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Invite a Consultant

Working with an external compliance consultant? You can give them access to your RTOSafe account so they can work alongside your team - no need to share logins or export data.

With Full access, a consultant can view, create, edit and delete your compliance records, the same as a Compliance Admin on your team. To limit what they can change, choose an access profile when you invite them.

Consultant Access vs Access Profiles

Consultants are set up here, on the Consultants page. Don’t add them as a staff member. They use their own RTOSafe login, and you control everything about their access from this page.

  • Inviting a consultant controls who can get into your account and for how long.
  • An access profile controls what they can change once they’re in. By default they get full access.

To limit a consultant, for example to read only, set up an access profile first. Then choose it when you invite them, or change it later from the Consultants page.

Before You Start

  • You need to be a Compliance Admin on your own staff to manage consultants.
  • The consultant must already have an RTOSafe account. If they don’t, ask them to contact support to get set up first.

Steps

1

Go to Consultants under RTO Settings.

2

Enter the consultant’s email address.

3

Set an expiry date if you want their access to end automatically. It defaults to 12 months — leave it blank for no expiry.

4

Choose an Access profile, or leave it as Full access. Access profiles aren’t available on the Starter plan. They’re available on Team and Organisation. Contact support if you need them.

5

Select Invite consultant and confirm.

The Consultants page under RTO Settings, showing the Full access warning and the invite form with Email address, Expires on and Access profile fields, with Full access selected

What Happens Next

  • The consultant gets an email inviting them to your account. They show as Pending acceptance until they accept.
  • Once they accept, their status changes to Active and they can open your account from the Switch RTO menu using their own login.
  • All consultants sign in with multi-factor authentication (MFA), so their access is protected the same way your staff accounts are.

Common Issues

"We can't find that consultant"

They don’t have an RTOSafe account yet, or they’re not set up to be invited as a consultant. Ask them to email support@rtosafe.com.au to get started.

"This person is an active staff member"

Someone can’t be both active staff and a consultant in the same account. Deactivate their staff record first if you want to bring them in as a consultant.

The consultant can't see anything yet

They haven’t accepted the invitation. Their access stays inactive until they click Accept in the invite email.

Assign an Access Profile External Branding