RTO Grow sends your enquiry replies, application and enrolment confirmations, booking confirmations, day-before class reminders, assessment results, certificate emails, payment-plan reminders, complaint acknowledgements and trainer credential warnings automatically. Switch each one on or off, edit the wording, and build automations that send different emails for different offerings.
The follow-up nobody has to remember
Every student journey is a string of emails someone has to remember to send. Welcome, forms, payment, class details, reminders, results, certificate. Miss one and a student turns up on the wrong day, or never finishes their enrolment. RTO Grow sends them for you, at the right moment, every time.
As at 5 October 2026, RTO Grow sent 3,984 emails for RTOs in the past 30 days.
Emails that send themselves
These go out automatically, the moment each thing happens:
- A new enquiry arrives
- An application is approved
- An enrolment is confirmed
- A card payment is received
- A booking is confirmed
- The day before a student's class
- An assessment is marked competent, or not yet competent
- A course is completed
- A certificate is issued
- A trainer's first aid or Working with Children Check is about to expire, or has expired
Behind those sit the everyday system emails too: learner logins, enrolment form invites, document requests, pre-training review and skills check invites, payment-plan reminders, the certificate-ready email once a USI is verified, and acknowledgements for enquiries, complaints, withdrawals and feedback.
Your words, your brand
Every email is a template you can edit. Add merge tags for the student's name, course, class date, venue directions and course notes. Click "Preview as a real student" to see it filled in with a real booking or enrolment, with any blank tags flagged so you can fix them. Send yourself a test, then save.
Changed a compliance email and want the original back? "Restore recommended wording" puts it back.
Switch emails on and off
The "Trigger map" shows every automatic email in one list, each with an on/off switch. Turn off what you don't need, and keep what you do.
Build your own automations
The automation builder is a simple canvas. Pick what starts it, like the day before a student's class, choose everyone or only some offerings, and add a branch for each offering with its own email. An "Everyone else" branch catches anyone who doesn't match, so nobody misses out. Your automation reads back as one plain sentence, and you can pause and resume it any time.
Each offering can also choose its own emails, overriding the course defaults.
Jobs that run while you sleep
RTO Grow runs scheduled jobs around the clock, so the busywork happens without you:
- Day-before class reminders, every hour
- Certificates issued every few minutes as students complete
- Payment-plan reminders, daily
- USIs re-checked overnight
- Trainer credential warnings, daily
- A daily nudge when signed-off work still owes evidence
- Missed Stripe payments picked up every six hours
- Abandoned seat holds freed every hour
Beyond email, the same engine files evidence when documents are published or certificates issued, checks USIs when forms arrive, completes enrolments when every unit is competent, and issues certificates when the offering says so.
Campaigns and a full email log
Send an email campaign by stage, course and tag, with your branding and an unsubscribe footer added for you. Unsubscribed and bounced contacts are always left off. Preview who'll get it before you send. See the built-in CRM.
The "Email Log" shows every email sent, with delivered, opened and bounced status. Each student's record lists the emails they've been sent, and bounced emails are flagged on their record so your office knows to reach them another way.
Real people when you need them
Support requests are handled the same day. See how support works.
See your admin run itself
Book a demo and we'll show you the emails a student gets, from enquiry to certificate.
Frequently asked questions
What emails does RTO Grow send automatically?▾
Enquiry replies, application and enrolment confirmations, payment and booking confirmations, day-before reminders, assessment results, course completion, certificates, payment-plan reminders, trainer credential warnings and acknowledgements for complaints, withdrawals and feedback.
Can we change the wording?▾
Yes. Every email is editable, with merge tags, a real-student preview and a test send. Compliance emails can be restored to the recommended wording any time.
Can different offerings get different emails?▾
Yes. Branch an automation by offering, with an "Everyone else" branch for the rest, or set each offering's emails directly.
Can we email a group of contacts?▾
Yes. Campaigns let you pick an audience by stage, course and tag, preview it, and send.
Can we turn emails off?▾
Yes. Every automatic email has its own switch on the Trigger map.
Can we see what was sent to a student?▾
Yes. The Email Log lists every send with its status, and each student's record has an "Emails sent" section.
Does it chase payments?▾
Yes. Payment-plan reminders go out before each payment and after a missed one, and a student who leaves an application unpaid gets a fresh payment link.