What is a Student Records Management System (SMS)

Over the past 2 decades I’ve learned to anticipate the inevitable question “what’s a Student Management System?” Here’s how I’ve learned to reply without getting into the technical details about: the VET Sector, ASQA, AQTF, AVETMISS, and CRICOS.
Years ago everything was planned and tracked on a set of spread sheets and ledgers that you would probably never have seen. These days schools, colleges, universities, and registered training organisations (RTOs) would use a software program called a Student Management System(SMS), also known as Training Management System (TMS) or Learning Management System (LMS) or RTO Compliance System to handle the complexities of:

  • enrolling or booking students
  • launching and payments of eLearning courses, print certificates
  • handling payments, funding claims and invoices
  • scheduling courses
  • organising: class rooms / trainers / meals / books
  • managing assignments & assignments
  • marking attendance
  • scheduling and marking exams
  • notifying teachers, students and parents
  • identifying requirements for extra study
  • complying with state and national reporting requirements
  • issuing and registering certificates
  • providing student resources / time tables / tools to provide anonymous feedback and complaints
  • registering and following areas for ongoing improvement
  • recording results
  • issuing certificates and letters

BluegemEXPLORE TMS 2013 is a web based Student Records Management System (SRMS) also known as Training Management System (TMS) or Learning Management System (LMS) or RTO Compliance System. These terms have roughly the same meaning though the industries involved tend to have a preference. For example schools and colleges deal predominantly with students in academic programs would tend to use the term Student Management System (SMS), while registered training organisations (RTOs) who offer industry based training would tend to use the term Training Management System (TMS), or RTO system. Online learning is almost exclusively managed by a Learning Management System (LMS), but medium to large corporations also tend to use the term LMS as it applies to employee learning and development. So it is quite appropriate to refer to BluegemEXPLORE 2013 as all 3.

How does BluegemEXPLORE 2013 delivers as a TMS, SMS, and LMS

Whether you refer to it as a Student Records Management System, a Training Management System, RTO System, or a Learning Management System, BluegemExplore 2013 TMS provides a rich set of features designed specifically for training and learning organisations. It provides secure web access via a set of web user portals for Administrators, Trainers, Contract Trainers, Managers, Companies, Groups, and Individuals. Our enterprise edition, deisgned for coproarates and Enterprise RTOs provides: ERP, CRM and financial reporting systems integration. All RTOs can benefit from an impressive suite of built-in business management tools designed specifically for training organisations. For those training providers needing to integrate online learning with established training programs, BluegemEXPLORE 2013 TMS includes a full SCORM 2004 LMS built-in.


  • Course and catergory search and browse facilities
  • Online registration and course bookings that captures AVETMISS compliant data
  • Online credit card payments as well as all commonly used traditional payment methods
  • Training plans and reports
  • Issues, complaints and appeals management
  • Electronic document management – resource Library
  • Scheduling and resource planning


  • SNR | AVETMISS | ASQA compliant in all Australian states.
  • eLearning and Blended course management
  • Content Development 
  • Delivery modes: Face-to-face, Distance, Online, Blended, Virtual Classroom
  • Course cataloging and scheduling
  • Flexible program mapping to accredited training courses
  • Short course, Non Accredited, and Events management
  • Enrolments and payments management
  • Resulting, Assessments, and Assignment management
  • Certification and awards
  • MYOB Synchronisation (Service works for other Billing systems – just ask for details)
  • Resource Library and Electronic Document management (EDM).
  • Customer Relations Management (CRM)
  • Web pages and portals can be branded and configured
  • Trainer and Assessor capabilities and competencies
  • Alerts, notifications and rminders – email and SMS

To find out more contact us we would be happy to have a chat or arrange a suitable time for a presentation.

please call +61 8 93899800 or email lynnec@bluegem.com.au

2 Responses to “What is a Student Records Management System (SMS)”

  1. Shane Schnaars April 21, 2015 at 8:25 am #

    Hi Lynne and Bruno,
    Being a start-up RTO we could not be happier with the support/service we have received from the Bluegem team from the very beginning. As we offer e-learning we needed a fully integrated system which is user friendly and found this with Bluegem.

    We also use the TMS as our website as it gave us a one stop shop for everything we do.

    All tickets raised in Bluegem RESOLVE or phone calls made were answered promptly which allows us to have more time to train our students.

    I would not hesitate in recommending Bluegem to other RTO providers.
    Shane Schnaars

  2. Mark Riddell April 21, 2015 at 8:42 am #

    Hi Lynne,

    As you know we are a RTO in Queensland and have been with Bluegem since 2010 and during that time both our businesses have grown and developed significantly.

    We initially chose Bluegem as our Training Management System as we wanted a fully integrated system with one data entry point, from enrolment to issuing a qualification and with the ability to integrate e-learning.

    Prior to implementing Bluegem, we were entering the same data several times with the possibility that an error was going to occur with each entry

    We were using MYOB as our accounting package and as Bluegem data integrates with MYOB the seamless integration of data with one point of data entry seemed a real possibility.

    The Bluegem system has lived up to expectations and we are excited with the release of Bluegem 2014 that has an improved, easy to navigate layout that is aesthetically pleasing, with many additional features that will enable us to better manage and develop our business.

    The team at Bluegem (including Bruno and yourself) are very supportive, helpful and prompt in response to questions and Bluegem Resolve is an excellent method for reporting any difficulties and offering suggestions and improvements.

    Last year, with the change in ownership structure, we took the opportunity to review other systems on the market and Bluegem again was the stand out product in meeting our requirements.

    I look forward to continuing and building our relationship as our business develops and wish both you and Bruno every success with Bluegem as the system has been a significant contributor to our success to date

    Mark Riddell

    Professional Real Estate Training

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