Managing student information can be time-consuming and frustrating without the right software systems. While there are many student management systems (SMSs) available on the market, only a few cater to the specific needs of Registered Training Organisations (RTOs). Many SMSs are K12 and higher education focused, making it difficult for RTOs to gather, manage and report on relevant student data. This can impact efficiency and compliance, and increase administrative burden.
However, all is not lost. We’ve scoured the available solutions to bring you the 10 best RTO student management systems that provide features tailored to your unique needs.
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Top RTO Student Management Systems
Cloud Assess is a flexible all-in-one solution that helps you deliver training, conduct versatile assessments and manage student data from a single platform.
Designed with RTOs in mind, Cloud Assess includes extensive compliance and reporting functionality. Their AVETMISS data integration, which includes the validation of Unique Student Identifiers (USIs), meets national and state-wide reporting requirements. They can also help RTOs issue, validate and revoke accredited and non-accredited certificates and Statements of Attainment.
When combined with their online learning management system (LMS) and assessment features, Cloud Assess helps RTOs streamline training and administration from enrolment to completion. What adds to this flexibility is their understanding that a one-size-fits-all approach isn’t always the right solution. They offer extensive SMS integrations that allows you to stick with your existing SMS while still benefiting from everything Cloud Assess has to offer.
Key Features
- AVETMISS compliance
- Certification management
- Compliance features
- 5000+ integrations including popular SMS platforms
- Assessment management
- Enrolment engine
- Extensive analytics and reporting functionality
- Workflow automation
- Mobile app with offline capabilities
- Course creation and delivery
- Extensive customisation options
- Data security and privacy features
Pros
- Flexible solution that incorporates LMS, SMS and assessment functionality
- Strong focus on skills-based learning and practical assessment
- Allows RTOs to issue, verify and revoke certificates
- Regular updates and feature enhancements allow for continuous improvement
- Prioritises data security and privacy with features like encryption, single sign-on, secure hosting and permission allocation by user or role.
Pricing
Cloud Assess offers one all-inclusive plan for Registered Training Organisations, priced as a flat fee from $600 AUD per month. Every feature is included from day one, including AVETMISS reporting, USI validation, AI-powered assessment creation and marking, and enrolment management. There are no upgrade paths or feature gates. Visit our pricing page for an accurate quote.
Rating
4.7/5 (average rating from Capterra, G2, GetApp, Software Advice)
#2 Cloudemy
Cloudemy is another platform that offers an all-in-one SMS and LMS solution tailored to small and medium-sized RTOs. From content creation to delivery, assessment and AVETMISS-compliant reporting, they provide an extensive package that suits many RTO needs.
However, unlike Cloud Assess, Cloudemy offers limited integrations. If you’re a larger training organisation looking for advanced reporting and analytics, their offering may fall short of expectations. Adopting a separate SMS to meet those advanced needs and merging your training and reporting data won’t be as easy.
Key Features
- Integrates LMS and SMS
- AVETMISS compliance
- USI management
- Online enrolment and payment processing
- Course content management
- Assessment authoring tools
- Progress tracking
- Automated certificate issuance
- Mobile-responsive design
Pros
- Comprehensive all-in-one solution
- Strong compliance tools and reporting capabilities
- Flexible customisation options to meet unique RTO needs
Cons
- Fewer integrations with other SMS options on this list
- Limited mobile capabilities with no app or offline functionality
- Specialised features come with a steep learning curve
Pricing
Cloudemy’s pricing starts from $2.50 AUD per student per month. However, details on their pricing structure aren’t available on their website. You can contact them to book a demo or get a quote.
User Volume
Cloudemy is tailored for small- to medium-sized RTOs that manage a moderate number of students and staff.
Rating
No ratings available
#3 eSkilled
Another all-encompassing SMS and LMS solution, eSkilled helps RTOs streamline their training, compliance and administration. Their scalable features that include customisable course templates, online assessments and simplified communication meet the needs of both new and well-established RTOs.
However, like Cloudemy, eSkilled doesn’t offer many integrations outside of payment gateways and AVETMISS data reporting. Their advanced features and customisation options also require significant technical expertise to master.
Key Features
- Integrated LMS and SMS
- Automated enrolment, compliance reporting and communication tools
- Customisable course templates
- Online assessment tools
- Strong analytics and reporting features
- Course calendars and scheduling
- Portals for students, trainers, employers, agents and training providers
- Certificate issuance
- Financial management tools
Pros
- Focus on automation streamlines administrative burden
- Flexible customisation options for courses and reports
- Offers significant support and custom pricing for new RTOs
Cons
- Less flexible than other platforms when it comes to integrations
- Advanced features only available on top pricing plan and have steep learning curves
- Limited mobile app and offline functionality
Pricing
eSkilled offers standalone and combined LMS and SMS pricing under Starter and Maximise tiers.
They also run a special offer for new RTOs where their SMS and LMS platforms are provided free of charge for 7 months of a 12-month contract. This costs $2490 AUD for setup and onboarding training, with subscription pricing applying from the 8th month of the contract.
User Volume
eSkilled caters to a wide range of RTOs, providing scalable solutions for both small and large user bases.
Rating
4.7/5 on Trustindex
#4 VETtrak
VETtrak by ReadyTech is an RTO software solution with extensive student management features. It helps training organisations in the VET sector manage their student lifecycle from end-to-end, incorporating compliance management, real-time reporting and analytics, payment processing and more.
While ReadyTech also offers an LMS solution, VETtrak is a standalone product. This means that you can choose to use ReadyTech’s LMS or integrate its student management features with another training and assessment platform like Cloud Assess. This is ideal for large RTOs with specific needs from their student management system. However, the student management features may be too extensive for the needs of small to mid-sized organisations.
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Key Features
- Integrated or standalone SMS
- End-to-end student management
- Compliance management tools
- Real-time tailored reporting and analytics
- Online enrolment
- Payment processing capabilities
- Customisable workflows
- Automated communication tools
- Cloud-based and on-premises hosting options
Pros
- Advanced student and information management features
- Designed to meet the needs of large training organisations with extensive needs
- Customisable reporting and workflows
- Integrates with a number of LMS and HR solutions
Cons
- Smaller RTOs may find features too complex for their needs
- Implementation can be time-consuming and requires technical expertise
Pricing
VETtrak pricing isn’t available directly on ReadyTech’s website. You would need to contact them directly for a quote.
User Volume
VETtrak supports large RTOs with extensive user requirements, ensuring seamless operations across various departments.
Rating
4.5/5 on G2
#5 RTO Data Cloud
RTO Data Cloud is a streamlined student management system that helps small and medium training providers meet AVETMISS compliance requirements. Their secure cloud-based solution provides all the basics that RTOs need to manage student intakes, process reporting, and minimise admin through automation.
If you’re looking for simplicity, RTO Data Cloud is a good option to consider. However, it may not meet the advanced needs of larger training organisations, and you would need a separate LMS solution to deliver training and assessments.
Key Features
- Cloud-based SMS
- Compliance management tools
- Automated enrolments
- Payment processing
- Basic reporting and analytics features
- Course scheduling
- Automated communication tools
Pros
- Easy to use with a user-friendly interface
- Flexible customisation options for scheduling and reporting
- Focus on cloud-based data security
Cons
- Requires a separate LMS investment
- Doesn’t meet the advanced needs of larger RTOs
Pricing
Access to RTO Data Cloud’s SMS platform costs $120 AUD monthly for the primary user. They also offer options for additional system users and trainer users at $2.40 and $1.20 per day, respectively. Options for additional data storage and messaging are also available.
User Volume
RTO Data Cloud meets the needs of small and medium training organisations that manage moderate user bases.
Rating
No ratings available
#6 Wisenet
Wisenet’s automation features aim to streamline operations for improved efficiency. These include automated enrolment, task tracking, report and document generation and communication features. They also offer extensive billing and finance options alongside security features like two-factor authentication, single sign-on, user access control and change tracking.
Like VETtrak, Wisenet also offers an LMS solution, but it’s not automatically integrated with their SMS functionality. This means that you can choose to use Wisenet for e-Learning management, or can seamlessly integrate with another platform like Cloud Assess.
However, Wisenet’s advanced SMS features may also be too extensive for small and medium RTOs. Implementing the system can be complex and time-consuming, with advanced features having a steep learning curve.
Key Features
- Integrated or standalone SMS
- AVETMISS compliant reporting
- Automated enrolment
- Attendance tracking
- Scheduling features
- Mobile apps for learners and trainers
- Custom document and certificate generation
- Document automation
- Advanced and automated workflows
- Communication features
Pros
- Extensive automation features to enhance operational efficiency
- Strong reporting tools to meet compliance requirements
- Flexible customisation options
- Extensive integration capabilities
Cons
- Advanced features and pricing may be excessive for small RTOs
- Automation features only available on highest pricing tier
- Implementation is complex and may require technical expertise
Pricing
Wisenet offers three pricing tiers for their standalone student management system—Starter, Standard and Premium from $290, $500 and $700 AUD per month respectively.
Pricing for each tier includes the first 50 users, with the Starter level including basic reporting and insights. The Standard tier includes mobile apps for learners and trainers alongside attendance tracking and documentation. The Premium tier adds document automation and advanced workflows.
User Volume
Wisenet is well suited to medium and large RTOs, and is scalable for any number of users.
Rating
4.2/5 on G2
#7 Vasto
Another all-inclusive platform, Vasto provides a student, online learning and financial management system (FMS) designed for RTOs. Boasting over 196,000 features, Vasto streamlines enrolment, reporting, administrative tasks and finance operations for training organisations of any size. They also offer extensive integrations with other online learning platforms including Moodle, Canvas and other solutions that follow learning tools interoperability standards.
However, unlike many other platforms, Vasto doesn’t offer a learner or trainer app. While their platform is smartphone and tablet-friendly, this limits its mobile and offline functionality. Their certificate and transcript issuing is also less advanced than some other solutions on this list.
Key Features
- Integrated SMS and LMS
- Advanced reporting and analytics tools
- Scheduling features
- AVETMISS compliance
- Automated messaging
- Automated workflows
- Advanced financial management features
- DIY certificate and transcript production
Pros
- More advanced finance capabilities than many other student management systems
- Extensive customisation options
- Integrates with various platforms including other learning management systems.
Cons
- Limited mobile and offline functionality
- Customisation can be time-consuming and require technical expertise
- Integrations are complex to setup
Pricing
Vasto doesn’t make pricing available on their website. You would need to contact them directly to request a demo or quote.
User Volume
Rating
No ratings available
#8 Tuple
Tuple is a light weight SMS designed for RTOs and higher education facilities. It covers the basic functionality that small and medium-sized training organisations need to meet compliance requirements. This lets RTOs report AVETMISS data, create USIs, simplify enrolments and manage files effectively.
Tuple is purpose-built, making it a good option for RTOs that already have an LMS and FMS in place, and only need a dedicated student management solution. However, it doesn’t come with advanced reporting, analytics or automation features. While it may be suitable for small RTOs, or those lacking any SMS functionality, other options on this list provide more extensive capabilities.
Key Features
- Simplified student management
- AVETMISS reporting
- Customisable enrolment forms
- Document management
- Payment tracking
- Communication tools
- Role-based access control
Pros
- Easy to use with a simple, intuitive interface
- Quick and easy compliance reporting
- Basic analytics for progress tracking
Cons
- Limited functionality compared to other platforms on this list
- No offline functionality
- Few integration options available
Pricing
Tuple offers a Pay as You Go pricing plan that starts from $59 AUD for 20 students on a monthly subscription. Additional students can be added at a cost of $2.50 AUD per month. Their Value Plan accommodates 50 students at $99 AUD monthly on a 12-month subscription, and a lower rate for additional students.
User Volume
Tuple is tailored for small RTOs managing limited intakes.
Rating
No ratings available
#9 RTOPilot
RTOPilot is a brand-new integrated platform offering a student management system alongside online learning features and training resources. They aim to streamline RTO operations through simplified enrolments, record management and payment features.
However, the platform is still in its Beta stage, and the functionality offered is relatively limited compared to more established solutions. Their LMS features in particular are relatively basic with only course delivery, progress tracking and certificate generation available.
Looking For More Options Aside From RTOPilot?
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Key Features
- Integrated SMS and LMS
- Simplified enrolment process
- Payment features
- AVETMISS compliance
- Learner tracking features
- Certificate management
- Student portal
- Real-time reporting and analytics
Pros
- Strong compliance and reporting capabilities
- Customisable workflows and good use of automation
Cons
- Still in Beta phase, meaning further development may be required
- Basic LMS features compared to other platforms on this list
- May not suit the needs of larger RTOs
Pricing
As RTOPilot is in its Beta phase, pricing for the platform isn’t available yet. They do encourage interested RTOs to sign up for participation in the trial period.
User Volume
RTOPilot will likely suit small and mid-sized RTOs looking for a student management system that can integrate with their existing LMS.
Rating
No ratings available
#10 aXcelerate
aXcelerate is another platform that offers an RTO student management system combined with an LMS. Strong compliance tools that incorporate AVETMISS reporting and customisable workflows help training organisations streamline their administration, while effectively managing student information.
However, users report that the platform comes with a steep learning curve. While aXcelerate offers various integrations, their setup is complex and takes significant time. Users also suggest their advanced analytics are limited.
Already Know That aXcerelate Isn’t the Right Fit?
See how Cloud Assess compares.Key Features
- Integrated LMS and student management system
- Compliance management tools
- Mobile app with online and offline capabilities
- Real-time reporting and analytics
- Customisable course content
- Automated workflows
- Various integrations
Pros
- Strong compliance and reporting tools
- Flexible customisation in course creation and reporting
- Scalable to meet the needs of RTOs of all sizes
Cons
- Complex integrations with other SMS tools make the platform less flexible than other options on this list
- Implementation and integration can be time-consuming and require technical expertise
- Advanced features come with a steep learning curve and may require customisation
Pricing
aXcelerate pricing isn’t available on their website directly. You would need to contact them to book a demo or request a quote.
User Volume
aXcelerate caters to RTOs of all sizes, from small training providers to enterprise educational institutions.
Rating
3.3/5 (average rating from Capterra, GetApp and Software Advice)
RTO Student Management System Buyer’s Guide
- Understanding RTO Needs. RTOs require a student management system that streamlines compliance, reporting and student data while integrating seamlessly with training delivery and administrative tools. Make sure that the SMS you choose is designed with RTO challenges in mind.
- Video
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- Key Features. The best student management system features that are critical for RTOs include AVETMISS compliance, certification management, simplified enrolment and LMS integration.
Looking for Other AVETMISS Compliant Solutions?
We’ve done the hard work for you!- Pricing Models. Different SMS solutions offer varied subscription models. Some include unlimited users for a fixed monthly fee, while others charge on a per-student basis. Make sure the management system you choose aligns with your preferred payment model.
- Support and Training. One of the main advantages of SMS is to have a reliable support team available for onboarding, training and general customer support. This is especially important for platforms that offer complex integrations where technical expertise is required.
- Customisation and Flexibility. Ensure that you can customise your chosen management system to suit your unique needs. This may include customisable templates, enrolment forms, and certificates.
- Integration Capabilities. Integration with other systems is crucial to ensure that data doesn’t become siloed in one system. Look for a platform that integrates with your LMS, CRM, payment gateways and other HR tools for seamless data sharing.
- Data privacy and security. Handling confidential student data requires extensive security features. Make sure that the SMS you choose offers data encryption, change tracking and will allow you to assign permissions on per-user or per-role basis.
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