# Staff Portal Overview
The Staff Portal is a separate login for your trainers, assessors, and other staff. It gives them self-service access to their own records without needing admin access to RTOSafe.
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## What Staff Can Do
Once logged in, staff can:
* **View and agree to policies** — see all your organisation's policies and agree to those linked to their department
* **Log professional development** — record PD activities and upload evidence
* **Complete tasks** — respond to tasks you've assigned them
* **Access their documents** — view documents uploaded to their staff record
* **Download their trainer matrix** — if you've turned this on (see below)
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## Setting Up Staff Access
Each staff member needs a user account to access the Staff Portal. When you [add a staff member](/help/adding-staff), you can create their account at the same time by entering their email address.
If a staff member already exists but can't log in, open their record and click **Resend login instructions** to send them a new login email.
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## Trainer Matrix Downloads
You can let trainers download their own trainer matrix PDF from the Staff Portal. This is a good way for trainers to see any gaps in their qualifications or currency.
This setting is turned off by default. To turn it on, go to [**Staff Portal Settings**](https://app.rtosafe.com.au/StaffPortalSettings) and enable **Trainer Matrix Download**.
Only staff with trainer scope assigned will see the download option — other staff won't see it even when the setting is on.
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## Policies in the Staff Portal
Staff can see all your organisation's policies in the Staff Portal, but they only need to agree to policies linked to their department's categories. See [Staff Agreements](/help/staff-agreements-setup) for how to set this up.
There's no way to hide policies from staff based on their department — they can view everything, even if they don't need to agree to it.
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## Tracking Staff Logins
Every Staff Portal login is recorded. To see when staff last logged in, run the [**Staff Last Login**](https://app.rtosafe.com.au/Reports/StaffLastLogin) report. You can filter by staff who have never logged in to follow up with them.
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## What Happens Next
Once staff have accounts, they can log in at the Staff Portal and start using the features above. You'll see their policy agreements and PD activities appear in their staff records in RTOSafe.
Share the [Staff Portal help guides](https://help.rtosafe.com.au/staff-portal) with your team so they know how to log in and use the portal.