Organisation Settings

Configure your RTO details, branding, and AVETMISS organisation data.

Last updated 19 Oct 2026

Organisation Settings

Configure your RTO's core details, AVETMISS organisation data, and branding settings.

Access required

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

Task	Required access
Change organisation settings, members, billing and integrations	Administrator

An administrator holds all of these permissions. Custom roles can receive website or communications management, but cannot receive organisation management.

Accessing settings

Click Settings in the sidebar
You'll see the organisation settings overview

Organisation details

Basic information about your RTO:

Open settings

Navigate to Settings from the sidebar.

Edit organisation details

Use the Details tab to update:

Organisation Name

Your RTO's legal name, pulled from training.gov.au during signup. This field is read-only and cannot be changed, it's used for AVETMISS NAT00010 reporting.

Display Name

Your RTO's trading or branding name. This is what students and staff see in the app, portal, and communications. You can change this at any time.

AVETMISS Training Organisation ID

Your unique identifier from the national register (max 10 characters). This is read-only: set during signup from your RTO code.

Example: 91234

Required for AVETMISS reporting and USI verification.

VET regulatorRequired

Select the regulator that registers your RTO: Australian Skills Quality Authority (ASQA) or Training Accreditation Council (WA). This applies to the organisation, not to individual courses. RTObase uses it when preparing nationally recognised completion documents.

Contact Person

Primary contact name for your organisation.

Email

Main contact email address.

Phone

Contact phone number.

Fax

Fax number (if applicable).

Website

Your organisation's website URL. Used in email footers. If you have a verified custom domain, this is set automatically.

Save changes

Click Save Settings to update your organisation details.

Organisation timezone

On Settings > Details, set the organisation Timezone for work without a training location, including online delivery and date-based tasks that need today's date. Signup suggests it from the RTO's address state. A location uses its own stored timezone.

Before saving a correction, review the count of upcoming sessions that will move. Their clock times stay the same in the new zone; past sessions keep their recorded times. Organisation-wide booking hours and future closures follow the new zone. An address change does not replace a timezone you have deliberately chosen.

AVETMISS organisation data

For NAT00010 reporting, additional fields:

Address details

Your RTO's registered address:

Street address
Suburb
Postcode
State

Organisation type

Select your RTO category:

Private training provider
TAFE/Government
Established RTO
School
University

Contact for AVETMISS

Designated contact for NCVER queries:

Name
Email
Phone

Operational modules

Use Settings → General to turn optional org modules on or off:

Qualifications & skill sets

Enable this if you enrol students into qualifications, accredited courses, or skill sets. It adds qualification selection on course setup and lets a qualification course nest unit courses. Leave it off for subject-only short-course delivery.

Bookings

Enable this if you schedule one-on-one sessions with trainer availability, assets, and booking requests.

Funded VET

Enable this if you manage government-funded contracts, state reporting fields, or apprenticeship identifiers.

Website & domains

Task	Required access
Configure website pages, branding and domains	Website: Manage

Configure your public-facing presence:

Organisation slug

Slug

Your unique URL identifier: yourslug.rtobase.com.au

The slug is set during account creation and cannot be changed. Contact support if you need to modify it.

Organisation ID

Your Organisation ID is displayed in the URL & Domains section with a copy button.

Custom domains

Custom domains are available on all plans:

Go to Settings → Domains
Under Add a custom domain, enter your domain (e.g., learn.yourrto.com.au) and click Add. The form validates as you type and previews the exact name that will be stored; an apex domain such as yourrto.com.au is added as www.yourrto.com.au, because a CNAME record needs a subdomain
Add the DNS records shown for the domain. Hosts are shown relative to your DNS zone, exactly as most DNS providers expect them, with @ meaning the domain itself, and every host and value has its own copy button
Click Verify. Once verified, the domain routes to your RTObase site

A website domain does not set up email. Email sending domains are added and verified separately under Email Settings on the same page. See Email settings.

If someone else manages your DNS, click Copy all for IT. It copies the DNS records for your website domains and email sending domains as one set of instructions to paste into an email or ticket.

If verification stalls (for example the DNS record was added a day late and the certificate order expired), press Verify again: verification re-checks the live state each time and repairs the hostname provisioning itself. If a domain is already connected to another organisation, the form says so instead of failing silently.

To disconnect a domain, remove it from the same page. Removal takes the domain out of your organisation, reports what was cleaned up, and frees the name to be added again.

Recommended: use a learn. subdomain for branded portals

A custom domain is optional, but we recommend pointing a subdomain of your own website, such as learn.yourrto.com.au: at RTObase. A verified custom domain serves your whole RTObase presence on your own address: your public website and your student portal and your employer portal, with your branding throughout. To send login and other emails from your own address as well, add an email sending domain under Email Settings. It's the simplest way to make the portals feel like part of your own website. You keep your existing main website (e.g. www.yourrto.com.au) exactly as it is.

Branding

Your RTO's visual identity (logo, colours, and favicon) is managed under Marketing → Branding, not in Settings. See Website Settings for details on:

Uploading your logo
Configuring brand colours (primary and secondary)
Adding a favicon

Legal content

Terms and conditions

Go to Settings → Legal
Enter or paste your terms and conditions
Students must accept these during enrolment

Privacy policy

Your privacy policy displayed on the website and during enrolment.

Refund policy

Your refund terms shown to students before payment.

Warning

Ensure your legal content complies with Australian Consumer Law and ASQA requirements.

Team members

Manage who has access to your RTObase account:

See Managing Team Members for detailed instructions on:

Inviting new users
Setting permissions
Removing access

Maintenance mode

Put your public website and student portal into maintenance mode while you make changes or perform updates.

Go to Settings → General
Toggle Enable maintenance mode
Confirm in the dialog

When enabled, visitors see a branded maintenance page instead of your website or portal. Disable it the same way to restore access.

Warning

Maintenance mode blocks all public access including student logins. Only use it for planned maintenance windows.

Default enrolment funding

Set the funding source pre-filled on every new enrolment, so staff don't have to change it each time.

Go to Settings → General
Under Default Enrolment Funding, set Funding Source (National) and, if applicable, Funding Source (State)
Click Save

Fee-for-service RTOs use 20: Domestic full fee-paying (the default). NSW Smart and Skilled providers set 11 with state code OTH. Each enrolment can still be changed individually, this only sets the starting value.

Billing

Go to Settings → Billing to review what you pay RTObase. The page header shows your plan, how you pay and your invoice email.

Current plan

Shows your current plan:

Startup (volume-based: pay 2% + 30c per enrolment, capped at $4 plus GST; free/fully-discounted enrolments carry no fee)
Business ($499 + GST/mo flat: no per-enrolment fees)
Custom (custom pricing)

Overview

The Overview tab has a running list of eligible enrolments, with pending fee estimates before monthly billing and recorded fees and invoice links afterwards. It also lists your RTObase platform fee invoices and paid tax invoices for fees taken at Stripe Connect checkout. Startup platform fees are billed on a monthly RTObase invoice that you pay by bank transfer. Open an invoice to see the bank details, payment reference and due date. See How platform fees are billed.

Settings

The Settings tab holds the Startup Invoice email, where RTObase sends invoices and receipts. It also has the upgrade options:

On Startup, click Upgrade to Business to start a Business subscription checkout.
On Business, click Manage Billing to manage the subscription in Stripe.
For Custom, use Contact Us.

Warning

New enrolments pause when an RTObase invoice is unpaid seven days after its due date, or when a Startup organisation has no valid invoice email once bank transfer is live. See When new enrolments pause.

Assessment and learning

Navigate to Settings → Assessments to manage organisation-level learning and assessment settings.

Online Lessons

Existing organisations that still use legacy delivery can select Enable Online Lessons. Enabling it adds the current Online Lessons authoring workspace without moving any existing course, enrolment, submission, or learner progress.

The organisation setting is permanent. After it is enabled, review and move each course independently from its course settings only when that course's Online Lessons content and operational cutover are ready. Courses that have not moved continue to use their existing delivery and grading workflow.

Assessment Tasks cover written workbooks, practical observations, projects, portfolios, workplace logbooks, RPL and mandated assessment instruments. They are versioned separately from Online Lessons and can be sequenced beside lessons in a course, so there is no separate V2 workbook system to enable.

Quality Indicator questionnaires

The same page shows the two protected national Forms used for Quality Indicator collection.

Learner Questionnaire

RTObase assigns this protected Form automatically when an accredited enrolment is completed. It is voluntary and never blocks completion or certificate access.

Employer Questionnaire

Send this protected Form from an employer's Contacts tab, or attach it to a course Form workflow with Employer as the respondent.

The national wording and response values cannot be replaced with an organisation-authored assessment. Only responses to these protected Forms contribute to the Quality Indicator report.

Email settings

To send emails from your own address, verify an email sending domain. Email sending domains are separate from website domains. You do not need a custom website domain to send from your own address.

Go to Settings > Domains and find Email Settings
Under Email sending domain, enter the exact domain your emails come from (e.g. yourrto.com.au) and click Add email domain
Add the DNS records shown for the domain. Each host, value and priority has its own copy button
Click Verify email. The domain shows Email Verified once the records check out. A second badge shows whether click tracking is verified
Set the sender details and click Save Email Settings:
- Sender Name: The display name in the "From" field
- Sender Email: Must use a verified email sending domain (e.g. noreply@yourrto.com.au)

Until you save a sender on a verified domain, emails are sent from hello@rtobase.com.au.

To stop sending from a domain, click its remove button and confirm. RTObase removes it from the email provider. You cannot remove the domain your Sender Email uses. Change the sender first. If removal stops partway, the domain shows Removal in progress. Click remove again to finish it.

Communications

Task	Required access
Configure communication templates and sender domains	Email, SMS and notifications: Manage

System Messages are configured in the Communications workspace.

See Communications, System Messages & Templates for details on System Messages, templates, and delivery History.

Integrations

Connect RTObase to other tools:

Available integrations

Stripe: Payment processing (see Payment Setup)
eWAY: Alternative payment gateway
Twilio: SMS sending

Data export

Export your organisation data:

Student export

Download all student records as CSV.

Enrolment export

Download all enrolment data as CSV.

AVETMISS export

Generate NAT files for reporting (see AVETMISS Reporting).

Keep going

Setting Up Payments →

Configure bank transfer, Stripe or eWAY for learner payments, and review and pay RTObase platform fees in Billing.

Managing Team Members →

Invite team members, set permissions, and manage access to your RTObase account.