AI Agents for RTOs &
Training Organisations
in Melbourne
Our AI agents that handle student enquiry follow-up, course reminders, ASQA compliance tracking, Google reviews, social media, payment chasing, certification renewal recall, upskill campaigns, employer follow-up and logbook chasing – built for RTOs, running 24/7 in the background. No setup fees. No lock-in contracts.
AI Agents built for RTOs & Training Organisations, running 24/7 in the background
From $97/Month, Ai Agent is always running in the background 24/7, responding to enquiries and helping you manage your business effectively, while saving you time.
We build the system to suit your business, automating all your routine tasks, saving you time and money.
No cost for setting up and adapting to meet your business needs, just a one small monthly fee.
If it doesn’t work for you, and save you money, it costs you nothing. You have everything to gain and nothing to lose.
RTO Admin Teams Are Drowning in Manual Follow-Up and ASQA Compliance Deadlines
Your trainers are great at delivering courses. But behind the scenes, student enquiries go cold, logbooks sit incomplete, certifications expire without warning and your admin team is buried in manual tasks. RTOs across Melbourne are turning to AI automation to fix this – without adding more admin staff.
Student Enquiries Go Cold
- Enquiries come in via web, phone and email – 40–70 per week across channels
- By the time your team follows up, the student has enrolled elsewhere
- Employer group booking enquiries need multiple follow-ups your team doesn’t have time for
- No system follows up on Day 1, 3, 7 and 14 automatically
Compliance Deadlines Slip Through
- ASQA registration, AVETMISS reporting and annual declaration dates are tracked manually
- Trainer vocational competency and TAE currency reviews get missed
- Third-party agreements expire without renewal
- One missed deadline can trigger an ASQA audit and put your registration at risk
Recurring Revenue Walks Out the Door
- Past students with expiring certifications never get reminded to rebook refreshers
- Students who completed one course never hear about the next qualification pathway
- Outstanding logbook entries sit incomplete for months – nobody chases systematically
- Annual refresher courses are your most profitable revenue stream – but only if students come back
Our AI Agents Built for RTOs
Each agent handles one specific job in your RTO automatically – purpose-built AI for training organisations. Connected to your Student Management System and LMS, this is RTO automation that runs in the background while your trainers focus on delivering great training.
New Enquiry Follow-Up
Automated SMS + email follow-up on Day 1, 3, 7 and 14 after every new student or employer enquiry. Pulls real-time course availability and next intake dates from your SMS so students always get accurate information. Covers individual course enquiries, RPL requests, apprenticeship enquiries and funding eligibility questions – complete RTO enquiry management on autopilot. Stops automatically when the student enrols or opts out.
Course & Workshop Reminders
Automated SMS/email reminders before every course, workshop, assessment or practical session. Syncs with your SMS and LMS calendar so reminders stay accurate even when dates change. Includes what to bring (PPE, USI number, photo ID, logbook), pre-course requirements and site address. For blended delivery, reminds students to complete online modules before face-to-face workshop dates.
Student Feedback & Google Reviews
Triggered automatically when a student completes a course or unit in your SMS/LMS. Students receive a satisfaction check – happy students get directed to your Google review link, unhappy responses come to you privately. Supports your ASQA learner engagement evidence (Clause 2.2.6) and gives you genuine student feedback ready for audit. The easiest way to build RTO Google reviews consistently.
RTO Compliance Tracking
Weekly alerts for ASQA registration renewal, scope of registration updates, trainer vocational competency and industry currency (every 2 years), TAE qualification currency, AVETMISS reporting deadlines (NAT file submissions), annual declaration due dates, trainer first aid and CPR renewals, Working at Heights cert renewals, insurance expiry, third-party agreement renewals, equipment calibration and LMS training material review dates.
Social Media Automation
Auto-posts to Facebook, Instagram, LinkedIn and Google Business Profile 3–4 times per week. Course promotions, enrolment open dates, industry news and regulation updates, student success stories, graduation highlights, employer partnership announcements and seasonal campaigns (new apprentice intake, refresher season, employer CPD budgets in Q1).
Payment & Invoice Chaser
Automated RTO payment reminders in 3 stages: friendly nudge on Day 3, overdue notice on Day 7, final reminder on Day 14. Syncs with Xero, MYOB or QuickBooks so paid invoices are skipped automatically. Handles individual student fees, employer-funded invoices, instalment plans, VET Student Loan payment schedules and group booking payments.
Certification Renewal & Student Reactivation
Automated outreach to past students based on their certification expiry dates pulled from your SMS. Annual refresher reminders (Power Awareness, Working at Heights, CPR), First Aid recertification (HLTAID011 every 3 years), licence and endorsement renewals. Lapsed students contacted at 6, 12 and 18 months. Every past student gets reminded before their cert expires – pure recurring revenue on autopilot.
Upskill & Cross-Enrolment RTO Custom
Targets past students with relevant next-step courses based on their completion history in your SMS/LMS. Segments students by completed qualifications and triggers personalised campaigns – entry-level to advanced endorsements, short course to full qualification pathways, single units to complete Cert III or Cert IV programs. Drives repeat enrolments from your existing database.
Employer & Group Booking Follow-Up RTO Custom
Multi-touch follow-up for employer and group booking enquiries. Quote reminders, available dates, minimum numbers, funding options (state subsidies, employer incentives), group pricing and booking confirmation. Tracks employer contacts in your SMS/CRM so you build a long-term corporate client database. Different cadence from individual student follow-up because the sales cycle is longer.
Logbook & Assessment Chaser RTO Custom
Automatically monitors students with outstanding work-based learning logbook entries and assessment submissions in your LMS. Week 1: friendly reminder with a direct link to their logbook. Week 2: follow-up with deadline reminder and support contact. Week 3: escalation to their trainer or assessor. Configurable per qualification, per cohort or per employer group. Weekly summary report to admin. Reduces incomplete logbooks – one of the most common ASQA audit findings.
Connects to Your Student Management System & LMS
Your AI agents integrate directly with your existing RTO technology stack – no disruption to your current workflows, enrolment processes or online course delivery.
Student Management Systems
aXcelerate, VETtrak, Wisenet, JobReady, TEAMS – student records, enrolments, course completions, certification dates and logbook status drive the automation.
Learning Management Systems
aXcelerate LMS, Moodle, Canvas, iQualify, Cloud Assess – online module completion, assessment submissions and blended delivery tracking integrated seamlessly.
Accounting & Email
Xero, MYOB, QuickBooks for invoice sync. Microsoft Outlook, Gmail, Google Workspace for automated communications. WordPress and WooCommerce for website chatbot integration.
Optional Add-Ons
Extend your AI workforce with a website chatbot or voice receptionist.
Before and After: What Changes When Your RTO Has AI Automation
Real results for training organisations that automate their student admin and follow-up.
Before AI Agents
- Student enquiries sit in an inbox for days before someone responds
- Certification renewal reminders are sent manually – or not at all
- Logbook entries go incomplete for months with no systematic follow-up
- ASQA compliance deadlines tracked on spreadsheets
- Past students never hear about advanced courses or refreshers
- Social media goes quiet for weeks between posts
After AI Agents
- Every enquiry gets followed up within hours – automatically
- Past students get reminded 30 days before every cert expires
- Logbook chasers escalate to trainers after 3 weeks of no activity
- Weekly compliance alerts – nothing slips through
- Upskill campaigns drive Cert III students into Cert IV pathways
- Consistent social media presence across Facebook, Instagram and LinkedIn
- RTO admin automation that saves your team 10+ hours per week on manual follow-up and compliance tracking
How It Works
From enquiry to live AI agents in 4 steps. We connect to your SMS and LMS.
Tell Us About Your RTO
Fill out the quote form with your industry focus, Student Management System, LMS, delivery modes and biggest admin pain points. Takes about 5 minutes.
Pick Your AI Agents
Choose the agents you need. Start with enquiry follow-up and certification renewal, or go all-in with all 10 agents plus the chatbot and voice receptionist.
We Build & Connect Everything
We configure your AI agents and connect them to your SMS (aXcelerate, VETtrak, Wisenet), your LMS, Xero and Outlook. We map your courses, certifications and compliance requirements. You don’t pay a cent until you’ve reviewed and tested the full setup.
Approve & Go Live
Once you’re happy with the setup, you approve and your first subscription payment is taken. Your AI agents start working – following up enquiries, reminding students, chasing logbooks, requesting reviews, tracking compliance and driving certification renewals.
Simple Monthly Pricing for RTOs
No setup fees. No lock-in contracts. Cancel anytime. Custom agents available at +$30/month each.
Starter
- Up to 3 AI Agents
- New Enquiry Follow-Up
- Course & Workshop Reminders
- Student Feedback & Google Reviews
- SMS & email automation
- No setup fees
Best for small RTOs getting started
Get StartedGrowth
- Up to 5 AI Agents
- Everything in Starter, plus:
- RTO Compliance Tracking
- Certification Renewal & Student Reactivation
- SMS/LMS integration
- Xero integration
Best for growing RTOs with compliance needs
Get StartedPremium
- All 7 Standard Agents
- Everything in Growth, plus:
- Social Media Automation
- Payment & Invoice Chaser
- Full RTO automation
- Priority support
Best for established RTOs
Get StartedCustom RTO Agents
+$30/month each
Upskill & Cross-Enrolment, Employer & Group Booking Follow-Up, and Logbook & Assessment Chaser. Built specifically for RTOs to drive repeat enrolments, manage corporate clients and keep students on track.
AI Website Chatbot Add-On
+$50/month
24/7 chatbot that helps students find the right course, answers funding questions, captures enquiries and pulls live availability from your SMS. Guides students through 50+ courses without your team answering the same questions all day.
AI Voice Receptionist Add-On
+$130/month
500 voice minutes included. AI answers calls, captures student and employer enquiry details, identifies course interest and urgency, and sends you an instant SMS summary. Requires business verification.
All packages include SMS & email automation, SMS/LMS integration and ongoing support. No setup fees. No lock-in contracts. You don’t pay until you’ve tested everything.
Stop Losing Students to Slow Follow-Up
Every unenrolled enquiry is revenue in another RTO’s pocket. Every expired certification is a refresher course that went to a competitor. Melbourne RTOs are using AI agents to convert more enquiries, fill more courses and drive certification renewals on autopilot. Get your AI agents running today.
Frequently Asked Questions About AI Agents for RTOs
Straight answers about AI agents for RTOs and training organisations in Melbourne.
We integrate with aXcelerate, VETtrak, Wisenet, JobReady and TEAMS. For LMS platforms, we connect with aXcelerate LMS, Moodle, Canvas, iQualify and Cloud Assess. If you use a different system, let us know – we can likely integrate with it.
The agent sends weekly alerts for every compliance deadline – ASQA registration renewal, trainer vocational competency and TAE currency, AVETMISS reporting deadlines, annual declaration dates, third-party agreement renewals and more. Nothing slips through, so when an audit comes you’re already prepared.
Yes. We configure each certification type with its own renewal cycle. Annual refreshers (Power Awareness, CPR, Working at Heights), 3-year recertifications (HLTAID011 First Aid), and custom cycles for any endorsement or licence your students hold. The agent pulls expiry dates from your SMS and contacts students 30 days before each cert expires.
We offer 3 custom agents built specifically for RTOs: Upskill & Cross-Enrolment (targets past students with next-step courses), Employer & Group Booking Follow-Up (multi-touch follow-up for corporate training enquiries) and Logbook & Assessment Chaser (staged reminders for incomplete work-based learning logbook entries). Each is +$30/month on top of your package.
No. Your AI agents work alongside whatever you already use. We connect to your existing Student Management System, LMS, Xero and Outlook via API. No ripping out what already works. If you don’t have a system yet, we can work with that too.
The agent monitors your LMS for students with outstanding logbook entries. Week 1: friendly reminder with a direct link. Week 2: deadline reminder with support contact. Week 3: escalation to their trainer or assessor. Reminders stop automatically when entries are submitted. Your admin team gets a weekly summary showing which students are falling behind.
No. There are no setup fees, no onboarding fees and no hidden charges. We handle all the setup, SMS/LMS integration and agent configuration as part of the service. You don’t pay until you’ve reviewed and tested everything.
Yes. There are no lock-in contracts. You can cancel your subscription at any time with 30 days notice. No cancellation fees.
AI Agents for Tradies
Our AI agents for each trade - enquiry follow-up, appointment reminders, Google reviews, licence and compliance tracking, social media, payment chasing and warranty check-ins. From $97/month.
Electricians
Enquiry follow-up, licence & compliance tracking, Google reviews and payment reminders
Plumbers
Enquiry follow-up, licence & compliance tracking, Google reviews and seasonal maintenance tips
Landscapers
Enquiry follow-up, licence & chemical cert tracking, Google reviews and seasonal garden tips
Concreters
Enquiry follow-up, weather-aware reminders, licence & compliance tracking, stage payment chasing and curing check-ins
Carpenters
Enquiry follow-up, licence & scaffold cert tracking, Google reviews and progress payment reminders
Painters
Enquiry follow-up, licence & lead paint cert tracking, Google reviews and progress payment reminders
Tilers
Enquiry follow-up, licence & waterproofing cert tracking, Google reviews and stage payment reminders
Roofers
Enquiry follow-up, licence & heights cert tracking, Google reviews and storm season reactivation
Bricklayers
Enquiry follow-up, licence & scaffold cert tracking, Google reviews and progress payment reminders
Fencers
Enquiry follow-up, licence & pool fencing compliance tracking, Google reviews and warranty check-ins
AI Agents for Fitness & Wellness
Our AI agents for each business - enquiry follow-up, class and session reminders, Google reviews, compliance tracking, social media, term or package payment chasing and re-enrolment or membership reactivation. From $97/month.
Dance Studios
Trial enquiry follow-up, class reminders, Google reviews, term fee chasing and re-enrolment check-ins
Personal Trainers
Enquiry follow-up, session reminders, Google reviews, package payment chasing and client reactivation
Pilates Studios
Enquiry follow-up, session reminders, Google reviews, package payment chasing and membership renewal
Yoga Studios
Enquiry follow-up, class reminders, Google reviews, membership payment chasing and student reactivation
AI Agents for Health & Medical
Our AI agents for each clinic - enquiry follow-up, appointment reminders, AHPRA-compliant review requests, compliance and registration tracking, social media, payment reminders and patient recall or reactivation. From $97/month.
Chiropractors
Enquiry follow-up, appointment reminders, AHPRA-compliant reviews, CPD tracking and patient reactivation
Dental Clinics
Enquiry follow-up, appointment reminders, AHPRA-compliant reviews, 6-monthly recall and CDBS reminders
Physiotherapists
Enquiry follow-up, appointment reminders, AHPRA-compliant reviews, EPC gap payment chasing and patient reactivation
Veterinary Clinics
Enquiry follow-up, appointment reminders with aftercare SMS, Google reviews, registration & compliance and vaccination recall
AI Agents for Beauty & Wellness
Our AI agents for each salon - enquiry follow-up, appointment reminders, Google reviews, compliance tracking, social media, payment reminders and client reactivation on 30/60/90-day cycles. From $97/month.
Day Spas
Enquiry follow-up, appointment reminders, Google reviews, gift voucher expiry alerts and 30/60/90-day reactivation
Hair Salons
Enquiry follow-up, patch test reminders, Google reviews, colour rebooking and 30/60/90-day reactivation
Nail Salons
Enquiry follow-up, fill timing reminders, Google reviews, payment chasing and 30/60/90-day reactivation
AI Agents for Home & Commercial Services
Our AI agents for each business — enquiry follow-up, appointment reminders with preparation instructions, Google reviews, compliance tracking, social media, payment reminders and client reactivation. From $97/month.
Carpet Cleaning
Enquiry follow-up, prep & drying time reminders, Google reviews, IICRC tracking and 6/9/12-month reactivation
House Cleaning
Enquiry follow-up, access detail reminders, Google reviews, payment chasing and recurring schedule reactivation
Pest Control
Enquiry follow-up, re-entry instructions, Google reviews, pest management licence tracking and termite re-inspection recall
Pool Maintenance
Enquiry follow-up, post-service summaries, Google reviews, equipment lifecycle tracking and green pool emergency response
Linen Services
B2B enquiry follow-up, pickup & delivery reminders, Google reviews, 30-day invoice chasing and commercial account check-ins
AI Agents for Pet Services
Our AI agents for each business - enquiry follow-up, appointment reminders, Google reviews, compliance tracking, social media, payment reminders and species or breed-specific reactivation cycles. From $97/month.
Dog Training
Enquiry follow-up, class reminders with homework, Google reviews, graduation photos and course progression reactivation
Pet Grooming
Enquiry follow-up, add-on suggestions, Google reviews, payment chasing and breed-specific rebooking reminders
Veterinary Clinics
Enquiry follow-up, aftercare SMS, Google reviews, registration & compliance and vaccination recall by species and age
AI Agents for Education & Professional
Our AI agents for Education & Training providers — enquiry follow-up, course, tour and lesson reminders, compliance tracking, payment chasing, review requests and reactivation. Built for RTOs, childcare centres and driving schools. From $97/month.
RTO Training
Enquiry follow-up, course reminders, ASQA compliance, cert renewal recall, logbook chasing and employer group follow-up
Childcare Centres
Waitlist enquiries, tour bookings, CCS gap fee chasing, parent reviews, enrolment paperwork and staff compliance tracking
Driving Schools
New learner follow-up, lesson reminders, post-test Google reviews, package invoice chasing, permit expiry alerts and instructor compliance
Swimming Schools
Trial enquiry follow-up, lesson reminders, Google reviews, term fee chasing and re-enrolment check-ins
About Us
My AI Worker is powered by Now Technology Systems - a Queensland technology company with over 20 years of experience building digital solutions for Australian businesses.
Website Design & SEO
Custom WordPress websites, WooCommerce stores, local SEO, Google Ads management and Google Business Profile optimisation. Sites built for speed, mobile and conversions.
Programming & Plugin Development
Custom WordPress plugins, API integrations, bespoke dashboards and customised functionality. When off-the-shelf doesn’t cut it, we build exactly what your business needs.
WordPress Support & Maintenance
Ongoing maintenance, security updates, performance optimisation and emergency troubleshooting. Plugin conflicts, white screens, broken layouts - we fix WordPress problems fast.
AI Agents & Automation
Purpose-built AI agents for enquiry follow-up, appointment reminders, Google reviews, compliance tracking, social media, payment chasing and client reactivation - running 24/7.
AI Chatbots & Voice
Intelligent website chatbots that capture enquiries 24/7, plus an AI voice receptionist that answers calls, captures details and sends you an instant SMS summary.
20+ Years. Australian Owned.
Based in Queensland. Self-hosted infrastructure. Australian data hosting. No offshore call centres, no generic templates - real solutions built by people who understand how Australian businesses work.
Now Technology Systems (trading as SiteDesignNow) is the parent company behind My AI Worker. We’ve been building digital solutions for Australian businesses for over two decades - and My AI Worker is our dedicated AI automation brand.
Get a Free Quote for Your RTO
Tell us about your training organisation and we’ll come back with a setup customised to your courses, compliance requirements and student admin needs. No meetings. No obligation.
Melbourne, Australia
info@myaiworker.com.au
Running 24/7 – following up student enquiries, tracking compliance, chasing logbooks, driving certification renewals and keeping your courses full
We help RTOs across Melbourne and Australia automate student enquiry follow-up, course reminders, ASQA compliance tracking, Google reviews, social media, payment chasing, certification renewal recall, upskill campaigns, employer follow-up and logbook chasing with AI agents that connect to your SMS and LMS. From $97/month with no setup fees.