Changelog

We’re rolling out new Long Course features from limited access over the next few weeks. Long courses offer better support for the complex enrolment journeys common across Certificates, Diplomas and other program-based training.

Today, we’re starting with Applications, so that you can now take applications online: applicants apply from your public enrol site and admins review, request changes, approve or reject. Alongside this release is a number of other improvements including Xero payment back-sync, support for enrolling students without an email, student survey QR codes, trainer archiving, company-specific locations, and more.

What's new

Long course applications

Published long courses now get their own page on the public enrol site, with course images, places left and a closing badge on each intake. Applicants enter their name and email and are emailed a link to their application.

Payment and enrolment into the cohort after approval are coming in a follow-up release.

Request changes on an application

Beside Approve and Reject, admins can Request Changes on a submitted long course application. Tick the steps to reopen (Your details, Terms, Application questions, Pre-requisites) and write a message.

The applicant is emailed, revisits only those steps and resubmits. The application shows "Changes requested" in the list until they do, its history keeps every request, and a sent-back application never expires.

Payments made in Xero sync back into RTOPilot

For organisations with Xero payment sync set up, a payment applied to an RTOPilot invoice directly in Xero is now recorded against that invoice in RTOPilot, so the invoice shows as paid in both places (and any certificates waiting on payment are released).

Manual payments you record in RTOPilot (cash, EFTPOS, bank transfer) and their refunds are also sent to Xero, into your business bank account. Payments RTOPilot already sent to Xero are never imported twice. If a Xero payment can't be recorded safely, for example it's more than the balance owing, it's skipped and shown as a warning on the invoice for you to check or dismiss.

Enrol students who have no email

In the admin enrol wizard, email is now optional. A student added without one is enrolled straight away as an organisation-managed student: no Student Portal access, no emails from RTOPilot, and the payment is External. Students with an email in the same batch go through the enrolment steps and payment you chose. CSV upload accepts blank email cells once you confirm, and existing imported students without a confirmed email can be enrolled again without adding one.

Student survey QR code in Run Session

The Review step of Run Session now has a Student Survey QR code. Trainers can display the code at the end of class; students scan it and land on the post-training survey for that class.

Archive trainers

Admins can archive a trainer in their organisation. Archived trainers are hidden from the trainers list and from every assignment picker, with a Show archived toggle to see them again. Past class and session assignments stay as they were. While archived, the trainer no longer sees your organisation's classes, resources or calendar events in their trainer portal, but can still log in and work for any other RTO. Unarchiving or re-inviting them restores access.

Company-specific locations from the admin company page

The Locations tab on a company page has a New Location button, so admins can add locations that belong to that company. Locations added by admins and by the company's coordinators are visible to both.

Enrolment QR code on admin class pages

The overflow menu on an admin class page now has an Enrolment QR option. It opens a scannable QR code for the class's public enrolment link, the same link as Share, including the corporate booking when there is one.

Improvements

• Invoice resend and download buttons now show on the enrolment timeline.

• RTOPilot never sends email to, or allows a login with, a placeholder (@sys.rtopilot.com.au) student address.

• The in-app support messenger is now available in the trainer, coordinator and student portals, not just admin.

• AVETMISS export errors link the enrolment id straight to the enrolment page.

Bug fixes

• Organisation logos and signatures are converted to PNG on upload, so they render on certificates.

• Compliance → AVETMISS: Download, View Error, Warnings and Delete are back on each export.

• Square organisation icons larger than 128×128 are resized automatically instead of blocking onboarding or theme saves.

• "Pick dates" opens again in Safari when creating a class from a corporate booking.

Admins working across time zones see class times in the venue's zone and the corporate bookings module UX has been improved.

What's new

Location-scoped time zones

Every location stores an IANA time zone (inferred from the address, or chosen when inference fails). Class and session times in the admin portal display in that location's zone, with an indicator when it differs from the viewer's browser — so an operator in one zone creating a 9am Sydney class can see what students will actually see.

Corporate booking page overhaul and comments

The corporate booking details page is rebuilt around a clearer facts/settings layout, enrolment stats, course and class rows with pricing badges, and class creation in a drawer without leaving the booking. Comments can now be added on bookings and invoices (with invoice comments rolling up onto the booking thread).

Stepped add-course flow and per-class pricing

Adding a course to a corporate booking is a stepped flow, and classes can be priced per class as well as with the existing models.

Pay now link on invoice PDFs

Invoice PDFs include an online payment link when the organisation can take payments, matching the Pay now button already on invoice emails. The link is hidden when the organisation cannot take card payments.

Improvements

• Custom data collection fields support rich-text help text, so enrolment forms can carry formatted instructions (bold, lists, links) instead of a wall of plain text.

• The booking enrol-page share picker shows each class's real remaining seats.

• Share All Courses can be filtered by location.

• Location contacts can be edited in admin and coordinator portals (org and company locations).

• The select-student picker shows date of birth when names collide.

• Passwords that are too guessable — product or company names and common words — are rejected at set/change time.

• Fee credits can now go up to $25,000 (was lower).

• Students, staff and coordinators are shown by legal name in operational lists; known-as stays on trainer and account surfaces.

• Automatic follow-ups also cover leads who never opened their enrolment email.

Bug fixes

• Leaving the admin calendar or changing month cancels in-flight requests, cutting down "Request Timeout" toasts from stale loads.

• Attendance PDF trainer/assessor signature sits at the foot of the page instead of immediately under the last attendee.

• Certificate builder: horizontal and vertical lines render on the PDF again; renaming a page updates the heading; inline text edits stick when you click the page to finish; link elements keep their URL when switched to a fixed value; dismissing a shell banner no longer leaves the editor at a stale height.

• NAT import accepts fee-for-service activity that carries a state funding code.

We’ve added a new way to pay for training with an eCommerce-like checkout experience so that students can enrol into classes from multiple courses in a single checkout.

What's new

Enrolment cart for public enrolments
Prospective students enrolling through your public enrolment pages can now add classes from multiple courses to a cart and pay for everything in a single checkout, completing one combined enrolment journey instead of enrolling course by course. The cart can be switched on per organisation; coupons aren't yet supported in the cart flow.

Improvements

• Enrolments with money still owing before their class runs are now flagged on the dashboard, and calendar class events show an alert pip with the count of affected enrolments.

• Group bookings now show a lifecycle timeline on their details page — booking created, confirmation sent, payment received and attendee enrolment emails sent — matching the timelines on enrolment leads and invoices.

• Coordinators booking through the public group-booking form no longer have to supply a mobile number — the field is now optional for the coordinator, while attendees still need one.

• The payouts table now shows each payout's bank Trace ID, which your bank may ask for if you contact them about a payout.

Bug fixes

• Administrators can again cancel an in-progress student transfer when the original enrolment was already paid — these were previously stuck mid-transfer with the cancel option refused.

• Typing a country's name in the phone-number country picker now finds it (previously only the two-letter code matched), and opening the picker no longer scrolls the embedded enrolment page to the top.

• The enrolment confirmation email no longer claims the confirmation link expires in 3 days — the link doesn't expire.