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Keeping your data in sync

Once you connect a system, Oho keeps importing your people on the schedule you set (see Ingest your data). That raises a fair question: when the same worker exists in both your HR system and Oho, which one is right? This page explains, in plain terms, who is the source of truth for each kind of data, what happens when you edit something in Oho, and when Oho sends updates back to your system.

The short version: your connected system owns the facts it sends; Oho owns whether a credential is actually valid.

Your HR system is the source of truth for the people it sends​

For every worker that syncs in from a connected system, that system is the source of truth for their identity, contact details, employment and position — and, when credential import is switched on, the licences and credentials it holds for them. Oho refreshes these from your system on every sync.

Fix it at the source

Because each sync refreshes these fields, the place to correct a worker's name, email, job, or licence details is your HR system, not Oho. An edit made directly in Oho to a field that syncs will be replaced the next time the sync runs. Make the change in the source and it flows through automatically.

Oho is the source of truth for whether a credential is valid​

Whatever status your HR system records against a licence, whether a worker is actually cleared is decided by Oho checking the official register — not by your system. That verification outcome is always Oho's, and a sync never overwrites it. So even if your HR system shows a check as "current", Oho's result against the register is what tells you if the person may be engaged. See Credentials and Verification Sources.

A few things Oho manages for you​

Even on a credential that syncs in from your system, Oho owns a small set of fields so verification stays accurate:

  • Expiry dates Oho detects. When Oho re-verifies a credential and the register shows a new expiry, Oho updates it — so the expiry you see reflects the register, kept current automatically.
  • The name a credential is checked under. You can adjust the name Oho uses to match a credential against its register — for example a maiden vs. married surname — so verification resolves correctly. Oho keeps this even across syncs.

When Oho writes back to your system​

For some connected systems, Oho also sends certain updates back to your HR system so it stays complete — for example an expiry change Oho has detected, or credentials a worker gains when you hire them from an applicant. Exactly what is written back depends on the system, so check its page under Integrations.

What syncing never does​

  • It never deletes a person. Removing someone from your HR system doesn't delete them in Oho — off-boarding flows through as a change of status (for example a termination date), so the compliance history is preserved. See Workers.
  • It never overrides the register. No status from your HR system changes Oho's verification outcome.

Who owns what — at a glance​

DataSource of truthWhat that means
Worker identity, contact, employment, positionYour connected systemMaintain it there; Oho refreshes it every sync
Credentials / licences the system holdsYour connected systemImported and refreshed each sync (for the licence types you've mapped)
Whether a credential is valid (verification outcome)Oho + the official registerAlways decided by Oho's check; never set by your system
Credential expiry Oho detects on re-checkOhoKept current by Oho; for some systems, written back to yours
The name a credential is checked underOhoEditable in Oho so verification matches; not overwritten
Specifics vary by system

The rules above hold for every connected system, but the exact fields — and whether anything is written back — differ per connector. Each system's page under Integrations has a Data ownership section with its specifics.