Employer Management

Track organisations that fund or sponsor student training. Employers link to students and enrolments, enabling invoicing, portal access, and ASQA Quality Indicator surveys.

Access required

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

Employer contacts use their employer portal sign-in and employer association. An employer contact does not receive staff permissions or access to other employers.

Creating an employer

Follow up with an employer

The employer summary shows its Owner, follow-up date, reason, places left and amount owing. Assign an owner and set the next follow-up so it appears in that person's My follow-ups due worklist. Open the employer from the worklist, record what happened, and set the next date and reason if more work is needed. An unassigned follow-up appears on no one's personal worklist.

Course places

Staff use the employer's Places tab to place an order for a course, see places remaining, use places for eligible enrolments and take unused places back. Employers can also buy places from their portal. A paid card order makes its places available; an account order uses the employer's approved credit terms and creates an invoice. Places remaining and amount owing follow the linked enrolments, invoices and payments.

Account terms need Invoices and payments: Edit access. Set whether the employer can order on account, its credit limit and payment terms before offering account orders. A captured payment that cannot be placed stays available for staff review rather than asking the employer to pay again. The buyer can receive a places-ready email, and staff can receive order and held-payment notices through System Messages.

Employer detail page

The employer detail page has eight tabs:

Details

Read-only view of all employer information, company details, billing address, payment method, and notes. Click Edit to modify.

Contacts

Manage people at the employer organisation. Each contact has a name, email, phone, and role. Click a row to open the contact and edit it.

Adding a contact:

1. Click Add Contact
2. Enter name, email, phone, and role
3. Check Main contact for the person who should receive emailed invoices (if they have no email, invoices go to the company email). An employer has one main contact: choosing a new one replaces the old one. Staff who use "view as" on this employer also see the portal as this person. Every approved contact keeps full access to the employer portal, whether or not they are the main contact
4. Optionally tick Send portal welcome email to email the contact sign-in instructions and an overview of the employer portal
5. Click Save

Actions menu: Each row has a ⋯ menu with Send portal welcome email and, for approved contacts with an email, Send Employer Questionnaire (see QI questionnaires below).

Portal welcome email: The welcome is never sent unless you ask for it. To send it later, or again, open the ⋯ menu on the contact, choose Send portal welcome email and confirm. The contact needs an email address, and a contact awaiting approval must be approved first. Edit the wording, or turn the message off, under Communications → System Messages (Employer portal welcome). While it is off, the menu item is unavailable.

Approving a contact: A contact who registered themselves shows Pending approval and an Approve button on their row. Approve them to give full portal access.

Editing and deleting: Click a row to edit the contact. To remove a contact, click Delete at the bottom left of the edit dialog and confirm. Their portal access is revoked.

Students

View students linked to this employer with their employment status (Current or Past).

Linking a student:

1. Click Add Student
2. Search for the student by name
3. Click to associate them

Unlinking a student: Click the unlink icon and confirm in the dialog.

Requests

View training requests submitted by employer contacts through the portal. Each request shows the course, number of employees, requester name, date, and status. To work every employer's requests in one list, open the Requests tab of Class Schedule. Organisations without the Class Schedule use the Training Requests page, and old links to it open the Requests tab when the Class Schedule is on.

Approving a request:

1. Click Approve & Enrol on a pending request
2. RTObase creates every eligible enrolment together, or leaves the whole request pending if one cannot be created
3. Review the separate choices to notify the employer and the learners, and preview the employer decision message before confirming. Learners selected for notification receive their enrolment confirmation, or a link to complete their skills check when the course requires one

Declining a request: Click Decline, review whether to notify the requesting contact, and confirm. Use Preview to check the decline email. The contact sees the updated status in the portal even when you save without sending.

Group class requests

An employer can request a workplace class before naming its learners. The contact chooses an active class course, the expected number of learners, the training site, and an optional preferred date and note. Staff see the request in the employer record and on the Requests tab of Classes.

To accept it, create an empty class for the same course and site with enough capacity, then choose Schedule class on the request. Review Notify the employer and preview the group-class confirmation before saving. RTObase links the whole request to that class and requests the message only when you choose it. The class check-in link stays off until staff enable it. Staff can decline a pending request; cancelling its linked class also marks the request cancelled.

Learner check-in for an employer class

On an active, single-session employer class, staff can enable the check-in QR from the class overview. Learners scan it from one hour before the session starts until it ends, verify their email, and enter their name and date of birth. The check-in adds each eligible learner to the employer class without an individual checkout. Attendance is recorded once the session has started. Staff can disable or rotate the link from the class page.

Enrolments

View all enrolments linked to this employer. Shows student name, course, class, status, and creation date. Click New Enrolment to create one linked to this employer.

Invoices

View and create invoices for this employer. Shows invoice number, total, status, due date, and creation date.

Creating an invoice:

1. Click New Invoice
2. RTObase automatically finds uninvoiced enrolments and keeps each selected enrolment linked to its invoice line
3. Click Add next to a group to create a line item with the correct quantity and unit price
4. Add custom line items if needed
5. Set due date and save

Resending an invoice: Click Resend on a sent invoice to email it again to the employer contact.

See Employer Invoicing for details.

Emails

View the email history for this employer, including invoices, survey invitations, and manually composed messages. Click Compose, choose the contact in To, and add any other contacts in Cc before sending.

Audit Log

Audit access is separate from viewing or changing the business record. Grant it only to members who need to review change history.

Shows the change history for this employer record with Audit log: View.

Employer contacts and portal

Employer contacts get their own portal where they can view their organisation's training activity without needing an RTObase login.

Administrators can use View as employer on the employer detail page to inspect the contact's portal. This preview is read-only: adding employees, requesting training and booking lessons are disabled. Contacts awaiting approval see the same access restrictions in the preview.

Invoice payment eligibility is also calculated in the preview, so administrators see the same gateway or invoice blocker as the employer. The payment action remains disabled while impersonating.

Inviting an employee to request training

An employer can send an employee a registration request. The employee opens the employer-specific invitation link, verifies their email through the callback link, completes any missing profile details, chooses the requested course and submits a note for the RTO. This creates a training request for staff to review; it does not silently enrol the employee into a class.

If the employee is already enrolled in the selected course, RTObase does not create a duplicate request. The confirmation takes them straight to that course in the student portal.

Add your team

While an employer has no employees on its roster, Add your team sits at the top of Home. It has two steps:

1. Add the employees to train: Enter employees manually (row-by-row) or upload a CSV file. If an employee already exists in the system, they are automatically linked.
2. Now, request training: Select a course and choose which employees to enrol. This creates a training request for the RTO to review.

Until the employer has employees, the portal hides the pages that need them: Requests, Completion documents and Employees. A contact can still buy places and book a group class.

What contacts see in the portal

The portal has four sections, shown as tabs in the header and as bottom tabs on a phone: Home, Training, People and Payments. Payments shows a count of unpaid invoices. The portal header shows your logo, or your organisation's name when you have no logo.

• Home greets the contact and shows:
  • Needs your attention: each unpaid invoice (an overdue one has a red Overdue badge and opens the payment with Pay now, others show the days until due), unpaid and under-review places orders, training and group class requests waiting on you, and learners who still owe a USI, completion Form or team enrolment details. With nothing to do it says You're all caught up.
  • Upcoming training, next 14 days: this employer's group classes and the sessions at its sites in the next 14 days, in time order, each linked to its page. Classes already under way are included. Finished and cancelled classes are not.
  • Your places: places left per course, with See all places.
  • Your account: the amount owed, the credit limit and payment terms when the employer is on account, and View invoices.
• Arrange training on Home asks Do you know who's going? and sends each answer to the existing flow: Yes, book them into a class (a group class request), Yes, but no class suits (a training request, shown once the employer has employees) or Not yet, buy places to use later. Add people sits underneath.
• Training holds Requests, Places, Group classes and Completion documents. It shows employee enrolments, progress, trainer recommendations, training requests and course places. Eligible employees can book an offered lesson time or send a preferred-time request with its venue.
• People holds Employees and Share link. It shows employees and their current or former association with the employer.
• Payments holds Invoices. It brings invoices and orders together, with one balance due after recorded payments and Xero settlement.
• Issued completion documents remain available to download, individually or together.
• On-site sessions at a location hosted by the employer remain scoped to that employer's workers.

A contact awaiting approval sees only Home.

Each learner

Select an employee under People to open their training with this employer. The page shows outstanding USI and completion Forms, unfinished team enrolment details, course progress, unit outcomes, assessment outcomes, attended and booked sessions, and the trainer's latest recommendation. Assessment answers, evidence, feedback and private screening details stay with the provider. A contact awaiting approval cannot open the roster or a learner page.

After a learner checks into an employer class, the confirmation shows the enrolment items still to do and links to the portal. Checking in does not mark their training complete.

Training progress and trainer recommendations

On the portal's Training page, the Employee enrolments table shows each employee's Progress, the same percentage the learner sees in their own portal, and Trainer recommends, the trainer's latest recommendation: Keep training or Ready for assessment.

Click Sessions on a row to open that employee's recorded sessions. Each session shows its date and time, the trainer and the recommendation. What was covered and the next steps appear only when the trainer ticked Share this entry with the employer when recording the session.

Shared notes stay with the employer they were shared with. If an enrolment moves to another employer, the new employer sees progress and recommendations but not the notes shared with the previous employer.

Contacts awaiting approval do not see employee enrolments or sessions. Recommendations help plan the next session. They do not replace an assessor's competency decision or issue a completion document.

Downloading employee completion documents

Once a completion document has been issued for an employer-sponsored enrolment, an approved employer contact can open Completion documents in the portal.

• Each issued document appears as a card so the employee, course, document number, issue date, and full download action remain visible on desktop and mobile.
• Click Download on one employee's document card to generate that PDF.
• Click Download all to generate a ZIP containing every listed document.
• The portal includes SOAs, non-accredited Statements of Completion, and Qualification Certificates.
• Voided documents are removed automatically.

For documents with a complete issuance snapshot, the PDF preserves the exact unit codes, names, outcomes, and order recorded when the document was issued. Older metadata-only records use the current unit data because no complete historical unit list exists. If an issued unit list is wrong, staff should void and reissue the document rather than silently changing the existing document number.

Managing portal access

Invite an employer contact from the employer's Contacts tab. Contacts sign in through the employer login page using their email and the sign-in flow offered there. Staff no longer generate a reusable portal token. Approve a contact awaiting approval only after checking that they represent the employer.

Public team enrolment ("Enrol my team")

Workplaces can enrol a whole team from your public class page, no staff involvement needed until (and unless) something needs review.

How it works

Matching an existing employer (quarantine)

If the ABN matches an employer you already have, the coordinator is attached to that employer, but quarantined unless their email is already one of its contacts. A quarantined contact sees only their own team enrolment orders in the portal; the employer's roster, invoices, and training requests stay hidden until you approve them.

To approve: open the employer's Contacts tab, quarantined contacts carry a Pending approval badge, and click Approve. They immediately get the full portal.

Attendee details and resending links

Each attendee completes their own compliance details via a single-purpose emailed link (valid 30 days, locked once submitted). The coordinator can track progress on the portal's Enrolment progress panel and resend or copy a link for anyone who missed the email, resending generates a fresh link and invalidates the old one. Staff can also resend from the admin agent (resend attendee self-complete link).

Intake closes after payment

If a course closes to new enrolments after payment, some attendees may already have enrolled while others could not be placed. RTObase keeps the successful enrolments and records the captured money for the unplaced attendees for staff to resolve by refund or manual placement.

Attendees who enrolled can still receive their links to complete missing details. The employer confirmation and paid tax invoice wait until the unplaced seats are resolved. Repeated payment callbacks do not send duplicate attendee invitations.

Capacity and refunds

Seats are checked against class capacity before payment and re-verified after it. If a simultaneous purchase takes the last places, the overflow seats are marked Seat unavailable and an activity-feed alert on the employer tells you to refund them.

1. Process the refund in your payment gateway dashboard (the alert includes the transaction reference and per-seat amount)
2. Record it via the admin agent's mark employer order seat refunded action with the gateway refund reference, the seat is closed out and the refund is noted on the employer's activity feed

Employer invoicing

Create invoices for employer-funded training directly from enrolment data.

Creating an invoice

When you send an invoice, the email opens that invoice directly on the employer's verified tenant domain or RTObase subdomain.

Paying an invoice

Approved employer contacts can open a sent or overdue invoice in their portal and pay online through the organisation's configured gateway. Online payment requires every line to identify its unpaid enrolments; custom items without enrolment links need another payment arrangement.

The invoice also shows your saved bank details, payment instructions and invoice number as the payment reference. Staff manage these defaults in Settings > Payment Settings. Invoice emails include the payment details and a link to the portal invoice.

After returning from checkout, the contact can check payment status. A successful payment marks the invoice paid and records payment against its linked enrolments. If a payment needs review, the portal tells the contact to speak to the training provider before paying again. Online payment is unavailable during staff impersonation.

Invoice statuses

Xero integration

If the employer's payment method is set to Xero Invoice, invoices can sync to your Xero account. Line items include quantity, unit amount, and discount for accurate accounting.

QI questionnaires

Send the protected national Quality Indicator Employer Questionnaire to contacts.

Responses to the national Employer Questionnaire feed the Quality Indicator annual summary; see Quality Indicators Reporting.

Notes and checklists

Track follow-ups and action items:

1. Click Notes & Checklist in the employer header
2. Add notes about employer communications, agreements, or requirements
3. Use checklists for documentation tracking and internal processes

Archiving an employer

When an employer relationship ends:

1. Open the employer and click Edit
2. Click Archive in the bottom-left of the dialog
3. Confirm

Archived employers are hidden from the default list but preserved for historical records. To restore, open the archived employer and click Restore.

Linking employers to enrolments

When creating or editing an enrolment, you can optionally select an employer. This:

• Tracks which enrolments are employer-funded
• Enables invoicing from the employer's detail page
• Shows the enrolment in the employer portal

Employer portal course lists and training requests show the course title with the code of the qualification it delivers. Subject-only courses show no qualification code.

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