Xeltom

All-in-one resource management for RTOs

Join other Registered Training Organisations bringing all their resources, from lesson plans and assessment guides to trainer and admin documents, into one organised, audit-ready platform. Register for early access.

Register now for 3 months free

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Sound familiar?

Where are all the lesson plans?

Are these assessment guides current?

How do I use this resource?

Why can I never find what I'm looking for!?

What do I teach in what order?

I'm covering a class but where are they up to?

Who signed off on this?

Is this the latest version?

Where's the marking guide?

Am I even audit-ready?

What did the last trainer cover?

What is Xeltom?

Do you have lesson plans buried in someone's inbox, assessment guides nobody's sure are current, teaching resources living in weirdly named folders or in the wrong place, and no clean answer when an ASQA auditor asks who uploaded or changed what?

Xeltom is RTO resource management software that replaces the folder chaos with one organised platform your whole training team can use easily, from trainers and assessors to admins and compliance staff.

One searchable library

Always current

Audit-ready trail

Workspace-scoped access

Every resource in ONE central place

No more endless searching through unorganised, oddly-named folders in SharePoint or Dropbox. Xeltom keeps lesson plans, assessment guides, trainer tools, trainer documents and admin resources together with links and videos in one library, so you can find anything by keyword or filter by course, subject or category.

See Xeltom in action

Every user in your RTO, from trainers and assessors to admins, gets their own dashboard with everything they need front and centre.

  • Saved resources one click away
  • Recently added resources across your courses
  • Your recent activity at a glance

Every resource has its own page, so trainers know exactly what it is and how to use it before downloading anything.

  • An overview and recommended usage
  • Supporting screenshots and embedded videos
  • Who uploaded it, when it last changed and how often it's downloaded

Open any course to find its resources grouped by subject and type, ready for whoever is teaching it next.

  • Assessment guides, lesson plans and trainer tools
  • Links, videos and general course resources
  • Save a course to find it again in one click

Users, courses and resources are all scoped to workspaces, so every faculty, department and campus of your college sees exactly what's relevant to them.

  • A workspace for each faculty, department or campus
  • Share a course across several workspaces
  • Admins manage their own workspaces, owners see everything

Upload a file or save a link straight into the right course and subject, with everything your team needs to know about it.

  • Choose the course and subject, or attach it to several at once
  • Upload files or save links to websites and online tools
  • Add an overview, recommended usage, screenshots and videos

Switching is easy

Moving from SharePoint, Dropbox or Google Drive? You don't have to re-upload everything one file at a time.

  • Drop in a ZIP of files and assign each one to a course or subject
  • Import users and courses in bulk from a spreadsheet (CSV)
  • Set everything up during your 3 free months

Why RTOs choose Xeltom

Purpose-built for Australian Registered Training Organisations, not another generic file-sharing tool.

Without Xeltom
With Xeltom
Without Xeltom

“Is this even the right file?”

You download it, open it, and it's not what you needed. Then you do it again.

With Xeltom

Preview before you download

Every resource has its own page with an overview, recommended usage, screenshots and embedded videos, so you know what it is and how to use it before you download it.

Without Xeltom

“Who changed this?”

Nobody's sure who uploaded or edited it, and the auditor is waiting.

With Xeltom

Audit-ready compliance

An activity trail of who added and updated each resource keeps your evidence organised for ASQA audits and the Standards for RTOs.

Without Xeltom

“Which copy is current?”

The same file sits in five course folders, each slightly different.

With Xeltom

Always-current resources

A resource shared across several courses or subjects is updated once, and it's current everywhere it's used.

Without Xeltom

“Where's that link again?”

SharePoint and Dropbox only store files, so useful websites and online tools end up lost in emails and bookmarks.

With Xeltom

Files, links and videos together

Store links and videos as resources right alongside your files, organised by course and subject like everything else.

Without Xeltom

“Where are they up to?”

Relief trainers chase whoever taught the class last.

With Xeltom

Easy trainer onboarding

New and relief trainers find every lesson plan, assessment guide and trainer tool for a course in one place.

Without Xeltom

“I can't find anything.”

Staff either wade through every folder in the college or can't see what they need.

With Xeltom

Built for multi-faculty RTOs

Workspace-based access keeps each department's users, courses and resources organised while admins keep full oversight.

Built inside a real RTO

Xeltom didn't start as a product. It started as an internal tool at EQC Institute, built to fix the exact problems in those "Sound familiar?" questions. Today it's the system EQC's trainers, assessors and admins rely on every day.

60+ staff use Xeltom daily EQC Institute
  • Started as an internal tool, not AI generated garbage
  • Built by someone who works in the RTO space
  • Proven with real courses, trainers and assessors

I've worked as a trainer and assessor in numerous RTOs and have honestly lost count of the hours spent hunting for lesson plans, chasing resources to use in class and checking whether an assessment guide was the current one.

Being a software developer, I decided to build a solution, Xeltom. Now validated and ready to help other RTOs.

Ryan, founder of Xeltom Ryan, Founder of Xeltom Trainer & Assessor and Software Developer

What RTOs are saying

What trainers, assessors and admins are saying about Xeltom.

So much better using Xeltom. Everything is where you think it's suppose to be, everything is very easy to find and it's all labelled really well. It's saved me in a pinch a few times.

Harry Trainer, EQC Institute

Teaching a class on my new laptop was hard because all of my resources were saved on my old laptop. This allowed me to login and grab what I needed to and pull together a great lesson plan with ease and super high quality. It saved me hours of trolling the internet for what I needed.

Timothy Daly Trainer, EQC Institute

The overall structure of lessons plans, links, videos etc.. makes finding info really easy. Also having clear visibility on when a document / resource has been updated also really helps.

Trent Moffat Trainer, EQC Institute

I needed to add more activities to make my class more fun and engaging. I also like to leave things a bit last minute so I had about 15 minutes before class. I jumped on Xeltom and checked the trainer support material and there was a bunch of links and resources that I could use. Things like quizzes and CTFs etc and it was awesome.

Harry Trainer, EQC Institute

Xeltom is fantastic! Honestly, I couldn’t do my job the same way without it. I use it daily to find current lesson plans, resources and links that help me deliver 11/10 training to students that deserve the best from us.

Timothy Daly Trainer, EQC Institute

So much better using Xeltom. Everything is where you think it's suppose to be, everything is very easy to find and it's all labelled really well. It's saved me in a pinch a few times.

Harry Trainer, EQC Institute

Teaching a class on my new laptop was hard because all of my resources were saved on my old laptop. This allowed me to login and grab what I needed to and pull together a great lesson plan with ease and super high quality. It saved me hours of trolling the internet for what I needed.

Timothy Daly Trainer, EQC Institute

The overall structure of lessons plans, links, videos etc.. makes finding info really easy. Also having clear visibility on when a document / resource has been updated also really helps.

Trent Moffat Trainer, EQC Institute

I needed to add more activities to make my class more fun and engaging. I also like to leave things a bit last minute so I had about 15 minutes before class. I jumped on Xeltom and checked the trainer support material and there was a bunch of links and resources that I could use. Things like quizzes and CTFs etc and it was awesome.

Harry Trainer, EQC Institute

Xeltom is fantastic! Honestly, I couldn’t do my job the same way without it. I use it daily to find current lesson plans, resources and links that help me deliver 11/10 training to students that deserve the best from us.

Timothy Daly Trainer, EQC Institute

Xeltom is fantastic! Honestly, I couldn’t do my job the same way without it. I use it daily to find current lesson plans, resources and links that help me deliver 11/10 training to students that deserve the best from us.

Timothy Daly Trainer, EQC Institute

I needed to add more activities to make my class more fun and engaging. I also like to leave things a bit last minute so I had about 15 minutes before class. I jumped on Xeltom and checked the trainer support material and there was a bunch of links and resources that I could use. Things like quizzes and CTFs etc and it was awesome.

Harry Trainer, EQC Institute

The overall structure of lessons plans, links, videos etc.. makes finding info really easy. Also having clear visibility on when a document / resource has been updated also really helps.

Trent Moffat Trainer, EQC Institute

Teaching a class on my new laptop was hard because all of my resources were saved on my old laptop. This allowed me to login and grab what I needed to and pull together a great lesson plan with ease and super high quality. It saved me hours of trolling the internet for what I needed.

Timothy Daly Trainer, EQC Institute

So much better using Xeltom. Everything is where you think it's suppose to be, everything is very easy to find and it's all labelled really well. It's saved me in a pinch a few times.

Harry Trainer, EQC Institute

Xeltom is fantastic! Honestly, I couldn’t do my job the same way without it. I use it daily to find current lesson plans, resources and links that help me deliver 11/10 training to students that deserve the best from us.

Timothy Daly Trainer, EQC Institute

I needed to add more activities to make my class more fun and engaging. I also like to leave things a bit last minute so I had about 15 minutes before class. I jumped on Xeltom and checked the trainer support material and there was a bunch of links and resources that I could use. Things like quizzes and CTFs etc and it was awesome.

Harry Trainer, EQC Institute

The overall structure of lessons plans, links, videos etc.. makes finding info really easy. Also having clear visibility on when a document / resource has been updated also really helps.

Trent Moffat Trainer, EQC Institute

Teaching a class on my new laptop was hard because all of my resources were saved on my old laptop. This allowed me to login and grab what I needed to and pull together a great lesson plan with ease and super high quality. It saved me hours of trolling the internet for what I needed.

Timothy Daly Trainer, EQC Institute

So much better using Xeltom. Everything is where you think it's suppose to be, everything is very easy to find and it's all labelled really well. It's saved me in a pinch a few times.

Harry Trainer, EQC Institute

Secure by design

Your resources, staff details and compliance records deserve better than a shared drive.

Your data stays yours

Each organisation's data is kept separate from every other organisation's, so staff only ever see their own RTO's information.

Private file storage

Resources are stored privately and only served to signed-in staff with access, never through public links.

Roles and permissions

Trainer, assessor, admin and owner roles, plus workspaces, control exactly who can see and manage what.

Full activity trail

A log of who added, changed and downloaded what, so you always have an answer when someone asks.

Secure sign-in

Strong password rules, securely hashed passwords and protection against repeated login attempts.

Built in Australia

Designed and supported by an Australian RTO practitioner, for the way Australian RTOs work.

9 releases and counting

Xeltom has shipped 9 releases since May 2026, and it keeps growing into a complete platform for running your RTO.

Recently released

  • Organisations and workspacesJun 2026
  • New dashboard, videos and trash toolsJun 2026
  • Categories and self-serviceJun 2026
  • Assessor-only accessJun 2026
  • Courses and richer resource fieldsMay 2026

Coming next

  • Classes
  • Timetabling and a live calendar
  • Email notifications
  • Shared tasks and to-dos
  • An in-app AI assistant

Planned features. Timing and details may change.

Frequently asked questions

What is Xeltom?

Xeltom is an all-in-one trainer and resource management platform built for Registered Training Organisations (RTOs). It gives your whole team one organised, searchable library for every resource, from lesson plans, assessment guides and trainer tools to videos, links, trainer documents and admin resources, with workspace-based access and an audit-ready activity trail.

Is Xeltom built for Australian RTOs?

Yes. Xeltom is designed specifically for Australian RTOs and the VET sector. Resources are organised by course, subject and category, so trainers and compliance staff can find current material for qualifications like the Certificate IV in Training and Assessment in seconds.

How does Xeltom help RTOs prepare for an ASQA audit?

Xeltom keeps your training and assessment resources in one place and records activity such as who added and updated each resource. When an auditor asks where a resource is, whether it is current, or who changed it, you have a clear answer instead of digging through inboxes and shared drives.

Can Xeltom replace SharePoint or Dropbox for our training resources?

Yes. SharePoint, Dropbox and Google Drive only store files in folders. Xeltom is a purpose-built resource library that stores links and videos alongside your files, and gives every resource its own page with an overview, recommended usage, screenshots and embedded videos. Trainers search by keyword or filter by course, subject or category, and every resource lives in the right workspace.

Can trainers preview a resource before downloading it?

Yes. Every resource in Xeltom has its own page showing an overview, recommended usage, screenshots and embedded videos, so trainers can check it is the right resource and understand how to use it before they download anything.

Can we control which trainers see which resources?

Yes. Users, courses and resources are scoped to workspaces, so each faculty, department or campus sees the resources relevant to them, while admins keep oversight of the whole RTO.

How does Xeltom help relief trainers and new staff?

New and relief trainers can find the lesson plans, assessment guides and teaching resources for any course in one place, and see recent activity, so covering a class or onboarding a new trainer no longer depends on tracking down whoever last taught it.

Is Xeltom already being used?

Yes. Xeltom started as an internal tool at EQC Institute and is used every day by around 60 staff there, including trainers, assessors and admins. It is now being prepared so other RTOs can use it too.

Who built Xeltom?

Xeltom was built by someone who has worked inside an RTO as a trainer and assessor and as a trainer manager, and who is also a software developer. It was designed around the day-to-day problems RTO staff actually face, not guesses about them.

When does Xeltom launch and how do I get early access?

Xeltom is launching soon. Register your interest using the form on this page and we will email you launch news and early access details for your RTO, including your free 3-month early-access trial.

Does it cost anything to register interest?

No. Registering your interest is free and there is no obligation. You can unsubscribe from updates at any time.

Is there a free trial?

Yes. RTOs that register their interest before launch get a free 3-month trial, so you can set Xeltom up with your own courses, resources and staff before committing. After launch, new RTOs get a 1-month trial, so registering now gets you 3 times as long.

Can we bring our existing resources across?

Yes. You don't have to re-upload files one at a time. Admins can drop in a ZIP of files and assign each one to a course or subject, and import users and courses in bulk from a spreadsheet (CSV).

Still have questions? Email us at info@xeltom.com or read our guides for RTOs.

Bring your trainers, resources and teams into one place

Getting started takes three simple steps.

  1. 1

    Register your interest

    It takes under a minute, and there's no obligation.

  2. 2

    See it in action

    We'll keep you posted on launch and early access, or book a demo any time.

  3. 3

    Start your 3 free months

    As an early-access RTO, get 3 months free at launch to set up and bring your resources across.

Book a demo