FAQs

Here is a list of Frequently Asked Questions - got a question not covered here? Get in touch.

How Do I Register Employees Who Don't Have Company Email Addresses?

Opus Compliance Cloud requires a unique email address for each registered user account

Note that you don't have to have staff registered on the system in order to complete E-learning etc (see 'here') or to report incidents (they can do this via the site QR code).

However, if you want them to complete E-learning etc via My Dashboard or carry out site / asset checklists they will need an account.

For some organisations, not all team members may have a company email address. You have 2 main options here:

A) Using Other Existing Email Addresses

1. 1. Employee can use a personal email address

   2. Create a free personal account for the employee - Setting up a free email account for an employee is quick and simple. Google Mail is recommended for this purpose.

B) Use Plus Addressing

Plus addressing is a standard email feature that allows you to create unique variations of an email address by simply appending a plus + symbol followed by text or numbers to an email address. This is usually enable by default but you may need your IT team to enable this.

Step 1 - create a base email address account - this might be something like 'opususers@mycompany.com'.

Step 2 - Choose a standard format for the plus tag, such as firstname.surname or payroll number.

Step 3 - Each staff member should then register with this modified address, eg:

'opususers+tom.baverstock@mycompany.com' or 'opususers+0675@mycompany.com'

Note: All emails, including password resets, will be sent to the inbox of the base email address. Managers with access to this account can assist with password resets if needed.

Why Isn't My Video /CCTV Footage Playing?

Some files exported from CCTV systems may not be fully compatible with the web, meaning they might appear as though they should play on Opus Compliance Cloud but won't. 

For instance, some footage could be in a format (eg using the h265 codec) that plays well on Microsoft Edge or mobile devices but not on Chrome (due to licencing issues). 

If you encounter this issue and need your footage reformatted to a compatible format for Opus Compliance Cloud, please contact us for assistance.

Why Don't We Have N/A as a Checklist Option?

There are a number of reasons we don't have n/a, but the main issue is you're effectively giving the user the option to decide if they should answer a question or not. If someone puts n/a as a response no one will ever know unless they specifically looked at the checklist submission history.

However, it might be a serious issue that they don't have the 'thing' that the question relates to and that's why they're wanting to respond 'n/a'. 

For example a fire checklist - Are all fire doors closed? 

We require a definitive "Yes" or "No" response to each question, ensuring that users are held accountable for answering every question on their checklist.

If you have site or asset checklists where you have some exceptions, let us know and we will customise the checklist for those cases.

Why Do Non Managers (users) See The Site Inbox

Opus Compliance Cloud is designed with a more inclusive approach, supporting a collaborative working environment. Unlike many other systems that strictly distinguish between managers and non-managers, our system facilitates engagement across different user roles. For instance, non-managers are enabled to undertake certain tasks, such as completing site or asset checklists.

All users require access to the site inbox to report accidents and safety observations, and need to view site documents to understand risk assessments and other safety protocols. Additionally, users may need to access asset information to review asset documentation or record issues.

It's important to note that non-managers do not have access to confidential information, including details on accidents, health surveillance, or any tasks specifically related to employee management.

How Do Daily Checklists Lead Times Work?

So the task will be created and the checklist will be ready to be re-submitted 16 hours after the last one was completed (24 hours- 8 hours)

So for example if a checklist is done at 09:00, the task will generate at 01:00. If it was done at 12:00 it would be generated at 04:00 hours. If it was done at 17:00 hours it would generate at 09:00 and so on.

So whenever the checklist is done, a task will almost certainly be ready to remind you the next day.

How Do We Deal With Shift Checklists That Need to be Completed Multiple Times a Day?

In this case we recommend adding a different checklist per shift e.g. Early Shift Checklist, Late Shift etc.

That way you can easily see what checklist has been missed if any.

Why Do Opus Recommend Shorter Separate Checklists Instead of One Long One?

One reason why we don't by default is to be able to give the managers the ability to do them at different times of the month. i.e. they can do their Fire Checklist in week 1, the Office checklist in week 2 etc.

But this doesn't stop them from doing them all at the same time. 

Feedback has indicated that managers find shorter checklists easier to manage alongside their other responsibilities. This format helps prevent 'tick fatigue,' a scenario where users, overwhelmed by lengthy lists, might skim through questions without proper attention and complete tasks from their desks instead of conducting actual walkarounds.

Additionally, as the system requires checklists to be completed in one session with no feature for saving progress, shorter checklists minimise the risk of data loss. This can occur if a user's internet connection fails, or if the session is accidentally closed or reloaded. Shorter checklists therefore ensure that the data integrity and user compliance are maintained even in cases of unexpected disruptions.

As a rule, we recommend that checklists should be kept to a maximum of 30 questions to ensure they are manageable, encourage thoroughness, and reduce the likelihood of interruptions impacting completion.

Why Doesn't The System Send Welcome Emails

Mitigating Email Delivery Issues: System-generated emails can sometimes be flagged as spam or blocked by email security filters, especially when sent to multiple recipients simultaneously. By enabling managers to send these emails themselves, we ensure that all staff members reliably receive their registration links.

Personalised Communication: This method fosters more personalised interactions. Managers can include the registration link in a tailored welcome email or message, adding any relevant company-specific instructions or a message from senior leadership. This approach creates a warmer, more engaging experience compared to a generic system-generated email.

Control and Flexibility: Allowing managers to handle onboarding communications gives them greater control and flexibility. They can select the timing and communication method that best suits their teams, whether through email, instant messaging, or other internal platforms.

Why Can't We Auto Assign Tasks

While auto-assigning tasks might seem convenient, there are significant drawbacks to this approach:

Absence or Departure of Employees: If a task is auto-assigned to an employee who is off sick or has left the organisation, the task may remain uncompleted without anyone else being aware of it.

Manager Visibility: Auto-assigned tasks do not appear in the manager's inbox, which means they might not realise that the task is outstanding or requires attention.

Custom Messaging Flexibility: By not auto-assigning tasks, managers have the flexibility to use custom task messages to specify who should handle the task. This ensures the task is directed to the most appropriate person while still keeping the manager informed.

This approach promotes better oversight and ensures tasks are completed even if circumstances change.

Can We Complete Checklists Without Logging In?

By default, users are required to log in to complete checklists to maintain an accurate audit trail. This ensures accountability and integrity by verifying who completed each checklist.

We understand that there are situations where this requirement may feel cumbersome, and the audit trail is less critical. 

To address this, we have developed a feature that will allow checklists to be completed without logging in. 

It’s important to consider the implications:

Weaker Audit Trail: Without login verification, the audit trail will be less reliable. Users will need to manually enter their name when submitting the checklist, which could lead to inaccuracies or even deliberate misuse (e.g., entering someone else’s name or an invalid entry).

Public Access: If a QR code is used to access the checklist, anyone with access to the code—not just employees—could complete it. This may pose challenges for public-facing checklists.

While this feature will increase flexibility, we recommend carefully considering its trade-offs before enabling it. Speak to Opus to find out more.

Why Don't We Show The Exact Last Login Time/ Date?

Opus Compliance Cloud uses a "Last Seen" feature to provide a general indication of when an employee last logged in. Rather than showing an exact date and time, this information is categorised into terms like "Today," "Yesterday," "This Week," or "Last Week." This decision balances operational needs with privacy and legal compliance.

MOT - what to do if vehicle is new so doesn't require one yet

Don't worry - we have a workflow that can cater for this! Here is our recommended approach/

How can I add a pre-use checklist to OCC where the check isn't required on a regular basis

So for this you need to think of what is the longest period you would want that asset check if it wasn't in use. Or what is the longest period that is likely between checks.

Whichever is longer we can add the checklist with that schedule.

What this means is that it will be due a check right away - useful to confirm the checklist questions work well and to have a starting position where the asset is confirmed as being ready to use when needed.

The checklist can then be completed when needed by selecting the 'start a new submission' link on the checklist page:

For an asset like this it's a good idea to have a notice on it with the asset QR code on , instructing users to complete the pre-use checklist before operation.

GDPR - Health Surveillance Data on Opus Compliance Cloud

Health surveillance data is classified as special category data under the General Data Protection Regulation (GDPR). To lawfully process this type of data, organisations must identify both a lawful basis and a specific condition for processing.  

Please see this separate article on this subject