One system instead of five
Most RTOs run enquiries in one place, enrolments in another, learning in an LMS, results in a spreadsheet and reporting somewhere else. Every handover means typing the same student in again, and every retype is a chance for a mistake.
RTO Grow puts your learning, student management and compliance records in one system. One student record moves from first enquiry to final report.
Everything in one place:
- Enquiries and leads in a built-in CRM, with no separate CRM
- Course content and assessments in the LMS, with no separate LMS
- Enrolments and student records in the student management system, with nothing else to buy
- Results, compliance registers and certificates, with no spreadsheets
- NCVER reports built from the records you already have, with nothing typed in twice
One record, start to finish
1. Enquiries: a built-in CRM, so no lead gets lost
RTO Grow has a CRM built in. Enquiries from your website form, the "Enquire" button on each course page and your chat widget all land in one inbox. Each person appears once, with their stage from first enquiry to completed, and where they came from. When they're ready, you enrol them straight from their record.
2. Enrolment: students apply and pay online
Students apply online on their own. They pick a start date, enter their USI (the Unique Student Identifier every Australian VET student needs), complete the declarations and pay by card, or pay later if you allow it. You check the application and approve it in one click.
RTO Grow won't enrol a student into nationally recognised training without an enrolment form on file. When a class starts tomorrow and the form is still coming, you can override it with a recorded reason.
3. USI checks: done for you
RTO Grow checks every USI against the government USI Registry when the form comes in, and again overnight. If something doesn't match, you get a plain-English note on the student's file. You can also find or create a USI from the student's record.
4. Learning and assessment: one place for students
Students see their learner guide, practice questions and assessment as clear steps. They can answer online, on paper with a scan upload, by observation, or by uploading audio, video or files. Multiple-choice, ordering, matching and hotspot questions mark themselves. Written and practical work goes to a trainer.
5. Marking: faster for trainers, solid for audits
Trainers work from one marking queue, filtered by course, unit, class or trainer. They mark each answer "Satisfactory" or "Needs work" and add typed feedback or a voice note. Every sign-off carries the assessor's signed declaration and a credential check. A whole class can be marked competent at once. If a mark needs reversing, the reason is recorded and the history stays.
6. Certificates: issued the moment they're earned
When a student completes their last unit, the enrolment completes. For each course offering, you choose whether certificates issue automatically or wait for a final check. Each certificate gets a number, a PDF with a QR code, a place on your certificate register, and an email to the student. Anyone can scan the QR code to confirm it's genuine.
7. NCVER reporting: no end-of-year scramble
Every year, RTOs report their training activity to NCVER (the National Centre for Vocational Education Research) as a set of data files called NAT files. RTO Grow builds them to AVETMISS 8.0, the national VET data standard, straight from your student records.
Before you build, RTO Grow checks every student. Anyone who isn't ready, like a student with a missing USI, goes on a list with the reason, so you fix them first. Then you upload the files to NCVER's AVS portal and record that it's done.
Your team stays in charge
RTO Grow does the legwork and your people make the calls. AI suggestions wait for a person to approve them. Every outcome is signed. Nothing is lodged with NCVER until you lodge it.
Real people when you need them
Support requests are handled the same day. See how support works.
See it with your own courses
Book a demo and we'll walk your own courses from enquiry to NCVER report.
Frequently asked questions
Do I still need a separate CRM, LMS, SMS or compliance tool?▾
No. Enquiries, course content, enrolments, marking, certificates, compliance records and NCVER reporting all live in RTO Grow and share one student record. Card payments run through Stripe, and emails are sent from Australian servers in Sydney.
Does it work on a phone?▾
Yes. Student screens are built for phones first, and trainers get a phone layout with tabs along the bottom.
Can a trainer mark a whole first aid class at once?▾
Yes. From the class page, "Record class results" ticks who attended, marks them competent on the class's units and takes the signed declaration. It then moves straight to issuing certificates and cards.
Do certificates issue themselves?▾
They can. Set the course offering to "Issue automatically" and the certificate issues as soon as the student completes and their USI and profile are in order. Set "Ask before issuing" and it waits for a final check.
Is RTO Grow ready for NCVER reporting?▾
Yes. RTO Grow builds your NAT files to AVETMISS 8.0 and checks them with its own validator before you lodge them on NCVER's AVS portal.
What can employers and partners see?▾
Employers get their own portal showing their people, their certificates and which renewals are due. Delivery partners get a partner portal showing the sections you allow in their agreement.
How are students kept up to date?▾
Confirmations, reminders and certificates go to students by email, sent by the system as each step happens.
What does support look like?▾
Support requests are handled the same day.