Core Entities
Oho helps you keep track of the people who work with you, the clearances and qualifications they hold, and whether those are still current over time. These are the building blocks the app is built from — this section explains each one. For the end-to-end journey instead, see How Oho Works.
The big picture
Your account
└── Organisations (groups of workers — sites, teams, regions)
└── Workers (and applicants, before they're hired)
└── Credentials, exemptions, and ban checks
Everything lives inside your Oho account. You split your people into organisations — groups such as sites, business units, or regions — so you can see compliance one part of the business at a time. Each organisation holds workers (and applicants, who are workers-in-waiting during recruitment), and each person carries credentials (their clearances and qualifications), any exemptions (requirements they're formally excused from), and ban checks (making sure they're not on a disqualification register).
The pieces
- Workers — the people you're responsible for: staff, volunteers, and contractors.
- Applicants — people in recruitment, before they're taken on as workers.
- Credentials — the clearances and qualifications a worker holds, like a Working With Children Check or an AHPRA registration.
- Exemptions — when a worker is formally excused from a requirement.
- Ban Checks — checking a worker isn't on a register that should stop them working.
- Organisations — how you group your workers (sites, business units, regions) to report compliance per group.
- Verification Sources — the official registers and authorities Oho connects to in order to check credentials.
- Integrations — connections that bring your workforce data into Oho from the systems you already use.
Verifiables: how Oho confirms things
Credentials, exemptions, and ban checks are all verifiables — things Oho can confirm against an official source, rather than just taking someone's word for it. Whenever Oho checks one, it gives a clear outcome, shown with a colour so it's easy to scan:
| Outcome | Colour | What it means |
|---|---|---|
| MAY_ENGAGE | Green | Valid and current — the person is cleared for the work. |
| MAY_NOT_ENGAGE | Red | Not valid — expired, suspended, not found, or a match on a ban register. |
| REVIEW_REQUIRED | Yellow | Valid but carries conditions or a possible match worth a closer look. |
| IN_PROGRESS | Grey | Still being checked. |
| ERROR | Grey | The source couldn't be reached; Oho will try again. |
Oho doesn't just check once. It re-checks each verifiable on the schedule you set up in the Verification Sources tab, updates the outcome automatically if something changes, and keeps a history of every check on the person's profile — so you find out if a clearance is suspended or a worker is added to a register, not just when it was first added.
Ways the details get in
There are a few ways a worker's details end up in Oho:
- You add them. You already hold the details and add them to the worker — Oho verifies them against the official source.
- The person adds them. You send the person a secure link and they fill in their own details. This is a Recruitment Check for applicants, or a Fetch Request for existing workers.
- They sync in automatically. An integration brings workers (and sometimes applicants) in from a system you already use, so you don't re-key people by hand.
Whichever way they arrive, once the details are in, Oho verifies and monitors them the same way.
Where to next
- New here? Start with the 5-Minute Quickstart.
- Browse the credentials Oho can verify.