Adding lots of staff? We're happy to do a bulk import for you. Reach out to support and we'll provide instructions.
## Prerequisites
* You need the staff member's email address (must be unique within your organisation)
* You should have their **Position** set up in RTOSafe — you can edit the defaults or add your own in [**Positions**](https://app.rtosafe.com.au/Positions)
* Optional: Set up [Departments](https://app.rtosafe.com.au/Settings/Departments) if you want to group staff for policy agreements
***
## Steps
1
Go to [**Staff**](https://app.rtosafe.com.au/Staff) in the main navigation
2
Select **Add Staff Member**
3
Enter the staff member's details:
* **First Name** and **Last Name**
* **Email** — this becomes their login username
* **Position** — select from your organisation's positions
* **Department** — optional, but determines which policies they'll need to agree to
* **Start Date** — defaults to today
4
**Send login instructions to staff member** is checked by default. Leave it checked to send login instructions immediately, or uncheck it if you're setting up staff records before you're ready to give them access (see below).
5
Select **Save**
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## What Happens Next
* The staff member receives an email with instructions to set up their password and log in
* They appear in your [**Staff**](https://app.rtosafe.com.au/Staff) list as active
* If their department has policies requiring agreement, these appear in their Staff Portal immediately
* They can access the **Staff Portal** to manage their profile and professional development
***
## Setting Up Staff Without Sending Emails
If you're new to RTOSafe and want to configure your staff records before giving your team access, uncheck **Send login instructions to staff member** when adding each person.
This creates their account but they won't be able to log in until you send instructions later.
### Sending Login Instructions Later
1. Go to [**Staff**](https://app.rtosafe.com.au/Staff) and select the staff member
2. In their profile under **Last Login**, you'll see "Never logged in" with a **Resend login instructions** link
3. Select the link to send their login email
The link only appears for active staff who haven't logged in yet.
***
## Understanding Access Levels
| Access Level | What They Can Do |
| -------------------------- | --------------------------------------------------------------- |
| **Staff Portal** (default) | View own profile, complete policy agreements, log PD activities |
| **Compliance Admin** | Full access to compliance features, documents, staff management |
New staff only receive Staff Portal access. To grant Compliance Admin access, go to the staff member's profile and select the **Access Level** tab.
***
## Staff Limit Reached?
If your organisation has a staff limit and you've reached it, the **Add Staff Member** button will be disabled. Contact RTOSafe support to discuss increasing your limit.
***
## Common Issues
"Email already exists"
A staff member with this email is already in your organisation. Check the [Previous Staff](https://app.rtosafe.com.au/Staff/Inactive) tab if they were previously deactivated.
Staff member didn't receive the welcome email
Check their spam folder. You can resend login instructions from their profile if they haven't logged in yet.
Position not showing
Positions must be created first in [**Positions**](https://app.rtosafe.com.au/Positions).
Staff member needs access but I didn't send login instructions
Go to their profile in [**Staff**](https://app.rtosafe.com.au/Staff). Under **Last Login**, select **Resend login instructions** to send their login email.