Set Up Login Settings
Before adding staff, decide how they’ll log in. RTOSafe supports three options:
- Username & Password — traditional login with email and password
- Sign in with Google — staff use their Google accounts
- Sign in with Microsoft — staff use their Microsoft accounts
Set this up before adding staff. If you change the login method later, everyone will need to log in again.
Choosing a Login Method
Most organisations choose based on what email system they already use:
| Your organisation uses | Recommended login method |
|---|---|
| Google Workspace | Sign in with Google |
| Microsoft 365 | Sign in with Microsoft |
| Mixed or other | Username & Password |
If you choose Google or Microsoft SSO, make sure all your staff have accounts with that provider. Staff without matching accounts won’t be able to log in.
Multi-Factor Authentication (MFA)
If you use Username & Password login, you can require multi-factor authentication for compliance admins. This adds an extra layer of security by requiring a one-time code from an authenticator app when logging in.
MFA is only available for Username & Password login. Google and Microsoft sign-in already have their own security measures built in.
What happens when you enable MFA
When you tick Require MFA for Compliance admin users:
- Next login — Each compliance admin will be prompted to set up MFA when they next log in
- Setup process — They’ll scan a QR code with an authenticator app (like Google Authenticator or Microsoft Authenticator) on their phone
- Ongoing logins — After setup, they’ll enter their password plus a 6-digit code from the app each time they log in
We recommend enabling MFA. It significantly reduces the risk of unauthorised access, even if a password is compromised.
Who is affected
- Compliance admins — Must use MFA if enabled (see Set Up MFA on Your Account for the setup guide)
- Staff-only users — Not affected, they continue to log in with just their password
Changing the Login Method
Go to Login Settings
Select your preferred login method
Leave Require all other users to log back in checked (recommended)
Select Save Changes
What Happens Next
- The new login method takes effect immediately
- If you checked “Require all other users to log back in”, everyone except you will need to sign in again
- Staff will see the appropriate login option (Google button, Microsoft button, or password field) when they next visit RTOSafe
Common Issues
Staff member can't log in after change
They don’t have an account with the SSO provider you selected (Google or Microsoft)
"This account requires Google/Microsoft Sign-In" error
You’ve enabled SSO but the staff member is trying to use a password