Automated emails
Written By Manning Blackall
Last updated 6 days ago
RTOPilot automatically sends emails to your students and staff at key moments — for example when someone enrols, when a survey becomes available, or as a reminder before a class. These emails are sent on your organisation's behalf, so your students always know who they are hearing from.
Where to find your emails
Every email RTOPilot sends for you is recorded in one place, so you can confirm what went out and to whom.
From the admin portal, open Emails.
You'll see a list of emails sent on behalf of your organisation. Use the recipient filter to find emails sent to a particular person.
Select any email to open it.
📷 Screenshot to be added: the Emails list with the recipient filter.
Viewing an email
Opening an email shows its details — who it was sent To, the From address, when it was Sent, its delivery Status, and the Subject — alongside a full preview of the message. For security reasons, buttons and links in the preview may not be clickable.
We send emails on your behalf using our own sending domain, so you don't need to configure a mail server. The status tells you whether an email was delivered or failed.
Automated reminder emails and when they're sent
Some automated emails are reminders sent on a fixed daily schedule. All send times are Australian Eastern time (Sydney), and each reminder goes out a set number of days before the event it relates to:
Upcoming class — 7 days and 2 days before a class.
Certificate renewal — about one month before a qualification or unit is due to expire.
Complete your enrolment details — 3 days before a class starts, if required details are missing.
Complete your LLN assessment — 3 days before a class starts, if the check is still outstanding.
Online course — around the start of an online course (about a week before and a week after).
Trainer session — 7 days and 1 day before a session, sent to the trainer.
Several of these reminders can also be sent by SMS. For the full schedule, including SMS send times and the Australian-mobile-only rule, see the SMS reminders article.
Your RTO code and sponsor details
Automated emails identify your organisation in the footer. If you have an RTO code recorded, it appears alongside your organisation name — for example, sent on behalf of your organisation with its RTO code shown. If your training is delivered in partnership with a sponsoring RTO, the footer shows both organisations and the sponsor's RTO code. Your support email is also included so recipients know where to direct enquiries.
Customising how emails look
You can't edit the wording of automated emails, but you can control their branding. Your logo and colours come from your theme, so updating them keeps every automated email on-brand.
Go to Settings and open the Theme tab.
Update your Colours, Logo and Icon, then save.
To change the RTO code or support email shown in email footers, update your organisation details under Settings > Organisation.