Set Up Reporting Lines
Every staff member in RTOSafe has a position. Set who each position reports to, and RTOSafe draws your organisation chart and keeps it up to date as staff come and go.
Steps
Go to Positions (under Settings)
Select Edit on a position
Choose who it answers to in Reports To
Leave it blank for your most senior position (usually the CEO) — that position sits at the top of the chart.
Select Save, then repeat for your other positions
See Your Organisation Structure
Once your reporting lines are set, see the chart in Reports → Organisation Structure. Each position shows the staff currently in it, and empty positions show as Vacant.
You can fix a reporting line straight from the chart. Select Export PDF to download the chart — handy for induction packs, audit evidence, or your next staff meeting.
What Happens Next
- The chart updates itself when someone joins, leaves or changes position
- Staff appear under the position set on their staff record (see Add Staff Members to RTOSafe)
Common Issues
"This would create a circular reporting line"
Two positions can’t report to each other, even indirectly. Change one of the Reports To choices so the chain leads up to your top position.
A position shows as Vacant
Nobody active is assigned to it. Set the person’s Position on their record in Staff. If the role is genuinely unfilled, it’s a useful prompt for recruitment planning.
What happens to reporting lines when I delete a position?
Any positions that reported to it move up to report to the position above it, so your chart stays connected. You can’t delete a position while active staff are assigned to it — move them to another position first.