The Onboarding Process

We initially work with you to help define your site(s) on Opus Compliance Cloud. If your organisation operates across multiple locations, we will work with you to map out a clear system hierarchy (such as parent sites, sub-sites, and individual locations) to keep everything perfectly organised.

In the system, Roles are not exact job titles. Instead, they are broader categories that group employees together based on their common health and safety requirements. For example, anyone who works exclusively at a desk might simply have the role of Office.

To keep things manageable, we recommend creating between 3 to 8 broad roles, unless you have highly complex requirements.

Employees can be assigned multiple roles, including supplementary ones like +Fire Marshal or +Company Car Driver.

Your consultant can support you with this stage of the process.

At this stage, you'll have the opportunity to choose which of our requirements - such as e-learning courses and employee checklists - you would like to assign to your defined roles. You can also discuss any custom requirements you would like us to create, such as additional training or document requirements specific to your organisation.

Below are the kinds of requirements that can be added to a role:

• Training e.g. First Aid at Work
• E-learning e.g. Fire Safety Awareness
• Checklists e.g. Health Surveillance or DSE assessments
• Playbooks e.g. New Starter Induction
• Documents e.g. New Starter Form

To get your team onto the system, Opus can perform a bulk upload, or you can add employees manually. Moving forward, it will be your responsibility to keep this staff list up to date.

To complete the initial bulk upload, your Onboarding Lead will provide a link to a spreadsheet for you to fill out with the following details for each employee:

• Full Name
• Assigned Role(s) - As mentioned previously, an employee can have multiple roles.
• Primary Site/Location
• Access Level
  • User: The minimum level of access - suitable for standard employees. Users can access My Dashboard to complete their own tasks (such as e-learning) and has limited access to the site inbox.
  • Manager: Includes all User permissions, plus the ability to manage sites, assets, employees and view confidential tasks such as incidents.
  • Administrator: Includes all Manager permissions, plus access to configure more advanced settings that have wider impact on your organisation as a whole.
• Sensitive Data Access - Only applicable for managers/administrators. Should this employee have the ability to access sensitive health data about the employees they manage (such as Health Surveillance corrective actions).

Site checklists cover regular physical inspections of your premises, such as a manager's monthly walk-around or fire safety checks.

We can apply our standard, pre-built checks to your sites to save you time, or you can provide your own custom questions for us to upload.

This is where you can store important files that need to be accessible to employees at your specific sites.

For our managed clients, this is also where Opus will safely store your risk assessments and other compliance documents.

We will configure your system with a standard set of default templates so your team can easily log events and observations. The default templates include:

• Report an incident (accident / near-miss)
• Report a safety observation
• Create an action

With additional available templates such as:

• Log enforcement officer visit
• Employee intervention
• Log a contractor on site
• Log a road traffic incident
• Report a Spillage
• and many more ... see all of our available report types here

It can be helpful to think of asset types in the same way as employee roles. They provide a standardised way of managing the requirements that apply to different assets. We will suggest a number of common asset types that you may wish to use, including:

• First Aid Kits
• Ladders
• Fire Alarms
• and more ... You may also have custom assets, such as specialist machinery, that require bespoke asset types. If so, let your onboarding lead know and they will help you create additional asset types tailored to your organisation's requirements.

Once you've defined your asset types, it's time to think about the requirements that should be applied to each one. Your onboarding lead may recommend the requirements that are commonly associated with the standard asset types introduced in the previous step. Your consultant can also work with you at this stage to identify the checks, inspections and documentation that need to be applied as requirements to your asset types to help you remain compliant.

The kinds of requirements often discussed at this stage:

• Weekly Fire Alarm Checks
• Vehicle Pre Use Checks
• Quarterly Ladder Checks
• Annual LOLER
• Annual Services
• Inspections
• and more ...

Once the asset types and requirements have been setup, you are now free to start creating your assets on the system. See our guide here for adding assets.

Moving forward, it will be your responsibility to keep your asset list up to date.