing and manage student discounts with our new coupon system. Create percentage or fixed-amount discounts, set expiry dates and usage limits.

New coupons can be created under the 'Payments > Coupons' section in the Admin Portal. Once a coupon is created, you can create a shareable link for a particular class or class template.

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Coupons are automatically applied to class(es) and checkout. Students do not need to enter any codes.

This is especially useful if your RTO has lower cost renewal/refresher courses or you want to offer discounts to returning students via an email campaign.

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Resources & File Management

We've added new ways to handle files across RTOPilot:

Organisation File Uploads Store your organisation's core documents in one place. Great for policy documents, handbooks, and resources that trainers and students can access through their portals.

These resources can be global or scoped to an individual class template level. Useful if you have specific course training materials.

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Automated Reminders

We're releasing more automated email reminders as part of our commitment to helping RTOs save time:

Student Class Reminders Automatically notify students about upcoming classes, reducing no-shows and to keep everyone in the loop.

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Trainer Class Reminders Keep your trainers updated with automated reminders about their sessions, including how many people are enrolled, location details, contact information, and a reminder to check their portal where all session information and attendance sheets are available.

Certificate Renewal Reminders Stay on top of certificate renewals with automated notifications based on the renewal date set on units. Great for CPR, First Aid, and other courses that need refreshing - students will get notifications when their certificates are about to expire based on the renewal values set on the unit level in RTOPilot.

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Advanced Student Records

Two new tools to help you manage student information more effectively.

Student File Uploads Admins can now upload documents directly to student records - great for storing IDs, certificates, assessment evidence, or any other important documents. Files are organised by student and easy to find when you need them.

Student Notes Add private notes to student profiles for better record-keeping. Track important information, special requirements, or things you need to follow up on.

Certificate Templates

Take more control of your certification process:

Certificate Template Selection: You can now choose one or multiple certificate templates to use on your class templates.

This is great for non-accredited courses or unique situations where you need special or multiple certificates issued automatically. For example, you can issue a Verification of Competency certificate instead of a Statement of Attainment for refresher courses.

Bug Fixes

We've addressed several more bugs this month - thank you to the RTOs that provided feedback and helped us troubleshoot issues:

• Fixed unit duplication errors that were causing course setup issues
• Enforced minimum age requirement (10 years old) on student date of birth fields
• Resolved company search errors in corporate bookings
• Prevented attendance certificates being released for VET course students without valid USIs
• Fixed memory leak in enrolment page timer that was affecting performance
• Prevented leads from being expired after successful completion
• Corrected potential AVETMISS export bug that could include prior year data

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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