Set Up Staff Agreements

Uploading a policy doesn’t automatically ask staff to agree to it. You need to tell RTOSafe which departments need to agree to which policy categories, then make sure your staff are in the right department. From then on, staff are asked to agree automatically.

Before You Start

Your policies need to be uploaded — each one sits inside a category (e.g. Staff Management, Governance)
You’ll need at least one department set up in Settings → Departments — new accounts come with defaults you can use or edit

Staff can only read PDFs and online policies in the Staff Portal. They can’t read a Word or Excel file before they agree to it. Upload policies as PDFs, or use online policies.

Settings Departments page with the Add New Department window open, showing the Department Name field and the Department Policies list of policy categories to tick

Steps

Link policy categories to a department

Go to Settings → Departments, edit or add a department, and tick every policy category its staff should agree to.

For example, an “All Staff” department might need Staff Management, Administration, and Governance — while a “Trainers” department might also need Training and Assessment.

Make sure staff are assigned to the department

When you add a staff member or edit their profile, set their department. They’re then asked to agree to every policy in that department’s categories.

What Happens Next

Staff see their pending agreements in the Staff Portal, where they read each policy and select I Agree
When you add a policy to a linked category, staff in that department are asked to agree to it
When you publish a new version of a policy, staff need to agree again

Staff Portal policy agreement screen showing a PDF procedure open for the staff member to read, with the I Agree button at the bottom

Common Issues

Some staff got agreement requests but others didn't

Staff only get requests for categories ticked on their department. Tick the missing category on their department, or move them to a department that includes it. To keep a policy limited to a few people, see Limit a Policy to Specific Staff.

Staff can't see what's in a policy

The policy is probably a Word or Excel file. Upload it as a PDF in a new version and publish it.

Can't delete a department

Departments can only be deleted if no staff are assigned to them. Reassign or deactivate staff first.