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Find and Manage Workers

All Workers lists every worker in the organisations you can see, sorted by name. Use it to find someone, see where each person stands at a glance, and act on one worker or several at once.

What you'll end up with

The workers you're after in one list, with their status and credentials summed up, ready to open or update.

Step 1: Open All Workers​

In the left menu under Continuous, click All Workers. It opens on Current workers whose status is Active, sorted by first name. The count beside the filters shows how many workers match.

Step 2: Narrow the list​

  • Search by name: a worker's first name, surname or display name.
  • Organisation, Worker Type and Department: pick one to see only those workers. Department appears once your workers have departments recorded.
  • Status: Active, On leave, Inactive or All statuses. Active and Inactive are Oho's monitoring switch, not the employment status from your HR system: inactive workers aren't re-checked and drop out of the compliance figures. Offboard a worker explains the difference. On leave is a label someone sets by hand on a worker's profile — Oho keeps checking their credentials and still alerts on expiry, so an on-leave worker counts in the compliance figures like anyone else. Active excludes workers marked on leave, so each worker appears under exactly one of the three.
  • Engagement: May engage, Under review, May not engage or No records, or All engagement. This is the worker's compliance verdict. On the Compliance Overview the same verdicts are called Compliant, At Risk, Non-Compliant and No compliance records on file.
  • Sort: First name (A–Z) or Surname (A–Z). Sorting by surname also shows names as "Surname, First".

Step 3: Read a row​

  • The worker's name opens their profile.
  • Chips show whether the worker is Active, On leave or Inactive, and their engagement verdict. A worker who is both inactive and on leave shows as Inactive — that's the one that changes what Oho does.
  • The line under the chips sums up their records, for example "4 of 5 credentials verified · 1 expiring". It can also count expired credentials, ones that need attention or are awaiting verification, exemptions, and position requirements outstanding.
  • The columns show Organisation, Job Title, Work Email, Location and Worker Type.

Step 4: Act on workers​

  • Add Worker, at the top right, opens the wizard. Add a worker walks through it.
  • The ⋮ menu on a row has Edit worker and Delete worker.
  • Tick several workers to Deactivate or Reactivate monitoring for all of them at once. Each button only appears when it would change at least one of the workers you picked.
  • On leave is set one worker at a time, from the toggle on their profile beside Active. The profile shows who set it and when.

Moving a worker to another organisation​

Someone transfers to a different site or business unit. There's no Organisation field on Edit worker, and that's deliberate rather than an oversight — a worker's organisation is what scopes their whole record, so changing it is not a field edit.

What moves, and what doesn't. Changing the organisation on the worker — from your HR system, a re-import, or the API — moves the worker's row. It does not move the records hanging off them. Credentials, exemptions, police checks, qualifications and open fetch requests each carry the organisation they were created under, and nothing re-homes them. So after a bare organisation change, a Manager scoped to the new organisation sees the worker with an empty Credentials tab, and the old organisation's compliance figures still count those credentials. Only a Super Admin sees all of it.

That leaves two sensible routes:

If the worker comes from an HR system or a spreadsheet, change their organisation there and let the next sync carry it across. Changing it in Oho alone doesn't hold — the next sync writes the source system's value straight back over it. Then ask support to re-home the worker's existing credentials and checks, naming the worker and the two organisations.

If the worker is managed in Oho directly, set the existing record Inactive and add the worker again under the new organisation. The new record is scoped correctly from the start, and you record or fetch their credentials against it. Nothing is lost: the old record stays, frozen, as the history of their time in the previous organisation.

Set the old record Inactive — don't delete it

Deleting cancels every open fetch request on that worker, and restoring the worker doesn't bring them back. Inactive stops the re-checking and takes them out of the compliance figures, which is all you want here. See Offboard a worker.

A fetch request you'd already sent keeps working — the link belongs to the worker, not the organisation — it just stays listed under the organisation it was sent from.

Two profiles for the same person​

A spreadsheet import or a sync that carries a different Worker ID than the one already on file creates a second worker rather than updating the first — same person, two profiles. A different date of birth or email on an otherwise matching row does the same thing. Recognising the same person again covers why.

There is no merge. Oho can't fold two worker profiles into one. You keep one and delete the other, and the work is in deciding which, and in not losing what's hanging off the one you delete.

Decide which profile to keep​

Keep the profile with:

  • The Worker ID your HR system or spreadsheet actually sends. If a connected system is feeding Oho, that profile is the one that will keep updating; delete the other and it stays gone. Keep the wrong one and the next sync recreates the duplicate.
  • The longer history — verification runs, review decisions, completed fetch requests. None of that transfers.
  • The right organisation. Organisation scopes who can see the worker, and it isn't editable on the profile.

Move anything that only exists on the duplicate​

Before deleting, open both Credentials tabs and compare them. Credentials don't move with a deletion and can't be moved between workers in the app at all.

For anything held only on the profile you're deleting, you have two options:

  • Record it again on the profile you're keeping — add a credential, or send a fetch request and let the worker supply it. Quick to do, but the original's verification history stays behind on the deleted record.
  • Ask support to transfer it, naming the worker, the credential, and both profiles. Support can move a credential's owner directly, which keeps its history and its attachments.

Do this first. Deleting is reversible, but what deletion does to the credentials isn't convenient to undo.

Then delete the duplicate​

Use Delete worker from the ⋮ menu on the profile or the All Workers row, and give a reason — it's kept on the audit log, and "duplicate of (the other Worker ID)" is the note you'll want in six months.

What deleting does to their credentials

The credentials aren't deleted, but scheduled verification stops for every one of them, and any open fetch requests are cancelled — those links stop working and restoring the worker does not bring them back.

So if the duplicate is the profile a worker has an open fetch request against, deal with that before deleting rather than after.

The worker is hidden from every list and search but kept for audit, and you can restore them from the Deleted view below.

Deleted workers​

Choose Deleted at the top of the list to see workers who've been deleted. Only the Organisation, Worker Type and Department filters apply there. Restore worker brings one back as Inactive: switch them to Active to resume scheduled checks. Fetch requests cancelled when they were deleted don't come back, so send fresh ones if you need them.

What's next​