Email automations

The follow-up nobody has to remember.

RTO Grow sends your enquiry replies, confirmations, day-before class reminders, assessment results, certificate emails, payment-plan reminders and trainer credential warnings automatically. Switch each one on or off, edit the wording, and send different emails for different offerings.

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3,984 emails sent for RTOs in the past 30 days, as at 5 October 2026 · Every email editable

“Replaced 8 systems.”

DoraCompliance Manager · Full Tilt Training Solutions

What sends itself

Every email a student needs, sent for you.

ConfirmationsApplications, enrolments, payments and bookings

Day-before remindersFor students, the day before class Assessment resultsCompetent or not yet competent Certificate emailsThe moment a certificate issues

Payment-plan remindersBefore each payment and after a missed one

Credential warningsFirst aid and Working with Children Checks

How it works

Switch it on, word it, let it run.

1Pick your emailsThe "Trigger map" lists every automatic email with an on/off switch.
2Make the words yoursAdd merge tags and click "Preview as a real student".
3It sends itselfEach email goes out the moment each thing happens.
4Check the logThe "Email Log" shows delivered, opened and bounced status.

See your admin run itself.

The emails a student gets, from enquiry to certificate.

Automatic emails

Emails that send themselves.

Welcome, forms, payment, class details, reminders, results, certificate: every student needs emails someone has to remember to send. Miss one and a student turns up on the wrong day, or never finishes their enrolment. RTO Grow sends them for you, at the right moment, every time. Learner logins, form invites, document requests and acknowledgements go out too.

A new enquiry arrives
An application is approved
An enrolment is confirmed
A card payment is received
A booking is confirmed
The day before a student's class
An assessment is marked
A certificate is issued

Templates

Your words, your brand.

Every email is a template you can edit, with merge tags for the student's name, course, class date, venue directions and course notes. Blank tags are flagged so you can fix them. Changed a compliance email and want the original back? "Restore recommended wording" puts it back.

1Add merge tags
2Click "Preview as a real student"
3Send yourself a test, then save

Automation builder

Build your own automations.

Pick what starts it, choose everyone or only some offerings, and add a branch for each offering with its own email. An "Everyone else" branch catches anyone who doesn't match, so nobody misses out. Your automation reads back as one plain sentence, and you can pause and resume it any time.

The day before a student's classA different email for each offering

Scheduled jobs

Jobs that run while you sleep.

RTO Grow runs scheduled jobs around the clock. Beyond email, the same engine files evidence when documents are published or certificates issued, checks USIs when forms arrive, completes enrolments when every unit is competent, and issues certificates when the offering says so.

Campaigns and log

Campaigns and a full email log.

Send an email campaign by stage, course and tag, with your branding and an unsubscribe footer added for you. Preview who'll get it before you send. The "Email Log" shows every email sent, and each student's record lists the emails they've been sent.

Delivered, opened and bounced status
Bounced emails flagged on the student's record
Unsubscribed and bounced contacts always left off

Also included

The small things that save the day.

Emails per offeringEach offering can choose its own emails, overriding the course defaults.
Evidence nudgesA daily nudge when signed-off work still owes evidence.
Unpaid applicationsA student who leaves an application unpaid gets a fresh payment link.
Real people when you need themSupport requests are handled the same day.

Quick answers.

What emails does RTO Grow send automatically?

Enquiry replies, application and enrolment confirmations, payment and booking confirmations, day-before reminders, assessment results, course completion, certificates, payment-plan reminders, trainer credential warnings and acknowledgements for complaints, withdrawals and feedback.

Can we change the wording?

Yes. Every email is editable, with merge tags, a real-student preview and a test send. Compliance emails can be restored to the recommended wording any time.

Can different offerings get different emails?

Yes. Branch an automation by offering, with an "Everyone else" branch for the rest, or set each offering's emails directly.

Can we email a group of contacts?

Yes. Campaigns let you pick an audience by stage, course and tag, preview it, and send. See the built-in CRM.

Can we turn emails off?

Yes. Every automatic email has its own switch on the Trigger map.

Can we see what was sent to a student?

Yes. The Email Log lists every send with its status, and each student's record has an "Emails sent" section.

Does it chase payments?

Yes. Payment-plan reminders go out before each payment and after a missed one, and a student who leaves an application unpaid gets a fresh payment link.

See your admin run itself.

Book a demo and we'll show you the emails a student gets, from enquiry to certificate.

Book a demo