The people behind your RTO’s growth.
Trained virtual assistants who already understand VET. They learn your systems, follow your processes and take the day-to-day admin off your team, from enrolments and results to finance and reporting.
- Supporting RTOs since 2000
- No lock-in contracts
- Daily task & time logs
- ✓Enrolment applications processed12 new students entered and offer letters sent1h 40m
- ✓Results entered from trainer sheetsCert III cohort, 3 units1h 10m
- ✓Overdue fee reminders sent9 students, payment plans updated0h 45m
- ✓Attendance report to compliance manager4 students flagged below threshold0h 35m
- …Data clean-up: missing USIsIn progress, continuing tomorrow0h 50m
Example only. You receive a log like this every day, plus a weekly summary.
An extra trained team member, across your whole RTO
If a task can be documented as a process and doesn't need someone physically in your office, a VA can usually take it on. Here's where RTOs use us most.
Enrolments & admissions
Processing applications, offer letters and enrolment paperwork, and getting new students set up in your systems.
Student administration
Inbox management, student documents and filing, letters, statements, transcripts and attendance entry.
Training & assessment support
Entering results from trainers, timetables, transcribing trainer notes and formatting learning materials.
Compliance & reporting
Attendance and course-progress reports, flagging at-risk students, evidence filing and AVETMISS data checks.
Finance & fees
Invoicing, recording payments, overdue-fee follow-ups, payment plans and agent commission tracking.
Marketing & communications
Campaign emails and SMS to leads, newsletters, social media updates and lead data entry.
Website & digital
Uploading course information and articles, updating images and links, and checking for broken pages.
Data clean-ups & projects
Fixing data errors, imports and exports, backlogs, system migrations and peak-period projects.
Not a generic outsourcing service
We've supported RTOs with virtual admin since 2000, and the way we work is built around how RTOs actually run.
Trained in VET before day one
Our VAs complete induction training in VET, CRICOS and ELICOS terminology and workflows, then work under supervision before they're assigned to a client.
Your processes, documented
During onboarding your VA documents each process step by step, including who reviews what, in a knowledge base kept just for your RTO.
Always covered
Other team members learn your processes too, so if your VA is on leave or unwell, someone who already knows your RTO steps in.
Full visibility of every hour
You receive a daily log of completed tasks and time taken, plus a weekly summary, so you always know how your hours are being used.
Your data stays in your systems
VAs work inside your own student management system and tools using the access you provide. Nothing is stored on our side.
Flexible, with no lock-in
Part-time or full-time support, adjusted as your needs change. Just 30 days' notice if you ever want to stop.
Up and running in four steps
Register & talk to us
Tell us about your RTO. We go through your workflow together and agree the tasks that will save you the most time.
Agree your plan
Daily, weekly and project tasks, your hours (part-time or full-time) and who reviews the work.
Onboard your VA
You provide access to your systems. Your VA learns your processes and documents them for your RTO.
Work, report, review
Daily logs, weekly summaries and regular reviews, with backup cover always in place.
Extra capacity without the hiring
Recruiting and training admin staff takes time, and RTO knowledge is hard to find. A VA gives you trained support without the recruitment cycle.
| RTO Growth VA | New local hire | |
|---|---|---|
| VET knowledge | Trained before day one | Varies; often needs training |
| Time to start | Onboarding, then straight to work | Advertise, interview, onboard |
| Leave & sick cover | Backup VA who knows your processes | Work waits or others cover |
| Payroll & super | Handled by us: one monthly invoice | Your responsibility |
| Commitment | 30 days' notice, no lock-in | Employment obligations |
| Reporting | Daily log & weekly summary | As you set it up |
AVETMISS months coming up?
January and February are the busiest admin months of the year for most RTOs. Book help early for data checks, validation errors and clean-ups before your annual submission.
- Pre-submission data checks and clean-ups
- Working through validation errors
- Chasing missing student details (USIs, addresses, outcomes)
- Short-term support for the season, or ongoing help all year
Before you get started
Which student management system do you work with?
Your VA works in the systems you already use. As part of onboarding they learn and document your processes in your system, and we also do plenty of work that doesn't involve a student management system at all.
Where are the VAs based?
Our VA team is based in Amritsar, India. You deal with us as an Australian business, and the team works Monday to Friday in line with Australian business days.
What happens to our student data?
It stays in your systems. VAs work remotely inside your own systems using the access you provide. Nothing is downloaded or stored on our side.
Is there a minimum contract?
No lock-in. You just give 30 days' notice if you want to stop. If you pay annually in advance you save 10%.
Ready to take the admin off your team's plate?
Register your interest and we'll come back to you within one business day with availability and pricing for your RTO. No obligation.