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RTO student management software: enrolments to certificates

RTOs: every learner, every unit, ready for audit. Train more, chase less.

Enrolment forms come in on paper with half the USI missing. Evidence lives in folders and shared drives. Trainers mark from their inboxes and certificates get typed up by hand the week someone complains. We build student management systems for registered training organisations that track enrolments, units, evidence and certificates in one place, then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for RTO student management software that keeps you audit ready without the paper chase?

Running an RTO means doing two jobs at once. You deliver training people actually want. Then you prove every bit of it to ASQA or your state regulator, your funding body and NCVER. Most RTOs end up with a student management system that does half of it, an LMS that does another half and a stack of spreadsheets, shared drives and email threads covering the gaps. Then a superseded unit, a funding contract audit or a learner asking for a statement of attainment drops in and someone loses a week digging.

Wollopit builds custom RTO software around how your RTO actually delivers. Online enrolments check USIs and eligibility before they hit your desk. Every unit of competency has its evidence, assessor sign-off and validation history attached. Trainers see their marking queues. Certificates come straight from completions. AVETMISS exports come out clean. We work alongside aXcelerate, VETtrak, Wisenet or your LMS if they're doing their job, fill the gaps they leave and look after the lot on our own servers.

01The problems

What we hear from RTOs

Does your registered training organisation have these problems? Here's how we'd fix them.

Most RTOs we talk to have great trainers and solid courses. The pain is the paperwork around it, which only gets worse right before an audit.

  • The problemPaper enrolments full of gapsForms come back with a missing USI, a blank disability field or a postcode that breaks your AVETMISS file three months later.
    How we fix itOnline enrolment with required fields, USI verification, eligibility questions and AVETMISS-ready values from day one.
  • The problemPre-training reviews nobody can findLLN checks and suitability interviews happen, then sit in someone's email or a paper folder.
    How we fix itPre-training review and LLN results stored against the enrolment, with flags for learners who need extra support.
  • The problemEvidence scattered everywhereAssessments in the LMS, photos on a trainer's phone, third-party reports in an inbox and the odd folder in the back room.
    How we fix itEvery piece of evidence stored per learner, per unit, with who assessed it and when. Find anything in seconds.
  • The problemUnit tracking in spreadsheetsOne spreadsheet per course, versions emailed around and nobody sure which learner is up to which unit.
    How we fix itUnits of competency tracked per learner with progress, outcomes and due dates on one screen.
  • The problemSuperseded units sneak up on youA unit gets superseded on training.gov.au and you find out when a learner is halfway through the old one.
    How we fix itUnit and qualification watchlists with transition dates, plus a list of every learner affected.
  • The problemCertificates typed by handTestamurs and records of results built in Word, names misspelt and the wrong unit code slipping through.
    How we fix itCertificates, statements of attainment and records of results generated from completions, numbered and logged.
  • The problemTrainer workloads are a mysteryMarking piles up with one assessor while another is waiting for work. Learners wait weeks for feedback.
    How we fix itTrainer dashboards with marking queues, resubmissions and turnaround times so you can rebalance early.
  • The problemTrainer currency on a spreadsheetTAE credentials, vocational currency and PD records chased by email the week before an audit.
    How we fix itA trainer competency matrix with credentials, currency evidence, PD logs and expiry reminders.
  • The problemAVETMISS and funding reports hurtEvery reporting period someone spends days fixing errors, chasing missing fields and rebuilding the NAT files.
    How we fix itClean data in from the start, validation checks before you submit and exports in the formats you need.
  • The problemEmployers and placements by phoneTraineeship employers ring for progress updates. Logbooks and third-party reports come back on paper or not at all.
    How we fix itAn employer portal for progress, training plans, placement logbooks and third-party reports signed online.
  • The problemValidation and complaints live in WordValidation schedules, outcomes and the complaints and appeals register sit in documents nobody updates.
    How we fix itValidation plans, outcomes and improvement actions tracked, with a complaints and appeals register that keeps itself honest.
  • The problemFees and refunds tracked by memoryPayment plans, funded versus fee-for-service learners and refunds worked out from bank statements.
    How we fix itFee schedules per course and funding stream, payment plans through Stripe and invoices straight into Xero or MYOB.
02What we build

Solutions

What we build for RTOs. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Online enrolment forms

Course-specific forms with USI verification, eligibility checks, AVETMISS fields, ID uploads and e-signatures.

02

Pre-training review & LLN

Suitability questions, LLN checks and support plans stored against each enrolment.

03

Learner records

One profile per learner: enrolments, units, evidence, results, payments, notes and communications.

04

Unit & qualification tracking

Units per learner with progress, outcomes, RPL and credit transfer, plus supersession watchlists.

05

Assessment evidence store

Uploads, photos, video and third-party reports filed per learner and unit, with assessor sign-off.

06

Trainer & assessor dashboards

Marking queues, resubmissions, class lists and turnaround times on any device.

07

Trainer competency matrix

Credentials, vocational currency, PD logs and expiry reminders for every trainer.

08

Certificates & statements

Testamurs, records of results and statements of attainment generated, numbered and logged.

09

Course calendar & short course bookings

Public course dates on your website with online booking, payment, waitlists and SMS reminders.

10

Employer & workplace portal

Traineeship progress, training plans, placement logbooks and third-party reports signed online.

11

Learner portal

Learners see their units, upload evidence, check results, download certificates and update details.

12

AVETMISS & funding exports

Validation checks before you submit and exports for NCVER and state funding contracts.

13

Validation & continuous improvement

Validation schedules, sampling, outcomes and improvement actions all on record.

14

Complaints, appeals & feedback

A proper register for complaints and appeals plus learner and employer surveys sent automatically.

15

A website that enrols

Hand-built, fast on mobile, with course pages, upcoming dates and online enrolment, built to rank for your courses and region.

03The systems

The big ones

Your whole RTO, on one system.

These are the systems RTOs ask us about most. Each one works on its own and they get properly useful once they're joined up.

Enrolments

Enrolments that arrive complete.

Learners enrol online on any phone, with the questions your funding contract and AVETMISS actually need. USIs are checked before the form submits. Missing bits get chased automatically so your admin team stops ringing people.

  • Course-specific enrolment forms
  • USI verification at enrolment
  • Funding eligibility questions
  • AVETMISS-ready field values
  • ID and document uploads
  • E-signatures on agreements
  • Pre-training review and LLN checks
  • Automatic chasers for missing info
  • Payment or payment plan at checkout
  • Welcome pack and login sent on approval

Units & evidence

Every unit with its evidence attached.

Each learner has their units of competency laid out with progress, outcomes and the evidence behind every result. Uploads, observation checklists, photos and third-party reports land in the right spot. When someone asks how you assessed a unit, the answer is one click away.

  • Units tracked per learner
  • Evidence filed per unit and task
  • Observation checklists on a tablet
  • Photo and video evidence uploads
  • Assessor sign-off with dates
  • Resubmission history kept
  • RPL and credit transfer records
  • Supersession and transition alerts
  • Search any learner or unit fast
  • Audit sample packs in one click

Trainers & assessors

Marking queues you can actually see.

Trainers open their dashboard and see what needs marking, who's resubmitting and which class is on next. Managers see the whole team's workload and turnaround times. The competency matrix keeps everyone's credentials and currency on record.

  • Personal marking queues
  • Resubmission tracking
  • Turnaround time reporting
  • Class lists and attendance
  • Feedback templates per task
  • Workload view for managers
  • TAE credentials on record
  • Vocational currency evidence
  • PD logs and hours
  • Expiry reminders before audits

Certificates

Certificates straight from completions.

When the last unit is marked competent the system knows. Testamurs, records of results and statements of attainment are built from your templates with the right codes and names. Every certificate is numbered and logged so reissues take seconds.

  • Testamurs from your templates
  • Records of results
  • Statements of attainment
  • Unique certificate numbers
  • Certificate register kept automatically
  • Completion alerts for admin
  • Issue timeframe tracking
  • Digital download in the learner portal
  • Verification page for employers
  • Reissues in seconds

Employers & traineeships

Employers in the loop without the phone calls.

Traineeship and placement employers get their own login to see progress, sign training plans and complete third-party reports. Logbooks are filled in on a phone at the workplace. Your team stops ringing around for signatures.

  • Employer logins per workplace
  • Training plans signed online
  • Trainee progress at a glance
  • Placement logbooks on phones
  • Third-party reports signed online
  • Workplace visit scheduling
  • Supervisor contact records
  • Reminders for overdue sign-offs
  • Employer satisfaction surveys
  • Multiple trainees per employer

Compliance & reporting

Reporting day without the dread.

Because the data goes in clean, it comes out clean. AVETMISS and funding exports are checked before you submit. Validation schedules, complaints, appeals and learner feedback all live in one place you can show an auditor.

  • AVETMISS validation checks
  • NAT file exports
  • State funding contract exports
  • Validation schedule and sampling
  • Validation outcomes and actions
  • Complaints and appeals register
  • Learner and employer surveys
  • Continuous improvement log
  • Document version control
  • Audit-ready reports on demand
04How it changes

Before and after

An audit, wolloped.

Here's how the week an audit notice lands could change. Every RTO is different, so we map yours first.

Before

  1. Audit notice lands and everyone panics
  2. Dig through folders and drives for sample evidence
  3. Chase trainers for currency records by email
  4. Rebuild the unit spreadsheet from three versions
  5. Find two certificates with the wrong unit codes
  6. Late nights until the auditor walks in

After

  1. Audit notice lands and you open the dashboard
  2. Pick the sample and export evidence packs per learner
  3. Trainer matrix already shows credentials and currency
  4. Every unit and outcome is on one screen
  5. Certificates were generated from completions and logged
  6. Go home on time
05Services

Everything under one roof

Software, websites and systems for RTOs.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for RTOs

Built around how your registered training organisation actually runs: online enrolment forms, pre-training review & LLN and the admin in between, in one system you own.

Websites for RTOs

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Registered training organisation system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for RTOs

Learner records and unit & qualification tracking: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect aXcelerate, VETtrak and Wisenet so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your registered training organisation, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the platforms you rely on, work alongside the student management system or LMS you're happy with or replace the ones holding you back.

  • aXcelerate
  • VETtrak
  • Wisenet
  • JobReady
  • Cloud Assess
  • Moodle
  • Canvas
  • USI Registry System
  • training.gov.au
  • NCVER AVETMISS
  • PRISMS
  • Xero
  • MYOB
  • Stripe
  • Microsoft 365
  • Google Workspace
  • Zoom
  • Mailchimp
  • Twilio SMS
  • DocuSign
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your registered training organisation: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit with your admin team, trainers and compliance lead to see how a learner really moves from enquiry to certificate and where the paper piles up.

  2. 02

    Archi-tech

    We plan it before writing code: your courses, funding streams, units, evidence, reporting, existing platforms, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next reporting period or audit.

  4. 04

    Look after

    We host it, maintain it and keep it up to date as standards and units change. When something breaks you call the people who built it.

08Questions

FAQ

Things RTOs ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Does it handle AVETMISS and government reporting?

Yes. We collect the right fields at enrolment, check the data before you submit and produce exports in the formats NCVER and your funding body need. If your current student management system already handles submission, we feed it clean data instead.

Will this make us compliant?

No software makes an RTO compliant on its own. Your training and assessment does that. What we build keeps your evidence, records and processes organised so you can show compliance quickly when you're asked.

We use aXcelerate, VETtrak or Wisenet. Do we have to switch?

No. If your platform is doing its job we build around it, filling gaps like evidence storage, employer sign-offs, trainer matrices or a better enrolment form. If it's holding you back, we'll show you what replacing it would involve before anything changes.

Can it work with our LMS?

Usually yes. We can connect to Moodle, Canvas and most common LMS platforms so results and evidence flow into the learner record instead of being copied by hand.

Can employers and learners log in?

Yes. Learners can see their units, upload evidence and download certificates. Employers can track trainees, sign training plans and complete third-party reports online.

Is learner data kept secure?

Yes. We host on our own managed servers in Australia with proper access controls, so trainers only see their learners and records are backed up and kept for as long as you need.

How much does an RTO system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like an online enrolment form or certificate generator can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it, keep it updated and secure and make changes when units or standards shift. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most RTOs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a registered training organisation problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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