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How RTOs can take apprenticeship and traineeship management online

April 5, 2022

Compliance, relationship management, learner satisfaction, assessment, training records, logbook evidence and more…so much goes into managing work-based learning. Although it can be complex to manage, apprenticeships and traineeships are an integral part of many VET courses and ensure learners become ready to work in industry. 

Many training providers are still relying on paper-based logbooks, training records and other manual systems to manage their work-based learning. Manual, paper-based work-based learning management is one of the most outdated ways of doing things in the VET sector, and yet it's only been recently that we’ve seen solutions to take the management of work-based learning online.

Using a digital system to manage apprenticeships and traineeships – how does it work? 

We know that digitising processes can save time and money. From student management to workflow automation, compliance to finance management and more – going digital can provide efficiencies that a non-digital way of doing things can’t.  

When the apprenticeship/traineeship experience is optimised for all parties – including the learner, trainer, supervisor, employer and administrator – the most ideal outcome can be achieved for everyone.

Let’s look at an example using BSB30120 Certificate III in Business. Let’s say this course is delivered over twelve months, with online learning and assessment completed in the workplace. A learner can undertake a traineeship arrangement with an employer while training with the RTO. 

A BSB30120 traineeship would see the learner carrying out appropriate workplace skills, including a range of routine procedural, clerical, administrative or operational tasks that require technology and business skills, and completing assessment in the workplace. Upon completion of the course, there are a number of roles learners may be employed in in a variety of industries, including administration, customer engagement, information management and more.


Let’s look at Alison, a (fictional) learner undertaking a BSB301020 traineeship in a business environment. She’s required to record evidence of certain tasks in the workplace and maintain a logbook for multiple months. Her workplace supervisor is required to approve this evidence, review logbook entries, mark attendance, and provide feedback. Alison’s trainer at the RTO needs to be able to monitor her progress in the traineeship, while the RTO administrators need to manage communication, relationships and compliance. 

There’s a few general problems – including Alison sometimes forgetting her paper logbook at home, or struggling to carve out time to sit and regularly update her logbook everytime she needs to record evidence and update training details. 

But, the real pervading issue is that there’s a lot of moving parts involved in the traineeship across a long period of time, and a paper-based system doesn’t make this easy to manage.  

A digital solution centralises all information and makes work-based learning management easy.

Imagine that instead of a paper-based logbook, Alison has a mobile learner app on her own mobile device where she can see her tasks, upload evidence and submit her logbook activities for approval. All of her traineeship activities correspond to the training plan’s competency requirements, making it easy to see what skills she is gaining. 

Her supervisor also has their own app where they can approve evidence Alison submits, provide their digital signature, and more – all within their own mobile device. 

All evidence and information from both apps feeds back into the RTO’s Student Management System – eliminating lost evidence and streamlining compliance for administrators.

And, trainers have complete oversight of the learning journey, allowing them to easily view learner progression and identify any further support needed. 

Taking this essential piece of the learning journey digital provides so many benefits, including saving time and money. But it also encourages best practices for work-based learning management, giving a competitive advantage to training organisations who invest in an innovative, engaging digital solution – raising the standards of the work-based learning program in the VET sector. 

How can I take my work-based learning management online?

We recommend talking to your student management system provider to learn about their work-based learning solution. A solution that is developed to be part of the overall SMS (and LMS) you use will help a lot when it comes to compliance, communication and efficiency. 

aXcelerate's digital Work-Based Learning feature is now available*

aXcelerate is Australia’s number 1 cloud-based Student Management System and Learning Management System.

From starting out as an RTO, to developing our software and continuing to grow through many changes in the VET sector over the past 33 years, we’ve helped 900+ training organisations thrive with aXcelerate’s one system SMS/LMS solution.

We'd love to chat with you to see how we can work with you to achieve your training management goals, including digitising the management of work-based learning, here

*aXcelerate’s Work-Based Learning feature is currently in Open Beta and only available for Turbo clients. 

Want to learn more about how you can digitise the management of work-based learning? Check out these helpful articles: 

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