One system instead of a drive per department
As a college grows, its resources tend to split along the same lines as its people. Each faculty sets up its own folders. Campuses copy material and change it locally. Policies and procedures live with whoever wrote them. Before long there's no single answer to simple questions like "what do we have for this course?" or "which version of this procedure is current?"
Xeltom replaces those separate stores with one library for the whole college, while still letting each part of the college work in its own space.
A structure that mirrors your college
Everything in Xeltom sits in a clear hierarchy:
- Your organisation, the college as a whole
- Workspaces, one for each faculty, department or campus
- Courses within each workspace, and the subjects within each course
- Resources within each subject, sorted by type: lesson plans, assessment guides, trainer tools, links and videos
A course can belong to more than one workspace when it's shared between faculties or campuses, so there's still only one copy of its resources. Staff see the courses for the workspaces they belong to. The RTO trainer management page explains roles and workspace access in more detail.
College-wide documents get their own space
Not everything belongs to a course. Xeltom keeps two separate areas for material that applies across the college:
- Other Resources for documents every staff member may need, such as handbooks, templates and guides.
- Admin Resources for material only admins should see, such as internal procedures.
Both are organised into tabs you name yourself, so they match how your college already talks about its documents. A tab in Other Resources can also be made assessor-only.
Oversight for whoever runs the college
The person who owns Xeltom for your college, the super admin, sees the organisation-wide activity log. It records actions across every workspace, such as resources being uploaded, edited, moved to the trash or imported, and it can be exported to a spreadsheet. The dashboard shows how many resources, courses and users the college has at a glance.
Every resource also shows who uploaded it, who last updated it and when, so anyone can see where a document came from.
Mistakes can be undone
When a resource, course or user is deleted, it goes to the trash first. Admins can restore it, or permanently delete it as a separate step. One wrong click doesn't wipe out a course.
Moving the whole college across
You don't have to rebuild your library by hand. Admins can:
- import courses and their subjects from a spreadsheet (CSV)
- import staff from a spreadsheet, with a one-time temporary password for each new user
- upload a ZIP of existing files and assign each one to a course or subject, with folder names used to suggest where each file goes
Every import shows a preview first, and nothing is created until you confirm it.
Built inside a real college
Xeltom started as the internal resource hub at EQC Institute, where around 60 staff, including trainers, assessors and admins, use it every day. It was built by someone who has worked in an RTO as a trainer and assessor and as a trainer manager.