# 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**](https://app.rtosafe.com.au/StaffPortalSettings) 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](/help/uploading-policies).
***
## Steps
1
**Create a category for the restricted policy**
Go to [**Settings → Policy Categories**](https://app.rtosafe.com.au/PolicyCategorySettings) and add a category such as "Confidential".
2
**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.
3
**Create a department for the people who need it**
Go to [**Settings → Departments**](https://app.rtosafe.com.au/Departments) and add a department, for example "Compliance – Confidential". Tick **all the categories their current department has**, plus the new category.
4
**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](/help/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**](https://app.rtosafe.com.au/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.