The RTOFlow follows a simple workflow to create compliant VET learning and assessment materials:
Dashboard
View & manage runs
→
Planner
Plan your course
→
🏭
Streams
Configure context
→
⚡
Generate
Create documents
The Workflow Explained
1
Planner
Select your qualification (PMB30121, PMB40121, MEM40119, etc.) and plan unit selections against packaging rules. The planner validates your selections in real-time to ensure course compliance.
2
🏭 Streams
Configure industry context for your stream. Define equipment, materials, WHS risks, and learner cohort details. Each stream can have separate context variants for different AQF levels (Cert III vs Cert IV).
3
⚡ Generate
Select units from your stream, set AQF levels, and generate complete learning and assessment packs. AI processes each unit through multiple pipeline stages to create comprehensive, compliant documents.
📄 Document Types Generated
Each generation run produces a complete set of documents for training delivery and assessment:
Learner Guide
Comprehensive learning content covering all elements and performance criteria with industry-specific examples and explanations.
✍️
Assessment Pack
Written assessment questions with model answers, mapped to all knowledge and performance evidence requirements.
Observation Checklist
Practical assessment checklists for assessors to observe and document learner competency in workplace tasks.
Project Workbook
Structured project-based assessments with realistic workplace scenarios and clear deliverables.
Learner Activity Workbook
Interactive activities and exercises for learners to practice and reinforce their understanding during training.
🗺️
Mapping Matrix
Audit-ready mapping showing how all content covers Performance Criteria, Knowledge Evidence, and Performance Evidence.
Set up your stream context (equipment, materials, WHS risks) before generating. This ensures all content is tailored to your specific industry.
🎯
Use AQF-Appropriate Context
Each stream can have separate Cert III and Cert IV context variants with different complexity levels for learner cohorts.
Validate with Planner
Use the Course Planner to validate unit selections against packaging rules before generating content for an entire course.
Resume Interrupted Runs
If a generation run is interrupted, you can resume it from where it stopped - no work is lost.
Review Mapping Matrix
Check the auto-generated mapping matrix to verify all training package requirements are covered for audit purposes.
Frequently Asked Questions
Streams
▸ What is a stream?
A stream represents an industry specialisation within a qualification, such as Polymer Extrusion or Injection Moulding. It groups related units together and stores industry-specific context (equipment, materials, WHS risks) that is applied to all generated content within that stream.
▸ How do I set up progressive context?
Navigate to your stream on the Streams page and configure separate context variants for each AQF level. Each variant can have different learner cohort descriptions, complexity expectations, and word count targets, so content progressively increases in depth as learners advance.
▸ Can I have multiple streams per qualification?
Yes. A single qualification can have multiple streams, each with its own industry context and unit groupings. This allows you to generate tailored content for different specialisations within the same qualification.
Generation
▸ How long does generation take?
A single unit typically takes 5 to 15 minutes depending on the quality mode selected and the complexity of the unit. Batch runs process units sequentially, so generating an entire stream may take several hours.
▸ What happens if generation fails?
If a generation run fails or is interrupted, your progress is saved. You can return to the Dashboard, find the run, and use the Resume button to continue from where it stopped, or Retry to start fresh.
▸ Can I regenerate just one document?
Yes. From the run detail page you can regenerate individual document types (such as the Learner Guide or Assessment Pack) without re-running the entire pipeline. Previous versions are archived automatically.
▸ What is the quality score?
The quality score is an automated assessment of how well your generated content covers the unit's requirements. It checks mapping coverage, word count targets, and compliance markers to give you a quick indication of document completeness.
Downloads
▸ How do I download my completed pack?
Go to the completed run's detail page on the Dashboard and click the "Download All" button. This packages all generated documents into a single organised ZIP file for you.
▸ What is in the ZIP file?
The ZIP contains folders organised by audience: a student folder with the Learner Guide and Activity Workbook, an assessor folder with Written Assessments and Observation Checklists, and a compliance folder with the Mapping Matrix and validation reports.
▸ Can I customise document formatting?
Yes. Upload custom Word templates on the Templates page with your branding, colours, and layout preferences. The system will merge generated content into your template while preserving your formatting.
Team
▸ How do I invite team members?
Organisation owners and admins can invite new team members from the Settings page. Enter the person's email address and assign a role; they will receive an invitation to join your organisation.
▸ What are the different roles?
There are three roles: Owner (full control including billing and member management), Admin (can manage streams, runs, and templates), and User (can generate content and download documents but cannot change organisation settings).
▸ Can team members see each other's work?
Yes. All members of an organisation share the same streams, runs, and generated documents. This makes it easy for teams to collaborate on content development and review each other's output.
Billing
▸ How do credits work?
Each generation run consumes credits based on the quality mode and number of units processed. Your remaining credit balance is shown on the Dashboard, and detailed usage history is available on the Settings page.
▸ What happens when I run out of credits?
When your credit balance reaches zero, new generation runs cannot be started. You can still access and download all previously generated documents. Top up your credits or upgrade your plan to continue generating.
▸ How do I upgrade my plan?
Visit the Settings page and navigate to the Billing section. From there you can view available plans, compare features, and upgrade instantly. Plan changes take effect immediately.
General
▸ How do I create a new generation run?
To create a new run:
1. Click "Create New Run" on the Dashboard
2. Select your Industry Stream (e.g., Polymer Extrusion)
3. Select the AQF Level (Cert III, Cert IV, etc.)
4. Add units from the stream or fetch directly from TGA
5. Click "Start Generation"
▸ What are streams and context?
Streams organise units by industry specialisation.
Each stream (like Polymer Extrusion or Injection Moulding) contains:
- Core units: Mandatory for all learners
- Stream units: Specific to that specialisation
- Elective units: Optional choices
Context includes equipment, materials, WHS risks, and learner cohort information that makes generated content relevant to your industry.
▸ What are AQF context variants?
Each stream can have separate context settings for different AQF levels.
When you select an AQF level (like Cert III or Cert IV):
- The matching context variant loads automatically
- Word count targets adjust based on level
- Content complexity adapts to learner needs
▸ What does Cert IV eligible mean?
Units are automatically tagged as Cert IV eligible based on packaging rules.
When you see a purple "CERT IV" badge on a unit:
- It's eligible for Certificate IV qualifications
- The content will be generated at a higher complexity level
- Assessment tasks will require more analytical thinking
▸ How does unit extraction work?
Units are extracted from training.gov.au source files.
The system downloads source files and extracts data in priority order:
1. XML files (AuthorIT format) - most reliable
2. DOCX files - good fallback
3. PDF files - last resort
Once extracted, units are cached for faster access.
▸ How do I download my documents?
To download your generated documents:
1. Go to the completed run's detail page
2. Click "Download All" for an organised ZIP with:
- /student/ folder: Learner Guide, Activities Worksheet
- /Assessor/ folder: Model Answers, Observation Checklist
- /compliance/ folder: Mapping Matrix, Reports
▸ What is the mapping matrix?
The mapping matrix shows how your generated content covers the unit's requirements.
It's a table where:
- Rows are your content sections (learning sections, assessment questions)
- Columns are the requirements (Performance Criteria, Knowledge Evidence)
- Checkmarks show which requirements each section addresses
This is essential for RTO audits and compliance.
▸ Can I resume an interrupted run?
Yes! Runs save progress after each section or question.
If a run is interrupted (network issue, timeout, etc.):
1. Go to the Dashboard
2. Find your interrupted run
3. Click to view it
4. Use the Resume button to continue from where it stopped
▸ What is the Course Planner?
The Course Planner helps you build valid course plans that comply with packaging rules.
Features:
- Select a qualification (PMB30121, PMB40121, MEM40119)
- Add units and see real-time validation
- Check compliance against packaging requirements
- Save validated plans for batch generation
Dashboard onboarding progress tracking and email notifications on run completion. New users now see guided steps to help them get started quickly.
February 2026
Trainer Toolkit with workshop activities and session plans. Trainers can now generate ready-to-use facilitation resources alongside their learning materials.
January 2026
RPL document generation pipeline. Generate Recognition of Prior Learning evidence tools, self-assessments, and assessor kits for any unit of competency.
December 2025
Course Builder with AI-powered course design. Plan and validate full qualification structures against packaging rules before generating content.
November 2025
Multi-stream batch generation. Select an entire stream and generate content for all ready units in a single operation.
Official Links & Resources
Access official regulator, funding, and incentive program links:
Reference Documents
Download detailed reference documents for advanced use:
Loading reference documents...
Source Currency and Approvals
This system automatically detects when official regulator, funding, and incentive sources change or become due for review. The source watcher checks external pages and flags any changes for human review.
Automatic detection: The system monitors official sources and detects content changes
Manual approval only: Only Admin or Compliance users can mark sources as reviewed or update verification dates
No auto-updates: Internal rulesets are never changed automatically - all updates require human approval through the normal versioning workflow
Some internal documentation (compliance policies, implementation records, system architecture) is available to authorised admin users in the Admin area.
