Managing trainers is mostly about getting them the right material
Ask a trainer manager what takes up their time and you'll hear the same things. A new trainer starts and needs to know where everything is. A relief trainer is covering a class tomorrow and needs the lesson plan and where the group is up to. An assessor needs the current marking guide, and a trainer who doesn't assess shouldn't be able to see it.
Xeltom handles that side of trainer management. Every person in your RTO gets one place to find what they need, and you decide what each of them can see.
Bring your whole team in quickly
Add staff one at a time, or import them in bulk from a spreadsheet (CSV). Xeltom checks every row before anything is created, and gives each imported person a one-time temporary password. Sign-in can be limited to your organisation's own email domains, so only your staff can get in.
Roles that match how an RTO works
Each person has one of four roles:
- Trainer finds and uses training resources for the courses they teach.
- Trainer-assessor also sees assessor-only material, such as marking guides.
- Admin manages courses, resources and users.
- Super admin manages the whole organisation, including workspaces and settings, and sees the organisation-wide activity log.
Keep assessment material with assessors
Resources can be marked as assessor-only, and whole tabs of documents can be set the same way. Trainers who don't assess never see them, in lists, in search or through an old link. Admin resources, such as internal procedures, are visible to admins only.
Departments and campuses with workspaces
If your RTO delivers across faculties, departments or campuses, put each team in its own workspace. Trainers see the courses for their workspace, while documents that apply to everyone stay available organisation-wide. A course can belong to more than one workspace when it's shared.
Onboard new and relief trainers in minutes
Every user gets a personal dashboard with the resources they've saved and what's recently been added. Each resource has its own page with an overview, recommended usage, screenshots and embedded videos, so someone who didn't write a lesson plan can still pick it up and teach from it. Covering a class no longer depends on tracking down whoever taught it last.
See how resources are being used
Every resource shows who uploaded it, who last updated it and when, so trainers can trust they're using the current version. Admins can open a staff member's profile to see their activity, including how many resources they've downloaded.
Built inside a real RTO
Xeltom started as an internal tool 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.