Limit a Policy to Specific Staff
Some policies aren’t for everyone, such as a board, HR or critical incident procedure. You can keep these out of most people’s Staff Portal while the staff who need them can still read and agree to them.
In the Staff Portal, staff see policies by category, and their department decides which categories they get. Each staff member belongs to one department, but a department can include any number of categories. So you don’t move people out of their usual policies. You give them a department that has everything they had before, plus the restricted category.
Before You Start
- Go to Settings → Staff Portal and turn off Show all policies to all staff. While it’s on, every staff member can see every policy.
- Upload the policy you want to restrict. See Upload Policies and Procedures.
Steps
Create a category for the restricted policy
Go to Settings → Policy Categories and add a category such as “Confidential”.
Put the policy in that category only
Open the policy, select Edit and, under Policy Categories, tick your new category. Untick every other category. Anyone whose department includes another ticked category can still see the policy.
Create a department for the people who need it
Go to Settings → Departments and add a department, for example “Compliance – Confidential”. Tick all the categories their current department has, plus the new category.
Move those staff into the new department
Edit each person’s staff record and change their Department. They keep all their usual policies and gain the restricted one.
People from different departments? One shared department gives everyone in it the same categories. If a trainer and a compliance officer both need the restricted policy but shouldn’t get each other’s usual policies, create a ”+ Confidential” version of each of their departments.
What Happens Next
- Staff in the new department see the restricted policy in their Staff Portal and get an agreement request for it
- Other staff can’t see or open it in the Staff Portal
- New policies you add to the restricted category stay limited to that department
This only applies to the Staff Portal. Anyone who can open Policies in the admin side of RTOSafe can still see every policy, and you can’t hide policies with access profiles. Keep that in mind when you decide who gets admin access.
Common Issues
Staff who shouldn't see the policy can still see it
Check that Show all policies to all staff is off and that the policy has no other category ticked. Then check that the restricted category isn’t ticked on any other department.
Staff in the new department lost some of their usual policies
The new department doesn’t include all the categories from their old one. Edit it in Settings → Departments and tick the missing categories.
A staff member can't see any policies
When Show all policies to all staff is off, staff with no department see no policies. Give them a department in their staff record.