Set Up WWC Connect (Victoria)

Victorian organisations must list the people they engage in child-related work in WWC Connect, on Service Victoria's Business Hub. Each listed person holds a Victorian Working with Children Check (WWCC) or a Victorian Institute of Teaching (VIT) registration.

Oho can keep that list for you. It signs in to your organisation's own Service Victoria account, checks it has the right business by ABN, adds the clearances Connect doesn't list yet, and keeps listed workers' phone, email and address up to date.

What you'll end up with

Your Victorian WWCC and VIT holders listed in WWC Connect against your business, re-checked on a schedule, with a record in Oho of who is linked, who is waiting on Connect, and who is missing a detail.

Rather do it by hand? Oho also writes Connect's upload file for you to upload yourself — see Export for WWC Connect.

What Oho does, and what stays with you

Oho does	You still do
Adds active workers' Victorian WWCC and VIT clearances that Connect doesn't list yet	Set up your Service Victoria account and WWC Connect business profile (Step 1)
Skips anyone Connect already lists, so nobody is added twice	Collect details Oho doesn't hold — Oho uploads what it has, it doesn't go and get it
Updates a listed worker's phone, email and address when they change in Oho	End leavers in Connect yourself — Oho doesn't send end dates yet
Re-checks Connect until each change shows, and runs again on your verification schedule	Correct a changed family name, engagement type or start date in Connect yourself
Never blanks a detail in Connect that Oho doesn't hold, and never re-adds a worker you ended in Connect	Tell workers their details are shared with the regulator (Consent)

WWC Connect covers Victorian clearances only. Interstate cards and other checks carry on as normal in Oho and aren't sent anywhere.

Deadlines for telling Connect about changes

The regulator expects changes to a worker's details in Connect within 7 days for employees and 21 days for volunteers. Oho's runs keep phone, email and address well inside that, but a leaver is your job until end dates are automated — end them in Connect within the same deadline.

Before you start

• The current Oho platform. WWC Connect automation is not available on the old Oho. If you're still on it, see Moving from the old Oho first.
• WWC Connect switched on for your account. Email [email protected] and ask to opt in to WWC Connect. Oho sets up the service for your account and tells you when it's ready for Step 2.
• Your business's ABN and registered name, exactly as Service Victoria's Business Profile lists it.
• Admin access in Oho — verification sources sit under Admin.

Step 1: Set up Service Victoria and WWC Connect

This part is done by a person at your organisation, once. Oho can't do it for you, because Service Victoria verifies the identity of the person setting it up.

1. Create a Service Victoria account for the person who will own the WWC Connect profile, or use one they already have.
2. Verify the email address and the person's identity when Service Victoria asks. Identity is re-verified every year, so note who did it.
3. Turn on sign-in with an authenticator app, and keep the setup key — the text code shown under the QR code (often behind "Can't scan the code?"). Oho needs this key to sign in without a person entering a code. Enrol it in your own authenticator app at the same time, so you can still sign in yourself.
4. Add your business under Business Profile, using your ABN.
5. Open WWC Connect for the business: select the business, go to Find services, choose Add worker, and follow the setup — contact details, industry category and the regulator's terms — until you reach the WWC Connect worker list.

If the account was set up earlier without keeping the setup key, remove the authenticator in Service Victoria and enrol it again to get a new one.

Whose login Oho uses

Oho signs in as the Service Victoria account you give it — there's no separate delegated access for software. Use the login of the person who owns the WWC Connect profile, and agree internally that Oho holds it. When that person leaves, or the password or authenticator changes, update the login in Oho (Step 2) or runs will stop at sign-in.

Step 2: Give Oho the login

Enter the login in Oho yourself, rather than sending it to anyone by email.

1. In the left menu under Admin, click Verification Sources.
2. Open the Services Victoria source, or add it with Add source — Add a verification source walks through the wizard.
3. Switch on Link workers to WWC Connect and fill in:
   • Service Victoria email — the account from Step 1.
   • Password — saved as an Oho Secret, encrypted, and never written into the source's configuration or logs.
   • Authenticator key — the setup key from Step 1, also saved as an Oho Secret.
   • Business name — exactly as Business Profile lists it.
   • ABN — Oho checks the business it lands on has this ABN before uploading anything. A mismatch stops the run.
   • Oho organisations — the organisations whose workers belong to this business. Only their workers are sent.
4. Finish the wizard and save. Linking runs on the source's verification schedule. If verification is on demand only, linking runs only when you start it.

Step 3: Run it and read the result

The first run happens on the schedule. To run it now, click Link new workers on the Services Victoria row. Oho signs in, uploads, and then checks Connect's worker list for the people it sent — no code is needed, and you can leave it running in the background.

Connect usually processes an upload in 2–15 minutes, and says it can take up to 24 hours. Each worker ends up in one group:

• Linked — Connect lists them against your business.
• Pending — uploaded, but Connect hadn't finished by the end of the run. They're checked again on the next run. Connect emails your business the outcome for the reference shown.
• Needs details — not sent, because the clearance number or surname is missing. Add it to the credential in Oho and they join the next run.
• Failed — Connect didn't accept them after several tries. Connect's results email to your business says why; fix the detail and they're tried again.

Once everyone is linked, Link new workers offers Check details instead, which updates any phone, email or address that has changed.

Keep it current: your HR feed

Oho can only keep Connect current if Oho itself is current. Check each connection that brings in Victorian workers:

• Joiners arrive on or before their start date. A worker Oho hasn't received can't be nominated. Some HR systems hold new starters back until their first day — check yours does not.
• Leavers come through. Some feeds send only current staff, so a terminated worker silently drops out of the feed and stays active in Oho. iChris and ELMO set up this way are the usual cause; see Connect iChris and Connect ELMO.
• Personal contact details are switched on. Edit the connector, open Settings, and switch on Import Personal Contact Details. With it off, Oho sends a worker's work phone and email instead, and no home address.

Collect the details Connect needs

Connect wants a phone, email and home address for every worker. To find the gaps:

1. Run WWCC Connect readiness (VIC) from Download report on Compliance — it lists each Victorian card holder and what is missing, including names that differ from the card. See Export compliance data.
2. Fill the gaps from whichever source you use:
   • Fetch request (Plus) — ask workers for their contact details directly. See Send a fetch request.
   • HR integration — switch on Import Personal Contact Details, as above.
   • Spreadsheet — add the columns and re-import. See Import from a spreadsheet.

Consent and privacy

Listing a worker in WWC Connect shares their name, clearance and contact details with the Department of Government Services and the Social Services Regulator. Workers need to be told.

Oho doesn't record a worker's consent to that sharing — not through a fetch request, an HR integration or a spreadsheet. Cover it in your own collection notice, for example:

We share your name, Working with Children Check or VIT registration, phone, email and address with the Victorian Department of Government Services and the Social Services Regulator through WWC Connect, as Victorian law requires of organisations engaging people in child-related work.

Adapt the wording with your own privacy advice. Data retention & privacy covers how Oho holds the details themselves.

Records and evidence

• In Oho — every worker and credential keeps its history in the Activity Log, including each verification result. Oho does not delete history after a set period. Who is linked to Connect shows in the Link new workers window on the Services Victoria source. There's no download button for it today; email [email protected] if you need it for an audit. See Audit trail.
• In WWC Connect — each worker's profile keeps a change history, with changes Oho makes shown as "Bulk upload". Service Victoria lets you export it.

Whether these together meet your own record-keeping obligations is for you and your advisers to confirm. Retention terms that bind Oho are in your agreement.

Common questions

Connect already alerts us when a clearance changes. What does Oho add? Connect covers Victorian clearances only and doesn't say why a status changed. Oho checks every register you use, in every state, alongside your other credentials, and keeps workers' contact details current in Connect.

Does linking verify the card? No. Verification checks the public register on its own schedule; linking lists the worker against your business in Connect. A card can be verified without being linked.

We already added some workers to Connect by hand. That's fine. Oho reads Connect's list first and skips anyone already on it.

A worker left. Will Oho end them in Connect? Not yet. End them in Connect yourself. Oho won't add them back.

Runs stop at sign-in. The password or authenticator changed, or the person who owned the account left. Update the login on the source (Step 2) and run again — workers already linked are skipped.

What's next

• Working With Children — checks in every state, and the manual upload file
• Working with Children Check (VIC) — what Oho needs on a Victorian card
• Add a verification source — the wizard in general