Changelog

The student portal has been rebuilt around clearer next actions, certificates and class details, and online learning gives images and activities more room to breathe.

What's new

Student portal refresh

Students get a clearer path through classes, learning, assessments and certificates. The dashboard surfaces course-specific next actions, learning progress and venue/date details; class pages show sessions, resources, directions and trainer badges side by side; certificates open as real PDF previews with download and share, and pending certificates sort first. Support and feedback forms route platform issues to RTOPilot and training issues to the student's RTO.

Online learning: more room, fitted images and an image viewer

Slate content and quiz activities use a more compact layout so the content itself fills the screen. Images fit within the visible height instead of being sliced into a small scroll pane, and students can click an image to open a full-screen viewer with zoom and pan. In the student portal the embed grows with its content so the page scrolls naturally, with Next / Previous / Submit floating at the bottom of the visible screen.

Require full video watch

Course authors can turn on "Require full watch" on a video activity. Students cannot move on until they reach the end; skipping ahead snaps playback back to the furthest point they have reached. Progress resumes on the next open. Works for uploaded videos and YouTube/Vimeo links. Admins still force-complete when needed.

Improvements

• Class reminder SMS only includes the online-learning link when the student still has released LMS content left to finish.

• Switches in low-contrast modes (including the Release LMS Modules modal) show a clearer off state so trainers can tell when a toggle actually flipped.

• The online learning marking view now opens showing just the questions that need a human marker, with auto-marked questions hidden behind a filter you can switch off to override an auto-marked result.

• Online learning modules can now embed Vimeo videos by URL, alongside the existing YouTube support.

Bug fixes

• Overnight session time ranges now show the end date when a session finishes on a later day.

Admins now have one search box in the header that finds records, pages and individual settings. This release also brings quick filters on main tables, spots available on enrolment pages, and Stripe payments syncing into Xero.

What's new

Unified admin search

A single search box in the admin header finds students, trainers, courses, classes, units and companies, plus pages and individual settings. Results drop in under the bar (no modal), with typo tolerance and settings paths shown as Settings › tab › section, so you can jump to a record or a buried setting without clicking through menus.

Quick filters and a searchable filter builder

Main tables (classes, courses, enrolments, leads, invoices) get quick-filter chips that layer with advanced filters instead of replacing them. Advanced filters open in one searchable popover, chips wrap, and Match all / Match any appears once you have two or more filters.

Spots available on enrolment pages

Organisations can show or hide remaining spots on public enrolment pages, with exact counts or a rough urgency line (for example "Less than X spots left").

Stripe payments sync to Xero

Card payments and payouts from Stripe can sync into Xero against the matching RTOPilot invoices, so finance can reconcile without guessing identical amounts. To turn it on, reconnect Xero so RTOPilot has the updated permissions, then set your clearing, fees and payout accounts.

Improvements

• AVETMISS exports report not-yet-started units as outcome 85.

• Public enrolment date cards batch by month when there are many dates.

• One purchasing contract number can span multiple funding programs.

• Expanded calendar class overview shows class comments.

• Class selection shows venue/location under the date.

• "Complete Manually" is removed from enrolment leads.

• Invitations expire after a fixed duration.

• Admin enrolment flow: smoother student roster and class picking.

• TGA import can pull performance criteria and performance evidence onto units.

Bug fixes

• Global search: Enter opens the typed query's top result, and real matches rank above settings.

• Slate class pages load again when their link template includes placeholders.

• Attendance PDFs fit twelve rows on one page with the trainer signature at the foot.

• Admin sidebar hover/pin and user-switcher glitches are fixed; ⌘K search sits top-right.

• Filter popover segmented labels and panel height no longer overflow.

• Student picker search is faster and no longer shows results from an earlier search.

• Imported session times with no time zone are read in the location's time zone.

• When an admin creates an enrolment lead and chooses to skip pre-requisite evidence, that choice now carries through.

Certificate numbers are now unique per issuing RTO, and public verification can find a certificate across organisations by number and student name.

What's new

Certificate numbers per issuing RTO

Each organisation draws certificate numbers from its own sequence instead of one global pool, so numbers stay unique and in sequence within the issuing RTO. Signed-in certificate links and QR codes identify certificates by id, which stays stable even when numbers are reused across RTOs.

Download approved pre-requisite evidence

Students can download the file that proved an approved pre-requisite from the Student Portal. When several evidence rows exist, RTOPilot picks the proving one for them. If the approved evidence has no file, they see that no file was attached.

Equipment pills on the calendar

Equipment on the calendar shows as a round pill beside the trainers in week view, and on its own row in day view. When a week block is too narrow, the pill shrinks to a hammer icon before trainer names drop to initials. Trainer chips use a short known-as name (first name and last initial). Allocating equipment whose units are already in use is refused at save time, in the session form and in Assign equipment mode.

Rich text in Classes bulk update

The class and course Bulk Update modals use the same rich text editor as the single-entity forms for Description and Notes, so you can format those fields when editing in bulk.

Student mobiles on attendance sheets

A new organisation setting under Settings › Organisation › Attendance Sheets can put each student's mobile on attendance sheet PDFs, XLSX and CSV downloads. It is off by default. Trainer downloads still need Show student contact info to trainers turned on as well.

Trainer conflict warnings when assigning sessions

Assigning trainers to sessions now warns when a trainer is double-booked or does not have enough travel time between locations. The warning appears across session forms and the calendar's Assign Trainers mode, without blocking the save.

Improvements

• Data import numbers certificates per issuing organisation, matching the new per-RTO sequences.

• Changing the phone number used for SMS sign-in codes now asks you to confirm it's you first.

• Corporate booking enrolment tables list students by name.

• Skipping enrolment steps for a student who has an email now needs permission to update enrolments.

Bug fixes

• New programs save again. The program form has a Code field and tells you when a code is already in use.

• The long course marking window shows the class that delivers each unit.

• Public intake badges count down the same way as the admin cohort page.

• Paid long course applications show Paid in full instead of an amount owing.