Set Up Document Types
Document types are the certifications, licences, checks and other files you track for staff — like First Aid, WWCC or an employment contract. RTOSafe comes with common types already set up, and you can add your own.
You don’t need a document type for qualifications or units. They come straight from training.gov.au — see Add Qualifications & Units.
Choosing a Category
Every type belongs to one of three categories. The category decides which details are recorded and whether RTOSafe tracks expiry.
| Category | Use it for | Tracks expiry? |
|---|---|---|
| Expiring Credential | Anything that needs renewing — First Aid, WWCC, police checks, licences | Yes — sends reminders and keeps a version history |
| Non-Expiring Credential | Certificates that don’t expire | No |
| General Purpose Document | Everything else — resumes, contracts, references | No |
You can’t change a type’s category after you’ve created it. If you pick the wrong one, archive the type and create a new one.
Adding a Document Type
Go to Settings → Staff Document Types and select Add Document Type
Enter the name and choose a category
Tick any options that apply, then select Add Document Type
The options worth knowing about:
- Training qualification or Industry qualification — shows these documents in that section of the Trainer Matrix
- Allow custom document titles — lets people name each document, useful for a broad type like “Industry certificate”. Not available for expiring credentials.
What Happens Next
- The type appears when you or your staff add a document
- You can require it for positions or individual staff — see Set Up Document Requirements
Common Issues
Can't edit a document type
Some built-in types are locked. Create a new type instead if you need something similar.
Need to remove a document type
Open the type and select Archive. It won’t be available for new documents and is removed from every position’s requirements, so check your positions afterwards. Documents already uploaded against it are kept.
We have old types for qualifications like "TAE40116"
Add new qualifications as A training product instead, so RTOSafe can match their units to a trainer’s scope. You can archive the old types once you’ve stopped using them.