The most capable student management system for Australian RTOs
Admissions, AVETMISS, finance, Xero and workflows on one secure platform, audited down to every field.
“XPortal turned the morning scramble into a clear plan. Everyone knows what needs attention, and our students feel the difference.”
AVETMISS
An AVETMISS engine that won’t let an error through. Every field of every NAT file validated before you export.
- All ten NAT files validated, record by record and field by field
- Files that pass the AVS without a single error
- Every error traced to the exact record, with a fix offered
A Xero sync engine that verifies before it posts. Contacts and invoices sync as you work. Payments wait for your team to confirm them.
Payment plans
A finance engine that runs every payment plan. Invoices issued, cards charged and every dollar accounted for, automatically.
- Invoices issued on each plan’s dates, to the day
- Saved cards and direct debits charged through Stripe the day an invoice falls due
- Deposits, credit notes and agent commissions reconciled in one ledger
Admissions
Admissions, from application to enrolled student. One approval builds the whole record, in a single step.
- Online application forms, with a dedicated link for every agent
- Offer letters generated from your own templates
- Approval creates the student, enrolment and payment plan together, or nothing at all
Students
An extremely capable filtering and export engine. Field-level granularity: filter on any field, then export exactly the rows and columns you need.
- AND, OR and nested rule groups on any field
- Choose exactly which rows and columns leave XPortal
- Export toCSV, Excel or Google Sheets
Programs
Your entire academic structure, mapped. Programs, subjects, groups and classes in one model, with live capacity on every group.
- Programs, subjects and the groups that deliver them, linked end to end
- Every class and trainer on one calendar
- Assessment results tracked unit by unit, for every student
Learning
A best-in-class LMS, built in.
Or Moodle or Canvas, whenever you need them.
- Lessons, quizzes and assessments, each with its own feedback thread
- A Satisfactory mark updates the unit outcome and your AVETMISS data
- Moodle and Canvas connect unit by unit, and results sync back
Portals
Dedicated portals for trainers and students. Each with its own secure login, scoped to exactly what that person should see.
- Each trainer’s classes and rosters on one calendar
- Attendance and assessments recorded on the day, straight to the student record
- Students follow their units, attendance, documents and fees
Workflows
An extremely capable workflow engine. Field-level conditions, branches and timers that chase every invoice on their own.
- Triggers on sent invoices, invoice dates and payment status changes
- Conditions, rule groups, switches, delays and waits on any invoice field
- Emails students, alerts finance and writes rows to Google Sheets
Audit log
An incredibly granular auditing engine. Who changed which field, when, from what, to what, and why, on every record.
- Field-by-field history on every student, enrolment and invoice
- Append-only, so events are kept and never deleted
- Search and filter every event across your whole RTO
Integrations
Connected to the tools your RTO already uses. Registers, ledgers, messaging and files, with nothing typed twice.
- USI: Verify a student’s USI against the national registry as you enrol them.
- training.gov.au: Import qualifications and units straight from the national register.
- MYOB (coming soon): The same confirmed sync, for RTOs that keep their books in MYOB.
- Xero: Invoices, payments and credit notes post once your team confirms them.
- WhatsApp: Message students one to one or in bulk, from one shared inbox.
- SMS (coming soon): Text reminders and announcements straight to students’ phones.
- Resend: Offer letters, invoices and reminders sent from your own addresses.
- Google Drive: Exports are saved to your own Google Drive, ready to share.
- CSV: Export exactly the rows and columns you chose, from any table.
- Google Sheets: Export a table to a sheet, or have a workflow add rows to one.
- Excel: The same exports as .xlsx workbooks that open in Excel.
- ChatGPT: Install the XPortal plugin and lodge student applications from ChatGPT.
Compliance
USI and training.gov.au
Accounting
Xero now, MYOB soon
Messaging
WhatsApp and email, SMS soon
Files and exports
Google Drive, Google Sheets, Excel, CSV
Assistants
ChatGPT
Security
Secure by design, hosted in Sydney. Encrypted, isolated per RTO and audited on every change.
Stored in Sydney
Your database and files are kept in AWS’s Sydney region.
Encrypted end to end
TLS on every connection and AES-256 encryption at rest.
Isolated per RTO
Row-level security walls off each RTO’s records inside the database itself.
Least-privilege access
Each role sees only what it needs, and every change is logged to the field.
Switching
Looking for a door out? We offer express migrations from aXcelerate, Wisenet and VETtrak.
Common questions. What RTOs ask us before a demo.
What is XPortal?
XPortal is a student management system for Australian registered training organisations (RTOs). It runs admissions, enrolments, AVETMISS reporting, finance, Xero sync and learning for vocational education and training (VET) providers, in one place.
Is XPortal built for Australian RTOs?
Yes. AVETMISS reporting, USI details and Xero sync are built in, around the way Australian RTOs enrol, train and invoice.
Does XPortal produce the AVETMISS files for NCVER?
Yes. XPortal builds all ten NAT files and checks every record and field before you export, so the files pass NCVER’s AVETMISS Validation Software (AVS) without errors.
Does XPortal handle international (CRICOS) students?
Yes. An international student’s application collects the CRICOS details alongside AVETMISS: passport and visa, under-18 welfare arrangements, overseas student health cover (OSHC) and English proficiency. Each education agent gets their own application link, and commissions are worked out from the student’s payment plan.
Can we bring our data across from our current system?
Yes. We import your students, enrolments and invoices as part of setup, and check the results with you before you go live.
How does the Xero integration work?
Contacts and invoices sync as you work. Payments and credit notes wait in a confirmations list until someone on your team syncs them, using your own account codes, item codes and tax types.
Where is our data stored?
In Sydney, Australia. Your database and files are kept in AWS’s Sydney region, encrypted in transit and at rest, and walled off from every other RTO.
Can students pay online?
Yes. Students pay by card or direct debit through Stripe, and saved payment methods are charged automatically when an invoice falls due.
Do trainers and students get their own logins?
Yes, each with their own portal. Trainers see their classes, attendance and assessments. Students see their units, attendance, documents and invoices.
Can we message students on WhatsApp?
Yes. Message students one to one or in bulk on WhatsApp from inside XPortal, using your approved templates, alongside email.
Is there a guide for our staff?
Yes. The XPortal Handbook covers every page, from filtering students to preparing AVETMISS.
How much does XPortal cost?
XPortal is one plan with every feature and no add-ons, quoted on your student numbers. Tell us about your RTO and we’ll send a quote and book a demo.
Who makes XPortal?
XPortal is built by Aberdeen & Associates. The team that builds it also moves your data across, trains your staff and answers your support questions.
Pricing
One plan, priced for your RTO. Every feature, quoted on your student numbers.
Tell us about your RTO and we’ll send a quote and book a demo.
- Every feature, with no add-ons
- Help moving your data across
- Training for your staff
- Support from the team that builds XPortal