Set Up Document Requirements

Specify which documents each position or staff member needs.

You can require staff to provide certain documents based on their position. For example, trainers might need First Aid certificates and TAE qualifications, while admin staff might only need a Police Check.

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How Requirements Work

Document requirements can be set at two levels:

• Position requirements — Apply to everyone in that position. Set these in Settings → Positions.

• Individual requirements — Additional requirements for specific staff members. Set these from the staff member's documents page.

Position requirements can't be removed for individual staff — they apply to everyone in that position. Use individual requirements only for exceptions.

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Setting Position Requirements

1

Go to Settings → Positions

2

Select Edit next to the position

3

In the Required Documents section, tick the document types this position needs

4

Select Update Position

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Adding Individual Requirements

Sometimes you need a specific staff member to provide documents beyond their position requirements.

1

Go to the staff member's documents page

2

Select Manage Requirements

3

Tick any additional document types required

Position requirements appear but can't be unticked — they're set at the position level.

4

Select Update Requirements

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What Happens Next

• Required documents appear on the staff member's documents page

• Staff can upload their own documents through the Staff Portal

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Monitoring Compliance

Once you've set up requirements, RTOSafe tracks compliance automatically.

Alerts

You'll see alerts on your dashboard when staff have document issues:

• Expired documents — Documents past their expiry date

• Expiring soon — Documents expiring within 60 days

• Unverified documents — Documents uploaded but not yet verified

• Compliance issues — Staff missing required documents

Alerts update daily and refresh immediately when documents are added or verified.

Staff Document Compliance Report

To see all staff with document issues, go to Reports → Staff Document Compliance.

The report shows each staff member with a compliance issue, including:

• Which document type is affected

• Whether it's missing, expired, or not verified

• Their position and department

You can filter by document type, position, or compliance status to focus on specific issues.

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Common Issues

Can't remove a requirement for one staff member

If it's a position requirement, you need to change the position's requirements — or move the staff member to a different position.

New requirement not showing for existing staff

Requirements apply immediately. Check you saved the position changes.