Student management for every stage of training.

Yes. Connect your own compatible AI assistant to find records, check progress and handle everyday updates within your permissions. It is included on every plan and requires organisation AI opt-in. Business and Custom add scoped developer API keys and custom roles with View, Edit or Manage access per area. Payment and invoice changes, certificate issuance and new assessment submission reviews stay in the app.

An RTO student management system (SMS) is the core software an Australian Registered Training Organisation uses to hold one record per student and run training on it: enrolments, unit outcomes, Unique Student Identifiers, class scheduling, payments, certificates and AVETMISS reporting. Because national VET reporting is mandatory, an Australian SMS has to store data in AVETMISS shape rather than as generic contact fields, so the reporting files come out of the same records staff use every day. RTObase is an RTO student management system that also includes online course delivery, a public website with online enrolment, and compliance monitoring on the same record.

Not with RTObase. Course delivery is part of the platform, so learners open their online lessons in the same branded portal they use for enrolment, payments and certificates, and their progress sits on the same enrolment record staff report from. You can also bring existing SCORM 1.2 packages into an online lesson. Running a separate LMS means a second subscription, a second login for learners and a sync between two systems that has to be reconciled at audit time.

Export your AVETMISS NAT files from your current system and upload them to RTObase under Settings, then Import. The import brings across locations, units, courses, students, enrolments and training activity, creates any unit referenced by a NAT00120 enrolment that is missing, and checks imported units against training.gov.au for supersession. Students that match an existing record by USI are shown in a merge dialog so you decide field by field. You review the whole result before going live, and an import can be deleted to reverse every record it created. The Business plan includes hands-on migration support.

RTObase generates AVETMISS Release 8.0 NAT files directly from your live student and enrolment data, validates them first, and flags issues such as missing USIs, invalid postcodes and impossible dates against the exact record to fix. You download the validated set and upload it to NCVER AVS for fee-for-service activity. If AVS rejects something, you import its validation report and every error is mapped to the student and field to correct. AVETMISS reporting is included on every plan, including the free Startup plan. Government-funded activity is always lodged with your state or territory training authority rather than directly with NCVER.

Yes, once the RTO has completed USI Registry machine-to-machine setup. After that, RTObase verifies supplied USIs against the Australian Government USI Registry automatically in the background, without anyone pressing a button, and staff can trigger verification immediately from the student profile when they need the result now. Each verification is recorded in the student's activity feed with a date, and both standard and single-name students are handled. RTOs that verify through the USI portal instead can mark a USI as verified manually.

Yes. In RTObase you create classes against a course, assign trainers, mark attendance and track progress and outcomes through a gradebook, all linked back to the enrolment. RTOs that deliver one student at a time, such as driving schools, practical assessments or simulator time, can switch on the optional Scheduling module, which matches a qualified trainer to the right vehicle, room or equipment and refuses to save a booking that would double-book a trainer, assessor, asset or student.

RTObase starts at $0 per month on the Startup plan, where you pay 2% + 30c per enrolment, capped at $4 + GST. The Business plan is $499 + GST per month flat with no per-enrolment fees, text messaging under a fair-use allowance, and hands-on migration support. There is no seat-based pricing, no setup fee and no lock-in contract, and the website builder, course delivery, AVETMISS reporting and AI features are included rather than sold as add-ons.

Primary RTObase data is stored in Australian data centres and encrypted at rest and in transit, with automatic backups and audited change history across core student, enrolment, training and assessment records. Selected subprocessors are used for features such as AI, communications, payments and analytics, as disclosed in our Privacy Policy. RTObase supports long-term record-retention workflows, and each RTO remains responsible for applying the retention and disposal requirements that apply to its own records.