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Marketing & Information Register

The Marketing & Information register helps you track what marketing materials and pre-enrolment information your RTO uses, and ensures they’re reviewed regularly.

What Gets Tracked

You can add any material that promotes your RTO or informs prospective students:

  • Marketing & Advertising — brochures, ads, social media posts, website content
  • Pre-Enrolment Information — course guides, fee schedules, entry requirements
  • Recruitment Scripts — phone scripts, email templates used when recruiting students

One-Off vs Ongoing Materials

When you create a material, you choose whether it’s one-off or ongoing. You can’t change this later, so choose carefully.

One-Off

Use for materials you distribute once and then you’re done.

Examples: Email campaigns, social media posts, event flyers, SMS blasts

How it works:

  1. Create the material with your document
  2. Provide distribution details — who’s the audience and where will it be sent
  3. Submit for review and get approval
  4. Select Record Distribution when you’ve sent it
  5. Done — the material moves to the Complete tab

One-off materials have a single version. Once distributed, there’s nothing more to track.

Ongoing

Use for materials that stay live and need regular reviews.

Examples: Website course pages, printed prospectus, brochures in reception

How it works:

  1. Create the material with your document
  2. Provide display locations — where is this published or displayed
  3. Set a review frequency — every 3, 6, or 12 months
  4. Submit for review and get approval
  5. Select Mark In Use to make it live
  6. When the next review is due, create a new version and repeat

Ongoing materials are versioned — each time you update the content, you create a new version. Previous versions are kept in the material’s history. See Updating and Withdrawing for details.

If you’re unsure, choose Ongoing. It gives you version history and review tracking you might need later.

Creating a Material

1

Go to Marketing & Information and select New Material

2

Enter a title, select the type, and choose how it’s distributed (website, print, email, etc.)

3

Choose the lifecycle (one-off or ongoing) and fill in the required details for that type

4

Upload the document and select Save

Linking to Your Scope

Use the Scope tab to link materials to the training products they cover. This helps you see which courses or qualifications each material relates to, and find materials when a training product changes.

What Happens Next

  • Materials appear in the Active tab while in draft or in use
  • Completed materials (distributed one-offs, withdrawn items) move to the Complete tab
  • Ongoing materials show their next review date so you can plan ahead
  • All changes are logged in the material’s history
Managing Feedback Reviewing Materials