If your organisation operates across multiple locations, we will work with you to map out a clear system hierarchy (such as parent sites, sub-sites, and individual locations) to keep everything perfectly organised.

If you only have a single site, you get a head start and can likely skip this phase completely!

1. Defining Roles

In the system, 'Roles' are not exact job titles. Instead, they are broader categories that group employees together based on their common health and safety requirements. For example, anyone who works exclusively at a desk might simply have the role of 'Office'.

To keep things manageable, we recommend creating between 3 to 8 broad roles, unless you have highly complex requirements. 

Employees can be assigned multiple roles, including supplementary ones like '+Fire Marshal' or '+Company Car Driver'. 

Note: If you are signed up to our HR offering, ensure you include a 'Manager' role (or manager variants of your standard roles), as certain HR E-learning courses are designed specifically for managers.

2. Identifying Administrators & Managers

There are three user access levels in the system:

• User: Can access My Dashboard and has limited access to the site inbox and other basic system elements.

• Manager: Includes all User permissions, plus the ability to manage sites, assets, and employees.

• Administrator: Includes all Manager permissions, plus access to configure system settings.

3. Role Requirements added

Once your roles are set, we will assign compulsory requirements to each one. Depending on the role, this might include:

3. • Training e.g. Company Induction

   • E-learning e.g. Fire Safety Awareness

   • Checklists e.g. Health Surveillance or DSE assessments

   • Playbooks e.g. New Starter Induction

   • Documents e.g. New Starter Form

4. Uploading Staff

To get your team onto the system, Opus can perform a bulk upload, or you can add employees manually. Moving forward, it will be your responsibility to keep this staff list up to date.

To complete the initial bulk upload, your OCC contact will provide a link to a spreadsheet for you to fill out with the following details for each employee:

• Full Name

• Assigned Role(s)

• Primary Site/Location

• Access Level (User, Manager, or Administrator)

• Sensitive Data Access (Y/N)

1. Adding Site Checklists

Site checklists cover regular physical inspections of your premises, such as a manager's monthly walk-around or weekly fire safety checks.

We can apply our standard, pre-built checks to your account to save you time, or you can provide your own custom questions for us to upload.

For more information on what you can do with checklists and the options available see here: Checklist & Playbook Guide 

2. Uploading Site Documents

This is where you can store important files that need to be accessible to employees at your specific sites.

For our managed clients, this is also where Opus will safely store your risk assessments and other compliance documents.

3. Setting Up Report Templates

We will configure your system with a standard set of default templates so your team can easily log events and observations. The default templates include:

• • Report an incident (accident / near-miss)

  • Log enforcement officer visit

  • Employee intervention

  • Log a contractor on site

  • Report a safety observation

  • Log a road traffic incident

  • Create an action

  • Something else

There are other reports templates available, such as Report Spillage. You can find more details on these here: Other Reportable Events

1. Defining Asset Types

To keep everything organised, we categorise your equipment into specific 'Asset Types'. This not only helps you find things quickly but also allows us to set broad, automated rules for similar pieces of equipment which we call asset type requirements

2. Setting Asset Type Requirements

These are compulsory requirements for every asset within a specific asset type.

Depending on the asset type, this might include:

• Checklists e.g. Quarterly Ladder Check

• Documents e.g.  Annual Service

• Playbooks e.g.  Daily pump start up process

For more details on how this works, please see our guide: here.

To make setting this up as easy as possible, your OCC contact will provide you with an example list of common asset types and requirements.

3. Adding Your Assets

Once your asset types and their requirements are set up, you can begin adding your physical assets to the system. Moving forward, it will be your responsibility to keep the asset list up to date.

4. Adding Individual Asset Requirements

Sometimes, a specific piece of equipment needs its own unique set up. You can easily add individual requirements on a per-asset basis, such as uploading a specific purchase invoice, warranty, or instruction manual.

Once your system is fully configured, we are always available to help you get the most out of it. We offer unlimited remote training sessions and ongoing support for you and your team.