Lifecycle Dashboard Overview

The lifecycle dashboard is the home screen for RTObase. It tracks every student through four stages: from the moment they're a committed enrolment to administrative close-out, and places the team's most urgent work beside the current stage. Alumni renewals live on their own Renewals page (see below).

When you log in as an admin or staff member, you land here.

Access required

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

The queue and its links only offer work your role can access. Acting on a student, assessment, payment or other record also needs that area's Edit or Manage permission.

The four stages

Each stage has its own URL: /lifecycle/pipeline, /lifecycle/enrolled, and so on, and its own drill-down with paginated rows showing the actionable students in that stage.

Renewals

Qualified students (alumni) are no longer a funnel stage. The four stages measure current occupancy (who sits in that state right now, within the selected period), while alumni are a cumulative, all-time book: a 5-year certificate issued four and a half years ago is due for renewal now even though its student has shown no recent activity.

The Renewals page (/renewals, in the sidebar just below Work Queue) re-engages past students before their certification lapses. Only alumni from courses with a renewal period are listed, because the rest aren't actionable, and counts are always all-time, so the lifecycle period selector doesn't apply.

Use the Expiry date range to focus on qualifications expiring within a campaign window. Next 6 months fills the range for you. A complete date range enables two System Message actions:

• Schedule reminders queues every configured reminder date that is still in the future. This explicit action includes imported records and skips dates that have passed.
• Send now queues an immediate reminder for matching students when you do not want to wait for a future reminder date.

RTObase sends at most one message to each matching student for the campaign. Existing scheduled or recently sent renewal messages are not duplicated. The delivery channel and message content come from the organisation's Qualification renewal reminder automation, so review that automation before sending a campaign.

On the lifecycle dashboard itself, a compact Renewals card below the funnel keeps the all-time alumni total and the expiring badge one click away. Old /lifecycle/alumni bookmarks redirect to /renewals automatically.

Layout

The dashboard has three main parts:

1. Stage bar and period

Four tiles show the exact count in each stage, with an attention badge when work is blocked, inactive, overdue or ready for completion. Click a tile to open that stage. Use the period selector to choose the last 12 months, last 24 months, all time or a custom date range.

2. Current stage

The selected stage appears in the main column. Its paginated worklist shows:

• Student name and class or course
• A badge explaining the current state
• How long the student has been in the stage
• The next step that advances the student

Opening /lifecycle automatically takes you to the most relevant non-empty stage, preferring In Training for day-to-day delivery work.

3. Work queue

Members with access to the lifecycle see an urgency-ranked queue beside the stage, limited to work their permissions allow. It combines work from across RTObase, for example:

• Verified USI or approved exemption missing, or payment outstanding (blocks completion)
• Student USI awaiting automatic verification or needing correction after a Registry mismatch
• Identity document needs sighting
• RPL evidence to review
• Assessment submission or instrument attempt awaiting marking
• Forms needing attention
• Enrolments past their course's expected completion window (Overdue Enrolments: follow up, extend, or archive)
• Statements of Attainment ready to issue
• Open complaints, import conflicts, new website enquiries, training requests and uninvoiced employer enrolments
• Student care reviews, policy reviews and compliance items coming due. The bell shows these as Compliance, with the number overdue or due soon and the first item to work on

Operational sections only surface work that arrived in the last 12 months, so a decade of imported legacy records never buries today's queue. Undated items are always kept, and compliance clocks (policy reviews, student care reviews, compliance items, complaints and overdue enrolments) are deliberately exempt: they age into urgency, not out of it.

The lifecycle and notification bell show work grouped by type, with counts and the next step. Select a group or View all to open the full Work Queue. Search names, courses or actions, filter by Work type, and choose Everyone, Mine or Unassigned under Assignment. Page through the matching items without losing your filters. Each row names the next step and links to the record.

Use the assignee chip to claim an item, give it to another admin or staff member, or unassign it. Assignment changes appear across open staff sessions automatically. If a work group cannot load, its warning says the results are incomplete and offers Retry work groups. If assignments cannot load, retry them before relying on ownership filters.

The bell badge counts actionable work plus Critical compliance alerts only. The full open-alert total appears as a quiet Compliance checks line at the bottom of the notifications panel, one click from the Compliance page, so standing hygiene items never drown out today's work.

The Admin Agent can list these items and propose an assignment. Assignments always require your confirmation before the agent applies them.

Standing board-meeting, risk-register and other governance review reminders stay on the Compliance page, where their evidence and review cycle are visible. They are not duplicated as lifecycle work-queue items.

How to use it day-to-day

Sidebar navigation

The sidebar shows only what your role and your organisation's setup allow.

Main menu

Grouped menus (open on click)

Filter lists by status

Main lists such as Students, Enrolments, Classes, Bookings, Courses and Invoices have a status filter in the toolbar above the list. Tick one or more statuses, or choose All statuses.

• Most lists open on their usual status: Active for students, enrolments, classes, assets, employers, units, locations and funding contracts, and Scheduled for bookings. Courses, invoices and lodgements open on every status.
• The selected statuses are part of the page address, so you can bookmark the list or share the link with a colleague.
• Saved views keep the statuses they were saved with.
• Old links to a status page, such as /students/archived, open the list with that status selected.

User menu

Click your name at the bottom of the sidebar to open your account menu:

• Account: Update your personal details and security settings
• My trainer day: Shown when your login is also linked to a trainer record. It opens the trainer app as you, with your own permissions. Select Back to the office in the trainer app to return. The device remembers which one you used last.
• Connected AI: Use RTObase from an AI tool such as Claude or Codex
• Sign out: Sign out of RTObase

To work in another RTO, click the organisation name at the top of the sidebar and choose Switch Organisation.

Support

The speech bubble icon in the top navigation opens the support panel. From here you can ask the AI assistant a question (it searches RTObase documentation), create a support ticket, or chat with our team in real-time.

Search

Use the search bar (or press ⌘K / Ctrl+K) to quickly find students, courses, classes, enrolments, trainers, and documentation articles. Multi-word queries are supported.

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