Set Up Document Requirements

Requirements tell RTOSafe which documents each staff member must have. For example, trainers might need First Aid and a WWCC, while admin staff only need a police check. RTOSafe then flags anyone who’s missing something, is out of date, or is waiting on verification.

Choosing the Right Level

Position requirements — apply to everyone in that position. Use these for almost everything.
Individual requirements — extra documents for one staff member. Use these only for exceptions.
Requirement sets — when more than one credential is acceptable, like a current or older TAE qualification. See Set Up Requirement Sets.

Setting Position Requirements

Go to Settings → Positions and edit the position

Under Required Documents, tick the document types this position needs

You can also add any Requirement sets here.

Select Update Position

Adding Individual Requirements

On the staff member’s Documents tab, open Actions and select Manage Requirements

Tick any extra document types or requirement sets they need

Anything marked Required by position comes from their position and can’t be unticked here.

Select Update Requirements

What Happens Next

The staff member’s Documents tab shows each requirement that needs attention:

Not uploaded — nothing on file yet
Expired — the current version has expired
Needs verification — uploaded, but not yet verified
Upcoming credential sunset — a requirement set pathway they rely on stops being accepted within six months

When the Staff Portal is enabled, staff see the same list and can upload against it.

Your dashboard also shows alerts for expired, expiring (within 60 days) and unverified documents, and for compliance issues. For a full picture, use the Staff Document Compliance report — it lists every staff member with an issue, and you can filter it by position, department or status.

Common Issues

Can't remove a requirement for one staff member

It comes from their position. Change the position’s requirements, or move the staff member to a different position.

A requirement disappeared from a position

Archiving a document type removes it from every position. Check whether someone archived it in Settings → Staff Document Types.

Document uploaded but still showing as an issue

It needs to be verified before it counts. Open the document and select Verify Document.