FAQs

In some areas - such as checklists, roles and e-learning - you'll see an Override button where you might expect Edit. It appears when the item comes from a template managed at company level or by Opus centrally: clicking Override changes your local copy without affecting the original template.

If you're not sure whether to override, get in touch and we'll talk it through with you.

Most pages include a print-friendly view for the times you need to give a copy of information to a third party. In Chrome or Edge, right-click on the page and select Print, then set the destination to Save as PDF.

Not a traditional one - and that's deliberate. Opus Compliance Cloud uses responsive design: the site automatically adjusts to whatever device you're using, so you get full functionality on a phone, tablet, laptop or desktop without downloading anything. There is no separate "mobile version" with fewer features.

Some files exported from CCTV systems aren't fully compatible with the web, so they may look as though they should play but won't. For instance, footage in the h265 codec plays well on Microsoft Edge and mobile devices, but not on Chrome, due to licencing issues.

If you need footage reformatted into a compatible format, contact us for assistance.

If any of your team members do not have a company email address, you have three main options to get them onto the system

Registration links are sent by managers rather than by the system, for three reasons:

• Reliable delivery. System-generated emails can be flagged as spam or blocked by security filters, especially in bulk; a manager's own email reliably arrives.
• Personalised communication. Managers can wrap the registration link in a tailored welcome message with company-specific instructions - warmer than a generic system email.
• Control and flexibility. Managers choose the timing and the channel that suits their teams - email, instant messaging or another internal platform.

Read more on how to register employees via the guide below:

Registering an employee

Yes - browsers such as Chrome and Edge have built-in translation tools that convert e-learning courses on the fly. In both:

Go to the employee management page, click on the e-learning name, then click View.

The main issue is that N/A lets the user decide whether to answer a question at all - and if they do answer N/A, no one will know unless they specifically check the submission history.

Worse, the reason someone reaches for N/A may itself be a serious issue. Take "Are all fire doors closed?": if there are no fire doors, N/A would quietly bury that fact, while a forced No surfaces it for someone to act on.

That's why we require a definitive Yes or No to each question - users stay accountable for their whole checklist.

A daily task is created, and the checklist is ready to be re-submitted, 16 hours after the last one was completed (24 hours minus an 8-hour lead time). For example:

Whenever the checklist is done, a task will almost certainly be ready to remind you the next day.

We recommend adding a different checklist per shift, for example Early Shift Checklist, Late Shift Checklist and so on. That way you can easily see which checklist has been missed, if any.

By default, users must log in to complete checklists, so the audit trail stays accurate and it's clear who completed each one.

Where that feels cumbersome and the audit trail is less critical, checklists can be configured to be completed without logging in - but consider the implications:

• Weaker audit trail. Users enter their name manually when submitting, which allows inaccuracies or deliberate misuse, such as entering someone else's name.
• Public access. If a QR code is used to access the checklist, anyone with access to the code - not just employees - could complete it.

We recommend weighing these trade-offs carefully before enabling it. Speak to Opus to find out more.

A requirement that comes from an employee role or asset type shows a check symbol () overlaid on its icon. That symbol means the requirement is mandatory as part of the employee's role / asset's type. As a result, the system blocks the ability to archive the requirement.

---
config:
  layout: elk
---
stateDiagram
  direction TB
  classDef question stroke:#6b7280,fill:#f3f4f6,stroke-width:2px;
  classDef action stroke:#16a34a,fill:#dcfce7,stroke-width:2px;
  s1 --> s2:✅ Yes
  s1 --> s3:❌ No
  s2 --> s4:✅ Yes
  s2 --> s5:❌ No
  s4 --> s7:✅ Yes
  s4 --> s6:❌ No
  s7 --> s9:✅ Yes
  s7 --> s8:❌ No
  s1:Is this requirement applied to the employee via a role?
  s2:Does the employee have the correct role(s) assigned?
  s3:Archive the requirement
  s4:Do other employees with this role in your organisation need this requirement?
  s5:Change the employee's role(s)
  s7:Do other employees with this role at this site need this requirement?
  s6:Remove the requirement from the role
  s9:Redefine the roles to support this configuration - for example, move the requirement out of the existing role and into a new, separate +Role
  s8:Remove the requirement from the role at this site (role override)
  class s1,s2,s4,s7 question
  class s3,s5,s6,s9,s8 action

Our recommended approach:

Auto-assigning tasks might seem convenient, but there are significant drawbacks:

• Absence or departure of employees. A task auto-assigned to someone off sick or who has left may sit uncompleted without anyone else being aware of it.
• Manager visibility. Auto-assigned tasks don't appear in the manager's inbox, so an outstanding task can go unnoticed.
• Custom messaging flexibility. Without auto-assignment, managers can use custom task messages to direct each task to the most appropriate person while staying informed themselves.

Target dates can work against you: lower-priority items get closed out ahead of more serious ones simply because their deadline falls sooner.

Instead, Opus Compliance Cloud automatically orders your actions by severity first, then by age, so the oldest, highest-priority item is always at the top of your list - your team stays focused on what matters most, not just what's due next.

You can of course change the severity of a task if something should be prioritised or de-prioritised.

Users can snooze individual tasks for up to 2 weeks, and users with the Administrator role can snooze for longer to cover extended absences. However, an employee can't be snoozed entirely - only tasks that already exist can be snoozed.

This is intentional. We still want managers to see when tasks become due during someone's absence. For example:

• An employee on maternity leave might use Keeping In Touch (KIT) days to complete e-learning.
• Some courses need booking in advance, ready for when the employee returns.
• Fire Warden or First Aider tasks might highlight a gap, prompting the need to train someone else.
• Checks such as DBS or driving licence checks can be completed even if the employee isn't physically at work.

See Interacting with a task for more on snoozing.

Administrators can snooze tasks for longer to cover extended absences, using a shortcut known as a slash command.

/snooze for iso8601_duration # (1)!

/snooze for P1M

/snooze until iso8601_date # (1)!

/snooze until 2026-08-29

Opus Compliance Cloud defines an accident as an incident that results in injury.

Broader definitions include events causing damage or loss without injury, but we deliberately keep ours narrow: injury events matter most from a human and regulatory perspective, and a tight definition stops accident statistics being diluted by non-injury events that are better captured separately.

Our definition aligns with the principal authorities on the subject.

We don't have a specific training matrix output, as it's an outdated way of representing this data:

• Limited flexibility. Training matrices are difficult to filter and analyse.
• Doesn't scale. Even a simple client with 100 employees, 10 e-learning courses and 20 training templates would produce a matrix with 3,000 individual cells - a lot to expect a recipient to sift through.

If you require an export that is equivalent to a training matrix, this can be obtained from the Site Snapshot. Using this reporting tool in-system you can select between Training due or E-learning due, remove the due filter and export this data to CSV. Certification bodies such as CHAS, SSIP and SMAS have been happy to receive training information in this form.

Preamble

The site inbox displays open, unassigned tasks relating to the site, as well as tasks relating to employees and assets located at that site.

There are two exceptions to this for employees with User access:

1. Confidential tasks: Users cannot see tasks marked as confidential, such as incidents, RTCs or employee interventions.
2. Tasks relating to other employees: Users cannot see tasks relating to employees they do not manage, such as e-learning reminders for other employees.

All other tasks beyond these exceptions are visible to standard Users in the site inbox.

To protect employee privacy and support the UK GDPR principle of data minimisation, exact login timestamps are not displayed. Precise times can reveal working patterns and other potentially sensitive behaviours that are not necessary for day-to-day administration.

Instead, we show time-based buckets - such as Today, Yesterday, This week, or Last week - providing useful oversight without exposing unnecessary personal data.

Login activity is also not a meaningful measure of Health and Safety compliance - one of the primary purposes of Opus Compliance Cloud. Task completion and the other reports available in-system provide a more accurate view of compliance activity.

Health surveillance data is classified as special category data under the UK GDPR. To lawfully process this type of data, organisations must identify both a lawful basis under Article 6 and a separate condition for processing special category data under Article 9, supported by the Data Protection Act 2018.