CaptrID
For Australian RTOs & training providers

RTO ID card software built for rolling enrolment

Issue student, trainer, CRICOS, and placement IDs the day enrolment is accepted — not week six when the photographer next visits. USI-aligned student records, AVETMISS-compatible data, ASQA-ready audit log.

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No credit card required · From A$49/mo billed annually · Cancel anytime

app.captrid.com
CaptrID admin dashboard for an RTO — student cohorts, roster master lists, and submission progress
Digital student ID pass on a phone for an Australian RTO

Plugs into the systems your RTO already runs

Microsoft Entra ID, Okta, SCIM 2.0, Airtable, OneDrive, Google Drive™, Apple Wallet, Google Wallet are trademarks of their respective owners.

Sound familiar?

Here is what changes when your RTO's identity workflow lives in one cloud platform.

Students enrol every week, not once a year. The annual photo day model doesn't fit how an RTO actually operates.

Rolling enrolment built in. Issue a student ID the day someone enrols — self-upload link, your in-house tablet, or admin capture from a desktop screenshot.

Trainer cards expired three years ago, half the team have TAE qualifications you can't see on their lanyard, and your auditor asks to verify each one.

Trainer and assessor IDs with qualification fields (TAE40122, Cert IV TAE, industry tickets) pulled from your roster and printed on the card. QR verification surfaces the live credential record.

AVETMISS reporting requires accurate student records and your photo system has no connection to your SMS — student IDs in two places drift apart.

Sync students from any SCIM 2.0 directory or import the same CSV you push to NCVER for AVETMISS. Student records stay matched between the SMS, the credential, and AVETMISS reporting.

CRICOS-registered? International students arrive needing ID for transport, housing, banking — and you have nothing ready until photo day in week six.

Send a self-upload link the moment a CoE is accepted. The student arrives at orientation and their CRICOS-compliant student ID is already in their Apple or Google Wallet.

Industry partners need ID for student work placements but you can't hand over your school IDs and there's no time to design something separate.

Issue placement IDs with expiry dates that match the placement period. Auto-revoke at the end of placement. Industry host sees a verifiable ID, not a homemade lanyard.

From enrolment to issued ID, same day

Three steps to an approved photo — then print it, push it to a wallet, or both. No software for IT to install.

  1. Step 1

    Sync your student & trainer records

    CSV import (the AVETMISS file works), Microsoft Entra ID, Okta, SCIM 2.0. Group by campus, cohort, scope of registration, or trainer team.

  2. Step 2

    Capture photos as students enrol

    Self-upload links via email or SMS at enrolment. In-house capture for walk-in enrolments. Bulk import from photographer batches when you do run on-site days.

  3. Step 3

    Approve as enrolments come in

    Rolling intakes — approve each enrolment's photo as it arrives, with quality checks and structured rejection reasons.

  • Printed card

    Trainer lanyards, student, CRICOS and placement IDs to your card printer.

  • Wallet pass

    Same-day wallet IDs to phones — no app required.

One approved photo issues to both a printed card and a wallet pass.

Purpose-built for the way RTOs actually run

Rolling enrolment, USI-aligned records, trainer credentials, CRICOS, placements — all in one platform

Rolling enrolment workflows

Sessions don't have to end. Keep a session open for ongoing intakes, issue cards as enrolments are accepted, and the same template handles week-one and week-fifty enrolments.

USI-ready student data

Capture the student's legal name as it appears on their USI, alongside their photo and preferred name. Keeps your credential matched to the National VET Provider Collection.

Trainer credential fields

Pre-defined fields for TAE qualifications, industry licences, and high-risk work tickets. Render them on the card design so verifiers can confirm scope on sight.

CRICOS & international student IDs

Issue the moment a CoE is accepted. CRICOS provider code, course code, and student's home country can render on the card. Self-upload link sent during pre-departure.

Placement & visitor IDs with expiry

Temporary IDs for work placements, industry visits, and contractor access. Set an expiry date matched to the placement period; auto-revoke at the end.

Compliance audit trail

Every photo capture, approval, card print, and pass issuance logged with timestamp and user. Useful for ASQA audits and demonstrating identity-verification procedures.
Sydney, AU
Hosted in
A$49/mo
Starts at
Under 1 hour
Setup time
14 days, no card
Free trial

Plans for RTOs of any size

14-day free trial on every plan. No card required.

Starter

Up to 500 students

A$49

per month, billed annually

Photo capture, card design, print export — single-campus RTOs and small private providers.

Most popular

Pro

Up to 2,500 students

A$124

per month, billed annually

Adds Entra sync, 1 wallet template, parent/student self-upload at scale.

Business

Up to 10,000 students

A$249

per month, billed annually

Adds Okta/SCIM, unlimited wallet templates — multi-campus RTOs, dual-sector providers, and TAFE divisions.

See full pricing & feature comparison →

Issuing student IDs for an Australian primary or secondary school? See our school ID software →

Issuing staff IDs across an Australian business rather than student credentials? See our staff ID software →

Common questions from RTOs

How does CaptrID handle rolling enrolment instead of an annual photo day?
Sessions don't have to close. Keep one session open per cohort or campus, and as students enrol they're added to the roster automatically (via SCIM, Entra sync, or CSV refresh). Each new student gets a self-upload link as soon as the enrolment is accepted. Their student ID is issued the day they start — not week six when the photographer next visits.
Does CaptrID help with USI compliance or AVETMISS reporting?
CaptrID stores student records that match your USI source-of-truth — legal name, date of birth, and student identifier as it appears in your AVETMISS file. Cards display the student's name as held in the National VET Provider Collection (NCVER). CaptrID does not file AVETMISS for you; it keeps the credential side aligned with the data your SMS reports. For the underlying standards, see training.gov.au and usi.gov.au.
Can we display trainer qualifications and tickets on lanyard cards?
Yes. Add fields for TAE40122, Cert IV TAE, industry licences, high-risk work licences, working with children check, or any qualification you want surfaced. The card designer pulls these from the roster and renders them in the position you design. QR verification also exposes them to anyone who scans.
We deliver to international students under CRICOS. Does CaptrID support that?
Yes. Send a self-upload link the moment the CoE is accepted (or any milestone in your enrolment process). Render CRICOS provider code, CRICOS course code, and the student's home country on the card or wallet pass. Cards or wallet passes are ready before the student lands. Provider obligations are listed on cricos.education.gov.au.
Can we issue temporary IDs for student work placements or industry visits?
Yes. Wallet passes support expiry dates and instant revocation. Issue a placement ID with an expiry matched to the placement end date — the pass becomes inactive automatically. Industry hosts get a verifiable QR they can scan, rather than a homemade lanyard.
We're registered as both a school and an RTO (dual-sector). Can one platform handle both?
Yes. CaptrID supports multiple sessions, multiple card templates, and multiple roster sources within one organisation. Run a year-12 student-card session alongside a Cert III in Individual Support cohort — separate templates, separate fields, same admin portal. Pricing is by total people, not by sector.
Where is the data hosted? Will it pass an ASQA audit?
Your roster, photos, and credential records are hosted in Sydney (ap-southeast-2), built for Australian Privacy Principles and data sovereignty; a few supporting functions (payments, email, and wallet-pass delivery) use overseas providers listed in our privacy notice. Every photo capture, approval, print, and pass issuance is logged with user, timestamp, and action — exportable for ASQA evidence requests. Configurable retention windows align with your compliance policies. See asqa.gov.au for the audit framework RTOs are assessed against.

Issue an ID the day they enrol.

Start your 14-day free Pro trial, or book a demo to see how a rolling-enrolment RTO actually uses CaptrID.

Start Free 14-Day Trial Book a demo

No credit card required · From A$49/mo billed annually · Cancel anytime