How to Create a Resource Library
Offering a centralized knowledge base (or Intranet!) for company knowledge and training is essential to any L&D team. Before you assign any training, it's imperative to have your training materials available as resources in Opus.
If you're new to creating a Resource Library, think of it as a way to:
For Admins: Manage and organize all training resources in one place.
For Managers & Trainees: Easily recall training resources in the Opus Training app.
You can easily build out your Resource Library in Opus by using Tags and Access in Opus. This way, when an employee opens the Opus Training app or dashboard, they immediately have access to and can quickly find any modules, courses, resources, or check-ins in the dashboard or mobile app.
How to Set Up Your Resource Library
Step 1: Upload your resources into Opus
How to Upload Resources into Opus
Click the blue "+" button at the top of the main navigation
Click "Resource" from the dropdown menu.
Click “Upload Resource” to select a file from your device (or just drag and drop!) OR click “Paste Link” to add a link
Add a name and description to your resource
Click the Save button on the bottom right
Here's a list of common resources we see in Opus:
Categories | Example Resource |
Recipes | Ingredient overview and instructions |
Make Guide | Visual step-by-step product instructions |
Training Guide | For Trainers or For Trainees |
User Guides | POS |
Checklists | "Midday transition", "End of Shift Checklist" |
Job Aids | Infographics, visual aids, etc. |
Newsletters | Weekly, Monthly, Quarterly newsletters |
Note: Opus supports many different resource types, but we recommend PDF’s for documents, JPEG’s for photos and mp4 for videos or audio resources. Click here to learn more about supported resource types.
How to Organize Your Resources with Tags
Tags help you organize your Library so that everyone can find what they're looking for fast. Tags can also be pinned or set to be available in app so that trainees can filter through their library in the app. There are a few different ways you can use tags to stay organized:
Company Lingo
Training Categories
Role or Department (FOH, BOH, Kitchen)
Internal Labeling for Admins
In Opus, you can use tags to easily organize and search content by leveraging terms you already use, with the flexibility to associate multiple tags with a single item.
For example: The module "Toast POS Overview" has the "FOH" and "Tools and Technology" tags. This means a user would be able to find the module by tapping either the "FOH" or "Tools and Technology" tag.
How to Create a Tag:
Go to "Tags" under "Workflows"
Create a new tag by clicking "+ New Tag" in the top right
Edit or delete an existing tag by clicking on the 3 dots at the end of the row
Please note: Tags that are "Available in App" refer to the tag itself, not the content associated with that tag. To learn more about managing tags, click here.
How to Set Up Library Access
By setting up Access rules for modules, courses, and resources in your Library, you can give individual team members the ability to self-serve on any training. This also unlocks the ability for trainees to self-assign any training modules or courses.
Access is great for sharing information that is helpful or relevant to the user. You can target and specify who should have access to what by setting up rules based on your organization's setup in Opus.
How to Set up Access:
Go to the "Manage" tab of the Resource
Click "Library Access" on the left side navigation
Click "Add Access"
Select which user(s) or group(s) should have access
To learn more about Access, click here.
Important 📝 Resources can be included and assigned as part of a course. When a course is completed, those resources can be reviewed as part of the completed course. Standalone resources can only be shared via access.
Resource Library Best Practices
🏃♂️ Put yourself in the shoes of a trainee on a busy shift
Make sure that resources are readily accessible via mobile and named with terms they would recognize.
🧠 Think about various learning styles
Consider multiple types of media (images, videos, or text) to accommodate multiple learning styles.
🤝🏼 Get the teams who use the resources involved!
Confirm with your managers that the resources you're providing will actually be used. You can look at individual resource engagement on the 'Reporting' tab.
💡 Tip: Use bulk actions in the library to tag and set access rules for multiple items at once!
FAQs
Where can trainees find the "Resource Library"?
Trainees can see find their resource library in the Opus Training app by tapping "Library" in the bottom navigation.
What's included in the library? What file types are accepted?
You can upload almost any file type into Opus. Click here to learn more about supported resource types.
Who can upload a resource? Who can download?
Any user with the "Manage Library" permission can upload resources to Opus. Once a user has access to a resource in their library, they can download it to their personal device.
Can I limit access? If someone is assigned, are they granted access by default at that time?
Assigned courses and modules get automatically stored in the user's library once they are completed. When a user is given access to a module, course, or resource, they have the option to take that training.
Please note that only resources cannot be assigned, they can be shared via access only.
What about resources that are included in courses?
Resources included as media files inside of courses can be assigned as part of that course. Once the course is completed, users can refer back to the completed course.
Standalone resources in Opus can only be shared via access.