Switching to RTO Grow is a step-by-step spreadsheet import: courses, units, trainers, students, enrolments, then unit results. Download a template, upload your old system's export, match the columns, check the rows and import. Every import is tracked and can be undone, and exporting your data never costs a thing. Prefer not to do it yourself? We'll do it for you.
Book a demo and bring a file.
Moving is the hard part. We built for it.
Plenty of RTOs stay on software they've outgrown because moving feels risky. RTO Grow checks your data at every step, so nothing lands until you've seen it, and nothing lands twice.
In the three months to October 2026, we moved five RTOs across from systems like aXcelerate, Cloud Assess, eSkilled, VETtrak and PowerPro. Each one was up and running within a week, with no disruption to their training.
RTO Grow is easy to learn. Every RTO we've moved so far has been good to go after two hours of training with us, and training carries on for as long as you need it.
Seven kinds of data, one tool
One import tool under "Import / migrate data" takes:
- Short courses
- Qualifications and skill sets
- Units of competency
- Trainers
- Students, with their AVETMISS™ details
- Enrolments
- Historical unit results
Each one has a template with example rows, and an on-screen guide for every column. Working in Excel? Save your sheet as CSV and upload it.
In the right order
Courses go in first, then units, trainers, students, enrolments, and unit results last, so everything links up. Students can be matched by email or by your old system's student number, which keeps the identifier NCVER already holds for them.
Checked before it lands
If your column headings already match ours, the file goes straight to a preview. If they don't, RTO Grow fills in every column it recognises, including the column names from aXcelerate exports, and you match the rest.
RTO Grow also tidies the common problems for you. Day-first dates and Excel's stray ".0" on numbers are fixed. Codes it doesn't recognise, like reason for study or funding type, are matched once and applied to every row.
Before anything is saved, the preview shows you what will import, what can't, and what will come in blank. Every problem is explained in plain English.
Never doubled
An existing student or trainer is matched by email and linked, never duplicated. If a student is already enrolled in that course around the same date, the row is skipped and you're told why. Any extra columns from your old system are kept on the student's record under "Other details from their old system", so nothing is thrown away.
Undo if you need to
Every import is saved as a batch. If one goes wrong, undo it from "Recent imports" and the records it created are removed. Anything you've since used, like an enrolment that's been paid, marked or certified, is protected, and RTO Grow tells you why.
Nothing reaches NCVER by accident
Every completed record you import has to say whether your previous RTO system already reported it. Imported records are never marked ready to report on their own, so your history only goes into an NCVER file when you decide it should.
Past students stay findable
Archive a past student from the bottom of their record with a reason. They drop out of your everyday lists, nothing is deleted, your reporting stays the same, and "Bring back" restores them any time.
Or we move it for you
Would you rather hand it over? Our done-for-you migration moves your data across for you, including certificates your old system already issued.
Your data is always yours
Every report downloads as CSV, Excel or PDF, and "Download everything" bundles them into one ZIP. NAT files, evidence exports and per-student training records download too. Exports are never charged.
Real people when you need them
Support requests are handled the same day. See how support works.
Bring a file to your demo
Book a demo, bring an export from your current system, and we'll show you how it comes across.
Frequently asked questions
How long does switching take?▾
The RTOs we've moved were each up and running within a week, with no disruption to their training.
How much training will our team need?▾
Every RTO we've moved so far has been good to go after two hours of training with us. Training carries on for as long as you need it.
What about certificates our old system already issued?▾
We bring those across with you as part of a migration. Completed enrolments can be marked as already certified, so no new certificate is created by mistake.
Will our students get emails when we import them?▾
Only if you choose to send them. The default is "Don't send anything", so you decide when students hear from you.
Will imported history end up in our next NCVER report?▾
Only if you say so. Each completed record states whether it was already reported, and imported records are never marked ready to report on their own.
What file format do we need?▾
CSV. Download the template for each kind of data, or save your old system's export as CSV from Excel.
How big a file can we import?▾
Large files are split into parts automatically, and the screen shows which part it's on. If a run stops, you can send the remaining rows or start again.
Can we undo an import?▾
Yes, one batch at a time, from the results screen or "Recent imports". Records you've since used are protected, and RTO Grow tells you why.
Can we take our data with us if we ever leave?▾
Yes. Every report downloads, "Download everything" gives you one ZIP, and NAT files and evidence bundles download too. Exports are never charged.