How monitoring works
Most compliance tools answer one question: is this person's paperwork in order today? Oho answers a harder one: has anything changed since you last looked?
That difference is the whole product, and it comes down to Oho asking the register more than once. This page explains the two moments a check happens, who decides how often, and what you actually see when an answer changes.
Two different moments
| The first check | Every check after | |
|---|---|---|
| When | The moment a credential lands on a worker | On the schedule you set |
| What it establishes | Where this person stands today | Whether that's still true |
| What triggers it | Adding, importing, or a worker submitting a credential | Nothing — Oho does it on its own |
| You see | An outcome, usually in seconds | A change, if there is one |
The first check needs no asking: however a credential arrived — typed in, imported from a spreadsheet, submitted through a Recruitment Check — Oho verifies it against the register straight away. That's your baseline.
Everything after that is monitoring, and it's the part that catches what a one-off check can't: a clearance suspended three months into someone's employment, a registration that lapsed quietly, a card cancelled without anyone telling you.
A card that was valid when you hired someone tells you about the day you hired them. Suspensions, cancellations and expiries all happen after onboarding — which is exactly when nobody is looking. Monitoring is how you find out in days rather than at the next audit.
Who sets the cadence
Partly you, partly Oho — and it's worth knowing which is which.
You set the schedule, per register, in the Verification Sources tab. Each Verification Source connects Oho to one authority — the Victorian WWC register, AHPRA, Blue Card Services — and carries its own schedule, so a high-stakes register can be swept more often than a slower-moving one.
Oho sets a floor on how often a register is asked about the same credential. A result is treated as current for a set window, and a scan inside that window reuses it rather than troubling the register again:
| Credential | Re-checked no more often than |
|---|---|
| Most credentials | Daily |
| AHPRA registrations | Weekly |
| Police checks | Monthly |
Those windows exist because the registers aren't ours. Several are scraped pages behind a captcha, and hammering one every hour across a large workforce is both slow and a good way to get blocked. The windows are set platform-wide rather than per organisation.
The practical upshot: setting a source to sweep hourly won't get you hourly answers. It will get you a fresh answer as soon as the window is up.
One thing to watch: a source with no schedule doesn't monitor. The first check still runs, so the credential looks answered — but nothing asks again, and it can sit green indefinitely because no one has re-checked it.
What a change looks like
When a re-check comes back different from last time, three things happen at once:
- The worker's outcome updates. The credential's status changes on their profile, and their overall compliance follows.
- The change is recorded. The worker's profile keeps every check Oho has ever run, so you can see when the answer changed and what it changed from. That history is the audit trail — it's what lets you show what you knew and when.
- The right people hear about it. A status change raises a notification rather than waiting to be noticed.
You don't have to be watching for any of this. The compliance dashboards show the current picture, and notifications push the changes to you.
Expiry is watched separately
A card doesn't have to be cancelled to become a problem — most simply run out. Oho tracks expiry dates independently of what the register says, and moves a credential through three stages as the date approaches:
| Stage | When | What it's for |
|---|---|---|
| Expiring | 30 days out, by default | Early warning, while there's still time to renew comfortably |
| Expiring soon | 7 days out, by default | The one that needs action this week |
| Expired | The day after the expiry date | The worker is no longer covered |
Both thresholds are set organisation-wide, so you can widen them if your renewals take longer than a month to come back — a police check or an interstate clearance often does.
Expiry watching depends on Oho holding an expiry date. Some registers don't return one; where that's the case, Oho tracks the date you supplied when the credential was added, which is another reason to fill in Expiry Date on an import even though nothing forces you to.
Where monitoring behaves differently
Monitoring is only as good as the register behind it, and the registers aren't uniform. The differences that matter in practice:
| Behaviour | Where | What it means for you |
|---|---|---|
| The register pushes changes | NSW | Status changes can reach you between scheduled checks, not just at the next one |
| Renewals don't flow through | QLD | A renewed Blue Card must be re-checked; the new details won't appear on their own |
| No register to ask | ACT | Reviewed by a person on your schedule rather than looked up — see the state page |
| Access depends on your login | SA | If portal access lapses, checks fail rather than returning a status |
Each credential page carries its own Renewals & monitoring section with the detail for that register.
Related
- One-off verification — the first check, in more detail
- Ongoing checks — setting a source up
- Verification Sources — the registers Oho can reach, and how each behaves
- Notifications — where the alerts go