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5-Minute Quickstart

Go from an empty account to your first verified credential — entirely in the Oho app, with no code. This guide walks through signing up, adding a worker, running your first check, and reading the result.

What you'll accomplish

By the end of this guide you'll have:

  • Created your Oho account
  • Added your first worker
  • Added and verified your first credential
  • Read the result and know what it means
Came across from the old Oho?

Your tenant isn't empty — your workers and their credentials were migrated for you. Follow this guide to learn the app, then read Moving from the old Oho for what came across and what to expect in the first few days.

Step 1: Create your account (1 minute)​

You'll have been sent an invite link — either from Oho or from a colleague who set your organisation up. Opening it is how you get in. (If you're setting up your own account, you'll follow the same screen.)

  1. Open the invite link. The Create your account page appears.
  2. Fill in:
    • Email — your work email address
    • Full Name — your first and last name
    • Password — at least 8 characters
    • Confirm Password — re-enter the same password
  3. Click Get Started.

That's it — you're signed in and ready to use Oho.

Signing back in later

Once your account exists, you can sign in any time at <tenant>.weareoho.com/login (replace <tenant> with your organisation's subdomain) using your email and password.

Step 2: Add your first worker (1 minute)​

A worker is any person whose compliance you're tracking — an employee, contractor, or volunteer.

  1. In the left menu, under Continuous, click All Workers.
  2. Click + Add Worker in the top right. The Add Worker wizard opens at step 1.
  3. Fill in the worker's details:
    • Legal First Name (required)
    • Legal Last Name (required)
    • Organisation (required) — start typing to create your first organisation, or pick an existing one
    • Date of Birth (recommended) — format DD/MM/YYYY. Some checks, such as VEVO and SA WWC, can't run without it.
    • Work Email (recommended) — how Oho reaches the worker for credential requests and expiry reminders.
    • Legal Middle Name, Location, and Worker Type (e.g. Employee, Contractor, Volunteer) are optional
  4. Click Next.
Spell names exactly as they appear on ID

The legal name and date of birth are used to match the worker against official registries. Enter them exactly as they appear on the worker's official ID, or verification may fail. This form also won't accept a date of birth less than 12 years ago.

Step 3: Add your first credential (2 minutes)​

Adding a credential automatically runs a check (a verification) against the official register. You can do this as part of the Add Worker wizard, or later from the worker's profile.

You're now on step 2, Add Credentials, of the wizard.

  1. Click + Add Credential. The Add credential window opens.
  2. Choose a Credential type — for example, Working With Children Check (VIC). The form fields adjust to match the credential you pick.
  3. Enter the credential details. For a Victorian Working With Children Check that's:
    • Card Number — the card or application number exactly as printed on the front of the card. It's a 7–8 character base of seven digits, sometimes followed by a letter (e.g. 1234567A). If the card shows a renewal suffix like -03 you can include it or leave it off — Oho only checks the part before the hyphen. Don't add spaces.
    • Last Name (Surname) — as shown on the card
  4. Save the credential, then click Next to continue.
  5. Add Exemptions (step 3) is optional — skip it if it doesn't apply.
  6. On Review (step 4), check the details, then click through to Finish (step 5).
You can skip credentials and add them later

If you don't have the credential details handy, skip this step and add them anytime from the worker's profile.

Step 4: Understand the result​

Once a credential is added, Oho verifies it and shows a status. You'll see it on the worker's profile and in Compliance Overview (under Continuous in the left menu).

Your first check will land on one of four:

  • In progress — still being checked. Most finish in seconds; a government registry occasionally takes longer, so give it a minute and refresh.
  • May engage — valid and current. Nothing to do.
  • May not engage — not valid: expired, suspended, or no matching record on the register. Worth checking the details you entered before assuming the worst — see My check came back red below.
  • Under review — the register answered, but someone has to read it and record a decision. It isn't a softer pass: the worker counts as non-compliant until they do.

That's everything you need for a first check.

The full set of statuses

Oho draws more badges than the four above, because it tracks a credential's validity alongside the verdict — a card that's valid today but runs out next month says so. You'll meet these as your workforce grows rather than on a first run.

Status (as shown in the app)ColourWhat it means
May engageGreenValid and current — the person is cleared for the work.
May not engageRedNot valid — expired, suspended, not found, or a match on a ban register.
Under reviewYellowNo 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.
In progressBlueStill being checked.
Couldn't verifyGreyThe source couldn't be reached; Oho will try again.

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)ColourWhat it means
Expiring soonYellowStill valid, but inside your expiry lead time — 30 days by default. Time to get the renewal moving.
ExpiredRedThe expiry date has passed, so the worker is no longer covered.
Conditions to reviewYellowThe register attached a condition or a notation that someone has to read and decide on.
Pending decisionBlueThe issuing authority has yet to decide on an application.

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.

What each one means for an exemption or a ban check (where green means "no match", not "cleared"), and the API value behind each badge, are on Core Entities.

That's the full loop — account, worker, credential, result.

Optional: Invite your team​

Working with colleagues? Oho emails each of them their own activation link.

  1. In the left menu, click Settings.
  2. Under Access, select Users & Groups.
  3. Click Invite Users in the top left. The Invite users window opens.
  4. Choose the role these people should get (for example, Manager).
  5. Tick the organisations and workflows they're responsible for.
  6. Type each email address in Invite by email and press Enter, then click Send.
Everyone in one batch gets the same role

Invite role by role — send your Managers in one batch and your Observers in another. There's no shared URL to pass around: each person gets their own link.

Invite your team & assign roles covers the whole flow, including chasing people who haven't activated yet.

What's next?​

You've added a worker and run your first check. From here you can:

Common questions​

My worker won't save​

  • Check that all three required fields are filled: Legal First Name, Legal Last Name, and Organisation. Date of Birth and Work Email are not required to save.
  • If you did enter a date of birth, it has to be at least 12 years ago — the Add Worker form won't accept anything more recent.
  • If the Organisation field is empty, start typing a name to create your first organisation.

My check came back red or couldn't be found​

  • Double-check the name and date of birth match the worker's official ID exactly.
  • Confirm the credential number is entered correctly — for a WWC, that's the card or application number exactly as printed (a 7–8 character base like 1234567A). A renewal suffix like -03 is optional, and there should be no spaces.
  • If everything looks right and it still fails, the registry may not have a matching record. Contact [email protected] with the worker's name.
  • Ask them to check their spam folder — the link arrives by email from Oho.
  • Confirm the invite actually went out on the Pending tab under Settings → Access → Users & Groups, which lists everyone invited but not yet activated.
  • Each person's link is their own, so one forwarded from a colleague won't work. Re-send theirs from the Pending tab.

Need help?​

  • Email: [email protected]
  • In-app: click the Help button in the bottom-right corner of any screen