Set Up Login Settings

Choose how your staff log in to RTOSafe.

Before adding staff, decide how they'll log in. RTOSafe supports three options:

• Username & Password — traditional login with email and password

• Sign in with Google — staff use their Google accounts

• Sign in with Microsoft — staff use their Microsoft accounts

Set this up before adding staff. If you change the login method later, everyone will need to log in again.

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Choosing a Login Method

Most organisations choose based on what email system they already use:

Your organisation uses	Recommended login method
Google Workspace	Sign in with Google
Microsoft 365	Sign in with Microsoft
Mixed or other	Username & Password

If you choose Google or Microsoft SSO, make sure all your staff have accounts with that provider. Staff without matching accounts won't be able to log in.

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Multi-Factor Authentication (MFA)

If you use Username & Password login, you can require multi-factor authentication for compliance admins. This adds an extra layer of security by requiring a one-time code from an authenticator app when logging in.

MFA is only available for Username & Password login. Google and Microsoft sign-in already have their own security measures built in.

What happens when you enable MFA

When you tick Require MFA for Compliance admin users:

1. Next login — Each compliance admin will be prompted to set up MFA when they next log in

2. Setup process — They'll scan a QR code with an authenticator app (like Google Authenticator or Microsoft Authenticator) on their phone

3. Ongoing logins — After setup, they'll enter their password plus a 6-digit code from the app each time they log in

We recommend enabling MFA. It significantly reduces the risk of unauthorised access, even if a password is compromised.

Who is affected

• Compliance admins — Must use MFA if enabled (see Set Up MFA on Your Account for the setup guide)

• Staff-only users — Not affected, they continue to log in with just their password

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Changing the Login Method

1

Go to Login Settings

2

Select your preferred login method

3

Leave Require all other users to log back in checked (recommended)

4

Select Save Changes

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What Happens Next

• The new login method takes effect immediately

• If you checked "Require all other users to log back in", everyone except you will need to sign in again

• Staff will see the appropriate login option (Google button, Microsoft button, or password field) when they next visit RTOSafe

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Common Issues

Staff member can't log in after change

They don't have an account with the SSO provider you selected (Google or Microsoft)

"This account requires Google/Microsoft Sign-In" error

You've enabled SSO but the staff member is trying to use a password