Managing Team Members

Control who has access to your RTObase account and what they can do.

Access required

Choose the task you are doing. Each row is a separate action.

Custom role creation and editing also requires the Business or Custom plan. Trainer and assessor capability is separate from a member's administrative permissions.

User roles

RTObase has five built-in roles, and administrators can add their own under Settings → Roles:

Custom roles

Custom roles are on the Business and Custom plans. A custom role is a set of permissions you choose for each area, such as Students or Invoices. For each area, pick View, Edit or Manage. Choosing a higher level includes the lower ones. Members, roles, billing, settings and API keys always stay with administrators.

• View: see records and download files.
• Edit: day-to-day work on records, such as adding students, marking attendance, uploading documents, sending messages, raising invoices and issuing certificates.
• Manage: setting up how the area works for everyone, such as building courses, writing assessments and forms, locations, assets, booking hours, templates and automations. Some sensitive operations also use Manage, such as merging learner records or bulk enrolment cleanup.

Archiving follows the action in that area. Archiving or restoring a learner needs Students: Edit; merging needs Students: Manage. Viewing the learner’s audit history separately needs Audit log: View.

Archiving a custom role moves its members and pending invitations to a role you choose. An organisation always keeps at least one administrator.

If your organisation moves to the Startup plan, its custom roles keep working and you can still assign or archive them, but you cannot add or change them.

Matching permissions to a task

Each task guide has an Access required section. Match those area names and View, Edit or Manage levels in the role editor. Requirements are listed per task: reading a record does not require every permission needed for setup or editing. When a workflow crosses areas, such as recording a payment from an enrolment, grant the permissions needed for both the record and the action.

Built-in roles already carry their defined permissions. On Business and Custom plans, use a custom role for a smaller or different set of tasks. Plan availability, enabled modules, trainer assignments and assessor authorisation remain separate requirements.

If an action is missing, ask an administrator to check the required area and level. Do not make a person an administrator just to give them an area's Manage permission.

Admin capabilities

Admins can:

• Access all features including embed code, assessments, and online courses
• Manage team members
• Change billing settings
• Modify organisation settings
• Delete data

Staff capabilities

Staff hold View and Edit in operational areas, plus Audit log: View. They do not hold area Manage or organisation management. Staff can:

• Manage students and enrolments
• Run classes, bookings and attendance
• Issue certificates and record payments
• Review submissions
• View reporting data exposed to their role; the Reports section requires Reports and exports: Manage
• Send communications
• View and use communication templates (but not create or edit them)

Staff cannot:

• Build or change courses, units, assessments, online lessons, Forms or the library (requires the relevant area's Manage)
• Set up locations, assets or booking hours (requires the relevant area's Manage)
• Access embed code settings (requires Website: Manage)
• Create, edit or delete templates, or configure System Messages (requires Email, SMS and notifications: Manage)
• Invite or remove team members
• Change billing or subscription
• Modify organisation settings

Trainer capabilities

Trainers work in the trainer app, with Today, Calendar and Requests. Trainers can:

• View classes and booked sessions they're assigned to
• See enrolled students
• Review and mark submissions
• View their schedule
• Ask the office for leave, other work and list items

Trainers cannot:

• Create or edit organisation-wide configuration or unassigned records
• Access other trainers' classes
• View reports or settings

Trainer & assessor capability

A member's role (built-in or custom) controls what they can access. Whether they can be scheduled to deliver training and record competency outcomes is a separate, orthogonal setting, the Trainer & assessor checkbox, so the two are decoupled.

• Ticking Trainer & assessor on any member, including a member with a custom role, creates or links a trainer profile for them. They can then be assigned to classes and bookings, deliver sessions, and record assessment outcomes, without giving up their admin or staff access.
• Unticking it later keeps the trainer profile and all of its delivery history intact, it just stops them being offered for new scheduling.
• Switching a member to the Trainer role auto-links a trainer profile for them, so they're ready to deliver straight away.
• The invite form carries the same flag, so you can grant delivery capability to a new team member as you invite them.

An administrator, staff member or custom-role member with a linked trainer profile sees My trainer day in their account menu. It opens the trainer app with their own classes, booked sessions and requests, and keeps their own permissions. Back to the office in the trainer app's account menu returns to the office. RTObase remembers the last choice on that device.

Documents tab

Each trainer/assessor profile has a Documents tab for storing their HR and compliance evidence, police checks, qualification certificates, industry-currency evidence, IDs, and signed records, in one private place alongside their credentials.

• Click Upload Document, choose a file, and optionally add a note describing it. You can later download, re-note, or delete each document.
• Accepted files: PDF, Word, Excel, or images (JPG, PNG, WebP), up to 20 MB each.
• Documents are stored in your organisation's private storage. Trainers: View is required to read them and Trainers: Edit to add or remove them. The trainer portal does not expose this member-document tab.

Trainer requests to the office

Trainers use Requests in their app to ask for three things:

• Leave: annual leave, sick leave, professional development or other leave. A trainer can attach a certificate to sick leave.
• Other work: paid time on work that is not training, which the trainer describes.
• List: things they need from the office, picked from your list or added in their own words.

Open Work Queue → Trainer requests to review them. The tab shows how many requests are waiting. Requests open on Waiting for approval, oldest first. Use the filter to see Approved, Declined, Done, Cancelled or All requests.

• Approve puts approved leave and other work on the trainer's availability as a block-out, so it shows on the booking board and counts on Trainer timesheets. A waiting request that overlaps booked sessions shows how many it clashes with. Approving does not move them, so rearrange them on the board.
• Decline lets you add a reason, which the trainer sees.
• Revoke takes approved leave or other work that has not ended off the board. The trainer sees any reason you add.
• On an approved list, tick each item as you finish it. The list shows as Done once every item is ticked.
• Open certificate opens a certificate attached to a leave request.

To set up the list, an administrator opens Settings → Checklists and adds items under Trainer requests. Trainers pick from those items when they make a list request.

Inviting team members

Managing pending invitations

View outstanding invitations:

1. Go to Settings → Members
2. See the Pending Invitations section
3. Actions available:
   • Resend: Send the invitation email again
   • Revoke: Cancel the invitation

Changing user roles

To update someone's role:

Reviewing a member's actions

Open a member and choose the Audit Log tab to see actions performed by that signed-in member across the organisation's audited records. This is an actor-based history, not only a history of changes to the member's own profile.

The table identifies the affected record, action, time, and field changes. Use search, action filters, sorting, and pagination to narrow the history. Open a row to inspect the affected entity and its before-and-after values. Members without a linked user account do not have an actor history until their account is connected.

Removing team members

The person:

• Immediately loses access
• Cannot view any organisation data
• Can be re-invited later if needed

Multiple organisations

Users can be members of multiple organisations:

• Same email, different orgs
• Switch between orgs via the user menu
• Different roles per organisation

Switching organisations

1. Click your organisation's name at the top of the sidebar
2. Click Switch Organisation
3. Select the organisation

In the trainer app, open the account menu under your name and pick another organisation under Switch organisation.

User activity

Last active

The Members page shows when each person last logged in.

Audit trail

Admin actions are logged:

• Invitations sent
• Roles changed
• Members removed

View the organisation audit log with Audit log: View. Record-specific audit tabs also require access to the record.

Best practices

Principle of least privilege

Give users only the access they need:

• New admin assistants → Start as Staff
• Assessment reviewers → a custom role with Assessments and marking: View and Edit, plus the learner records their workflow needs
• Assessment authors → Assessments and marking: Manage; add Courses and units: Manage if they also design courses
• External trainers → Trainer role

Regular review

Periodically review team members:

1. Remove people who've left
2. Audit role assignments
3. Check for unused invitations

Multiple admins

Ensure at least two Admins:

• Prevents lockout if one leaves
• Allows backup for critical operations

Trainers vs Staff

Security recommendations

Strong passwords

Encourage team members to:

• Use unique passwords
• Complete mandatory two-factor authentication when prompted
• Not share login credentials

Access when leaving

When someone leaves your organisation:

1. Remove their RTObase access immediately
2. Review any data they created
3. Update passwords they may have known

Shared accounts

Avoid shared accounts:

• Each person should have their own login
• Enables proper audit trails
• Meets compliance requirements

To show the booking board or today's classes on a shared TV or PC, add a screen instead of sharing a login. A screen has no login and cannot change anything.

Troubleshooting

Invitation not received

1. Check spam/junk folder
2. Verify the email address
3. Resend the invitation
4. Try a different email address

Cannot log in

1. Ensure they accepted the invitation
2. Check the email they're using matches the invite
3. Try password reset
4. Verify they haven't been removed

"No access" error

The user may:

• Not have accepted the invitation
• Have been removed
• Be logging into the wrong organisation
• Have a role without the area or level needed for that task
• Be using a module that the organisation has not enabled

Verify their membership status in Settings → Members.

Organisation audit log

Audit access is separate from viewing or changing the business record. Grant it only to members who need to review change history.

Member audit history

Audit access is separate from viewing or changing the record. Grant it only to members who need to review change history.

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