Core Entities
Oho helps you keep track of the people who work with you, the clearances they hold and the training they've completed, 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, qualifications, 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 registrations), qualifications (the training they've completed), 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.
- Screening Packages — reusable, named bundles of the checks a role requires, ready to apply when you screen someone for that role.
- Credentials — the clearances and registrations a worker holds, like a Working With Children Check or an AHPRA registration.
- Qualifications — the training a worker has completed, like a Certificate III or a first aid ticket. A peer of a credential, not a kind of one.
- 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. (Qualifications are checked differently: the national register can be asked whether a qualification still stands, but not whether a particular person holds it.) "Verifiable" is simply the umbrella term for all three; a credential is the most common one. In each case the thing (the credential, exemption, or ban check) is confirmed by a check (a verification) — the act of confirming it. Whenever Oho runs a check, it gives a clear outcome, shown with a colour so it's easy to scan:
| Status (as shown in the app) | Colour | What it means | API value (eligibility) |
|---|---|---|---|
| May engage | Green | Valid and current — the person is cleared for the work. | MAY_ENGAGE |
| May not engage | Red | Not valid — expired, suspended, not found, or a match on a ban register. | MAY_NOT_ENGAGE |
| Under review | Yellow | No decision yet — someone has to read the result and record one. Not a softer kind of pass: the worker counts as non-compliant until they do. | REVIEW_REQUIRED |
| In progress | Blue | Still being checked. | IN_PROGRESS |
| Couldn't verify | Grey | The source couldn't be reached; Oho will try again. | ERROR |
Validity and expiry are tracked separately from that verdict, and the badge always shows the most serious state on record — so these appear instead of one of the five above:
| Status (as shown in the app) | Colour | What it means | API value (statusDetail) |
|---|---|---|---|
| Expiring soon | Yellow | Still valid, but inside your expiry lead time — 30 days by default. Time to get the renewal moving. | EXPIRING_SOON |
| Expired | Red | The expiry date has passed, so the worker is no longer covered. | EXPIRED |
| Conditions to review | Yellow | The register attached a condition or a notation that someone has to read and decide on. | CONDITIONS_TO_REVIEW |
| Pending decision | Blue | The issuing authority has yet to decide on an application. | PENDING_DECISION |
A problem the register reports outright — the clearance revoked, no matching record, a newer card superseding this one — shows under its own name in red or grey, alongside the same statusDetail value. Every one of them is listed in what a check result means.
Those five are the verdict. What sits behind one — why a check came back the way it did, and what it does to the worker's compliance — is set out in what a check result means.
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.