AI · included on all plans
Less admin. More time for students.
Ask what needs attention, open the right form and review each change in RTObase. Or connect the AI assistant you already use to the same student, learning and booking records.
Live RTO records · real forms · you approve changes
Connect Claude, ChatGPT, Codex or another compatible AI assistant
Included on all plans, never gated behind a tier
Prepared action. Needs your approval
Send SMS
Hi Marcus, a quick reminder to start your online course. Log in any time to pick up where you left off.
Connected AI · included on every plan
Your RTO, inside the assistant you already use.
Ask Claude, ChatGPT, Codex or another compatible assistant to find students, check progress and help with everyday updates. Connect it to your live RTObase records and choose the access it gets.
Find answers in live records
Find a student and their enrolments
Check course progress and outstanding work
Look up bookings and available session times
Choose and revoke access
Sign in, choose your organisation and access, then connect. Your role limits every action. Disconnect from Connected AI at any time. Your organisation controls AI access to personal records.
Keep important decisions in RTObase
Everyday record updates and bookings are available within your access. Payment and invoice changes, refunds, certificate issuance, lodgement and new assessment submission reviews stay in the app. Your assistant is instructed to explain changes and ask first.
How it works
Four steps. You stay in charge.
The agent handles the searching and the setup. Every decision stays yours.
01
Find the work
Ask a question about your current records.
“Who hasn’t started?”
“Are there booking conflicts this week?”
Finding information does not change anything.
02
Open the form
The agent opens the real form with known details carried across.
Start a class or enrolment
Open a booking or employer invoice
You complete the form and press Save.
03
Review the change
Describe one update. Check it, edit it if needed, then approve it.
Correct a student or enrolment
Move a booking or record a payment
One change, one approval.
04
Finish the job
Handle the follow-up without leaving the conversation.
Send a message or check a USI
Issue a certificate or prepare AVETMISS files
You approve each action. Normal checks still apply.
Easy to reach
Ask from any back-office page.
One click from any page
Open the agent beside your current page from the sparkles button. Ask about “this enrolment” or “this course” without searching for it again.
Cmd / Ctrl + K
Open the command palette and choose “Ask the agent”. Your question goes straight into the chat.
You stay in charge
You make the final call.
The agent finds and prepares the work. You submit forms and approve changes.
Questions do not change records.
You save every new record.
Direct actions wait for your approval.
Changes stay traceable.
Runs under your login
It uses your session and permissions.
Actions stay traceable
Data changes use the normal audit trail.
Roles and checks still apply
Each action needs your role’s area permission.
FAQ
Admin Agent FAQs
Short answers about access, approvals and cost.
It can find records and work needing attention, open forms, prepare updates, send messages, check USIs, issue certificates and prepare AVETMISS files. It does not run unattended, charge cards or upload files to government portals.
No. Lookups run straight away. A new record opens the real form for you to complete. Any direct change waits for your approval. A job with several steps needs several approvals.
No. It uses your login and the same access rules as the dashboard. It cannot reach another organisation or give you a permission you do not have.
Admins and staff with the required area permissions can use the Admin Agent. Trainers do not have access. The available tools follow your role, including custom roles on Business and Custom. Protected organisation settings remain admin-only.
Yes. Connected AI lets a compatible assistant work with your live RTObase records on every plan. Sign in from your assistant, choose your organisation and access, and connect. Token setup is also available. Your assistant must support custom connections to other software, which may depend on its plan or workspace settings. The setup guide explains what your assistant needs. An RTObase admin must first enable AI access to personal records.
No. Connected AI can find records, check learner progress, update everyday records and arrange bookings within your permissions. Payment and invoice changes, refunds, certificate issuance, AVETMISS lodgement and new assessment submission reviews stay in RTObase. The connection tells your assistant to explain changes and ask first; approval happens in your assistant rather than through the Admin Agent approval cards.
The current conversation stays open as you move around the back office. It also survives closing and reopening the panel. It does not carry across devices.
Yes. Data changes use the normal audit trail. Agent history also records requests and results when available.
No. It is included on every plan: Startup, Business and Custom. AI is never gated behind a tier at RTObase.
Spend less time on admin.
Find the work, open the right form and keep moving. You stay in control. Included on every plan.
No credit card required. The Admin Agent is included on all plans.