Lodgements

Lodgements are the batch-export workflow for sending completed enrolments to external issuing authorities, such as LGNSW for RSA/RCG, NSW Food Authority for food safety supervisor, and Department of Transport WA for heavy-vehicle training. One lodgement contains enrolments from one course and one authority. It can include class-free individual-booking enrolments.

The workflow has three stages: Export → Confirm → Done. RTObase tracks where each lodgement is so nothing slips between "we sent it" and "the authority confirmed they got it."

Access required

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

Who shows up in the queue

The "New Lodgement" wizard surfaces enrolments that meet all of these:

• Pipeline stage is Completing
• Completion status is Active or Completed (not Withdrawn / Archived / Deferred)
• Course has an Issuing Authority configured (set on the course detail page)
• The enrolment is not already in another lodgement
• The LLN completion gate is clear
• The enrolment is not a unit course enrolment. Lodge the learner's qualification enrolment, which holds their results and certificate.

Mixed-course batches are blocked. Every lodgement must contain enrolments from one course, but they do not need to share a class.

Creating a lodgement

Department of Transport WA LAPS worklists

DOT WA uses a manual-entry LAPS workflow. The downloaded CSV is a worklist, not a portal-upload file.

Before export, each student needs a date of birth, driver licence number and licence state. The student custom fields must also supply the LAPS eligibility check date, licence class, training start date and time, instructor MDL and number, eyesight results, visual-aids result, PDA date and time, assessor number, test vehicle registration, class restriction, and outcome. The wizard lists any missing required value against the student.

Export includes the permanent TCN or completion-document number assigned to each selected enrolment. Historical enrolments receive a completion-document number on first export if they do not already have one. Enter each row into LAPS, then record the LAPS Reference Number, lodgement date, and successfully accepted students in RTObase. Re-downloading the worklist keeps the same numbers.

NSW Police SLED draft notifications

For a course configured with NSW Police SLED as its issuing authority, the class enrolments page offers the NSW Police SLED menu to members with the class and reporting access listed above. It has two files:

• Enrolment notification CSV, due 3 business days before the course starts.
• Outcome notification CSV, all learners, which lists every learner in the class, including Not Yet Competent and Withdrawn.

The enrolment notification fills what RTObase holds: name, USI, contact details, date of birth, proof of identity, SLC type and government funding. It also fills the first aid certificate number and issue date, and for 1B, 1C, 1D and 1F courses the security licence number, from the learner credentials current on the class start date. See Record Learner Credentials. Complete the pre-enrolment assessment result and cluster pathway columns yourself, and any credential column left blank, before sending. Dates in every SLED file use DD/MM/YYYY.

When results are final, create an outcome lodgement and export its outcome notification. After issuing certificates, export the issued certificate notification from that lodgement's detail page. The certificate CSV includes only issued documents for enrolments in that lodgement. Review each CSV against your SLED instructions before emailing it. RTObase does not send these files to SLED for you.

Status flow

A lodgement can move backwards: Revert to Exported clears the portal reference, lodgement date, and unconfirms all students, useful if the authority rejected the whole batch and you need to resubmit.

For a course where RTObase does not issue its own completion document, Exported remains an in-progress issuance state. Confirming the accepted student as Lodged completes that enrolment's pipeline; the public course and enrolment pages describe the configured authority outcome instead of promising an RTO-issued certificate. If the course still issues an RTObase completion document, document issuance remains a separate requirement.

Detail page actions

The lodgement detail page header shows context-sensitive actions:

Editing a lodgement date

Once a lodgement is LODGED, you can correct the lodgement date by clicking the pencil icon next to the date on the Overview tab. This updates the recorded submission date for every confirmed student in the batch, useful if the authority's portal showed a different processing date than what you originally entered.

Removing a single student from a batch

On the Enrolments tab of an EXPORTED lodgement, click Remove on any unconfirmed student. The student drops out of the batch and their lodgement_status resets to pending so they reappear in the wizard. This is useful when one student in a batch needs to be re-lodged with a different cohort or had a data fix mid-flight.

You can't remove a confirmed student, that would mean the authority already accepted them. Revert the whole lodgement to EXPORTED first if you need to undo a confirmed lodgement.

NSW Food Authority CSV: Email column

The NSW Food Authority CSV export includes an Email column alongside first and last name. A warning surfaces in the wizard when a selected student is missing an email so you can fix it before exporting.

Audit trail

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

Every lodgement event lands in the activity feed for each student in the batch:

• Lodgement Exported: when the CSV is generated
• SOA Issued / SOA Downloaded: if Statements of Attainment are issued in the same workflow

The lodgement itself has its own audit log tab showing every status change, edit, and confirmation.

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