How to Add a Class

A class is a group of learners on one course, with a trainer and a location. Its sessions are the dates, the times and the trainer for each day. This guide covers creating and managing classes.

A class on a unit course can hold learners from different qualifications and skill sets that share the unit. They join through their unit course enrolment; see Unit classes.

Classes are available only for courses whose Delivery structure is Scheduled classes. Individual-booking courses use Bookings instead, while online-only courses have no physical schedule. RTObase blocks adding a class to either of those course types; create a separate class-scheduled offering if the same training product also runs as a cohort.

Access required

Choose the task you are doing. Each row is a separate action.

Taking payment and issuing completion documents are separate actions described below. Assigned trainers use their own class-day screens.

Learner calendar invitations

When a learner is notified about enrolment and Session Calendar Invitations is enabled in Communications → System Messages, they receive a calendar invitation for each upcoming class session. After timetable, venue or cancellation changes are saved, review and select the learner calendar changes you want to send. Finishing without sending keeps the previously published calendar until you choose to publish the change. Calendar invitations can be sent while the learner still needs to complete their skills check. Taking attendance or changing only the trainer sends no calendar email. Dates with a time still to be confirmed are offered only for future days. Invitation responses are not attendance records.

Plan classes on the calendar

Open Class Schedule and choose Calendar to see class sessions by Day, Week or Month, in one lane per trainer or per location. List shows the classes as a table. The Requests tab holds employer training requests. Online and self-paced classes have no class days, so they are not on the calendar; find them in List or on the course's Classes tab.

• Move a session. Drag a session to another time or day, or drag its edge to change its length. Review the change, save it, then choose whether to send learners the new time.
• Give one session another trainer. With trainer lanes, drop a session on another trainer, or open the session and choose Change trainer. RTObase shows that trainer's credential and Trainer Matrix warnings before you confirm. Only that session changes; the class trainer and the other sessions stay. That trainer then sees the day on Today and Calendar and can take attendance, show the check-in QR, record unit results and finish the day, and opens the class from their trainer app. Their hours for the day count on their timesheet, and their leave is checked when the day moves. A venue belongs to the class, so a drop on another location lane is refused; change the venue on the class.
• A session's trainer is the day's trainer. Each new session takes the class's trainer. A session with no trainer shows No trainer assigned; no trainer can run it or record its unit results in the trainer app until you give it a trainer. The office can still take its attendance. An upcoming session with no trainer counts on no timesheet; a past one counts for the class's trainer, who ran it. A past session with no trainer shows the class's trainer as plain text.
• See what blocks a day. The calendar shades org lock-outs and the venue's closures, shows trainer time off and pending leave in trainer lanes, and shows each trainer's bookings as read-only blocks. A session inside its trainer's leave shows an amber warning. A move onto a lock-out, a closure, the trainer's leave or another class or booking is refused before any dialog, with the reason.
• Add a session to a class. In Day view, drag across empty time in a lane and choose New session. Pick a Draft, Private or Public class, check the date and times, and click Add session. The list starts with the lane's trainer's or venue's classes; clear the tick to see every class. The session takes the class's venue and trainer, learners already in the class join it if it has not started, and the class dates follow its sessions. A session on a lock-out, a closure, the trainer's leave or another class or booking is refused with the reason. Then choose whether to send learners the new day.
• Add a weekly run of sessions. Tick Repeat weekly in the New session form, pick the days of the week, and choose when it ends: On a date or After a number of sessions. Before you save, the form lists every day it adds and every day it skips, with the reason: a lock-out, a closure, the trainer's leave, or a day the class already has a session at that time. Skipped days do not count, so After 20 sessions still adds 20. The run saves together or not at all, and a refusal names the day to change. One run adds up to 200 sessions, and fewer for a large class: up to 2,000 learner sessions, such as 100 sessions for 20 learners. To continue an existing timetable, open a session and click Repeat session: the form opens for that class at the same times, a week later. The New Session button on a class's Attendance tab opens the same form for that class.
• Start a new class from the calendar. Drag across empty time in a Day lane and choose New class. The new class form opens with that trainer or venue and those times.
• Block out time from the Block out button: Trainer time off or Org lock-out. In Day view, drag across empty time in a lane and choose Block out trainer or Org lock-out.

Changing a class's venue also moves its upcoming class days to that venue; review the notice and any saved learner calendar changes before sending. Changing the class's trainer moves only the sessions the old trainer still holds that have not ended and have no attendance, so a day in progress moves too. Earlier days stay with the trainer who ran them, including their unit results. It is refused when the new trainer's credentials have expired, or when they are on leave or already booked on one of those days.

Subscribe to the class schedule

On Classes, click Subscribe to follow every class in the organisation from Google, Outlook or Apple Calendar. Choose Add to Google, or copy the feed URL and add it to Apple Calendar or Outlook as a calendar subscription. Download .ics saves a one-off copy that does not update. The feed shows each class session from 90 days ago to a year ahead under the class name, with the course, trainer and location. Online-only classes are left out. Changes update the same calendar events, and a cancelled class or class day stays on the calendar as cancelled. The feed contains no learner details.

Everyone in the office shares one feed link. Anyone with the link can view the schedule, so keep it private. If it reaches the wrong person, click Regenerate and confirm. The old link stops working straight away and subscribers need the new one.

The link also stops working when the person who created it leaves the organisation. The next person to click Subscribe gets a new link. Trainers subscribe to their own classes and booked sessions from Calendar in the trainer app.

Prerequisites

Before creating a class, you need:

1. At least one course: Create a course first
2. Recommended: At least one unit: Manage units for the course
3. A location: Set up locations. Every new class needs one.
4. Recommended: A trainer: Set up trainers

Creating a class

Class detail page

After creating a class, you'll see tabs for Overview, Enrolments, Attendance, Assessment, Payments, Communications, Details and Activity, plus Compliance where it applies. Payments needs Invoices and payments: View, and Communications needs Email, SMS and notifications: View.

Overview

Key class information:

• Course name and code
• Delivery window, from the first session's start to the last session's end
• Trainer and location
• Status
• Enrolment count

When the sessions move, enrolment activity dates follow them, except for an enrolment already in a lodged NAT00120 file or one transferred in. The overview names the enrolments whose dates are locked by lodgement.

Enrolments

View and manage students enrolled in this class:

• Student name and enrolment status
• Progress percentage
• Quick actions (view profile, send message)

Add one student:

1. Click Add Enrolment
2. Search for the student
3. Review the enrolment details and click Enrol

Add a cohort:

1. Click Enrol multiple
2. Search for and add up to 50 active students
3. Choose whether to send the enrolment confirmation
4. Review the complete list, then confirm the batch

RTObase creates the cohort as one operation. If any selected student cannot be enrolled, no partial cohort is created.

Add Enrolment and Enrol multiple show only while the class reads Private or Public. A Draft, Completed or Cancelled class does not offer them, and nor does a class whose course is Draft or Closed. Learners already in a class keep their enrolment if the class goes back to Draft.

A learner cannot sit two class days at the same time. If a new class day overlaps a day the learner is already booked for in another class, RTObase names that class and day and adds nobody.

Unit classes

A class on a unit course is a unit class. Qualification and skill set learners sit in it through the unit course enrolment their qualification created; they do not get a second enrolment.

• Add one learner. Open the learner's qualification enrolment, go to Unit courses and choose Add to class on the unit course. Pick a class on that unit course. Change class moves them to another one, as a reassignment or a transfer.
• Add a cohort. Enrol multiple on a unit class places each selected learner's existing unit course enrolment. A learner with no enrolment in that unit course, or one already in a class for it, is refused by name.
• Results. Each unit class day's trainer records unit results for these learners on that day. Each result lands on the learner's qualification or skill set enrolment, for units that qualification includes.
• Dates. The unit class's first and last session set the unit course enrolment's activity dates. The same dates are the qualification enrolment's dates for that unit course's units: a unit result recorded later starts on them, and units not yet started or continuing move when the class moves. A unit in two of the learner's unit classes spans both. Once the qualification enrolment has been lodged with the regulator, only units not yet started move. A unit with a result, and every unit of a qualification enrolment transferred between classes, keeps its dates. Leaving a unit class puts the units that still carry its dates back on the qualification's dates. The qualification enrolment's own dates do not change.
• Results scope. A unit class day's trainer can record any unit of the course for any learner in the class on their day, as the assessor, within the Trainer Matrix.
• Seats count qualification and skill set learners alike.

A learner can sit in the qualification class and its unit classes at the same time, as long as no two class days overlap.

Export class list: Click Download to export a comprehensive CSV with student details, enrolment data, payment amounts, and custom field values. The export includes student ID, USI, contact details, address, enrolment type, status, amount paid, and any custom fields configured for your organisation.

Payments

Track payments for this class's enrolments:

• Payment amounts
• Status (succeeded, pending, failed)
• Transaction references

Attendance

Track class attendance for face-to-face delivery:

• Create class sessions with dates and times
• Mark attendance for each student (Present, Absent, Late, Excused)
• Use bulk marking to record all students at once
• View attendance history across sessions

When the course has Forms set to run before or after each session, learners complete them for each class day in the trainer app. See Forms before or after each session.

Assessment

View and manage assessment outcomes for all enrolled students:

• Grid showing students and their results per unit
• AVETMISS outcome codes with colour-coded cells
• Record assessment results directly from the gradebook
• See at-a-glance who has completed which assessments

Admins and staff can finish the class from the header's Complete class button, or from Complete and issue on the Assessment tab once students have every unit competent. See Issue a Statement of Attainment.

Communications

The Emails view is the email log for this class:

• Bulk emails sent to students
• Individual messages

Send bulk email:

1. Click Send Email
2. Choose a template or compose from scratch
3. Select recipients from the student checklist, archived students are unchecked by default, and secondary emails (from student contact records) appear as optional unchecked sub-rows
4. Confirm and send

Send class reminder: Click Send Class Reminder (bell icon) to send a reminder to all enrolled students via email and SMS. The reminder uses your configured class reminder template and includes merge tags for the next session date, time, and location.

The SMS view holds SMS history and sending:

• View sent messages
• Send bulk SMS to students

Editing a class

Class status workflow

The class list and class page show one status badge. Hover over it to read what it means.

A class is never more open than its course:

• A class of a Draft course reads Draft.
• A class of a Private course reads Private, even when you set it to Public. The Status field then says why.
• A class of a Closed, Superseded or Archived course reads Closed.
• A class an employer has booked reads Private. Its learners join through the check-in link.

Draft → Private or Public

When you've finished setting up and want to accept enrolments:

1. Edit the class
2. Change Status to Private or Public
3. Save

You can move a class between Private and Public at any time.

Private or Public → Completed

When training finishes:

1. Ensure all student outcomes are recorded
2. Edit the class
3. Change status to Completed
4. Save

Completed classes:

• No longer accept new enrolments
• Remain visible for historical reference
• Are included in AVETMISS reporting

Cancel a class

If a class won't run:

1. Communicate with enrolled students
2. Process any refunds needed
3. Edit the class
4. Click Cancel Class and confirm

Cancelled classes:

• Hidden from public enrolment pages
• Students remain enrolled (update individually if needed)
• Preserved for records

Viewing my classes (Trainers)

Trainers work in the trainer app. Their assigned class days appear on Today and Calendar. A class day opens attendance, the check-in QR, learner Forms, activities and the trainer's sign-off. See Class delivery.

Office staff with a linked trainer profile can open the same view from My trainer day in their account menu.

Trainers cannot:

• Create or edit classes
• Modify enrolments
• Access other classes

Bulk class creation

To schedule many intakes of the same course at once, open Class Schedule and select Bulk schedule. The wizard has three steps: Course, Schedule and Review. Choose one of two shapes:

• Repeating classes: one single-day class for each chosen weekday across a date range, such as a first aid class every Saturday.
• One multi-week cohort: one class with a session on each chosen weekday over a number of weeks.

The Review step lists any proposed day that falls on an org lock-out, a venue closure or the trainer's time off, with the reason, and leaves it out. A repeating class with no days left is dropped, and a cohort keeps its remaining days.

The wizard sets the new classes to Draft or Public. With an Employer booking, it says the classes will save as Private. To make a bulk class Private without a booking, change its status on its class page afterwards.

Public class listings

A class appears on your website, in the enrol widget and in embeds only when it reads Public. That needs all of these:

• The class status is Public.
• The course is Public: active, open to enrolments, with its page made public. See Course status.
• No employer has booked the class.

The public enrol paths follow the same rule. A direct class link, checkout and team bookings take only Public classes, so an old link cannot enrol anyone into a Draft or Private class.

To keep a running class off the website, set it to Private. Staff can still enrol people, and attendance and check-in still work.

Common questions

Can one trainer teach multiple classes?

Yes. Assign the same trainer to multiple classes. Each class day they hold appears on their Today and Calendar in the trainer app.

Why can I not change a class's dates?

A Draft or Active class with sessions takes its start and end from them. Add, move or cancel a session on the Calendar or Attendance tab, and the dates follow.

Can I change a class's course?

Not recommended if students are enrolled. Instead:

1. Create a new class for the correct course
2. Move students by withdrawing and re-enrolling
3. Archive the incorrect class

What happens to enrolments when I cancel a class?

Enrolments remain linked to the cancelled class. You should:

1. Contact students
2. Either withdraw their enrolments or move them to another class
3. Process refunds if applicable

How do I see all enrolments across all classes?

Use the main Enrolments page in the sidebar. It shows all enrolments regardless of class.

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