Choose Uploaded or Online Policies
RTOSafe supports two types of policies:
Uploaded Policies
These are files you upload to RTOSafe. Upload them as PDFs, because staff can’t read Word or Excel files in the Staff Portal. Use this when:
- You maintain policies in Word or another editor outside RTOSafe
- You need precise formatting control (letterheads, complex tables)
- Multiple people edit the source document before uploading
To update an uploaded policy, upload a new file as a new version. It stays a draft until you publish it.
Online Policies
These are policies you write and edit directly in RTOSafe. Use this when:
- You want to edit policies without leaving RTOSafe
- You don’t need complex formatting
- You want faster updates — edit in RTOSafe, then publish when the change should go live
Which Should I Use?
Most RTOs start with uploaded policies — you probably already have Word documents. This works well and there’s no pressure to change.
Consider online policies if you find yourself frequently making small updates and want to skip the upload step.
You can have a mix — some policies uploaded, others online. Each policy is independent.
Convert to an Online Policy
You can convert an uploaded policy to an online policy. This is useful when you want to stop managing a separate Word file and edit directly in RTOSafe instead.
This change is permanent. To go back to uploading files, you’d need to create a new policy and archive the old one.
Open the policy
Go to Policies and select the policy you want to convert.
Start a new version
Select New Version. Staff keep seeing the uploaded policy until you publish.
Choose to change to online
Select Change to Online Document.
Copy in your content and save
Copy the text from your current policy document, paste it into the editor and save the draft.
What Happens Next
- When you publish the draft, staff and any public link switch to the online version, and later versions are edited in RTOSafe
- Previous uploaded versions stay in the version history
Common Issues
Can't find Change to Online Document
This option only appears when you select New Version on an uploaded policy.
Formatting looks different
The online editor supports basic formatting only. Complex layouts from Word may need simplifying.