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How to Import Compliance Certificates

For your team members who received compliance training outside of Opus, manually mark them exempt by uploading their certificate into Opus.

Written by Ben Brunken

Track your whole team's compliance certification statuses in Opus, including those who receive compliance training from third-party providers. Opus allows for you to manually upload third-party compliance certificate statuses so that you can exempt Trainees and Managers who have already received their training.

Table of Contents:

When to use this

Use certificate imports when someone completed compliance training through a third-party provider and you want to reflect that in Opus.

This is available for the following Opus Premium Modules:

  • Food Handler

  • Food Manager

  • AllerTrain® Lite

  • AllerTrain® Manager

  • Sexual Harassment Prevention

  • Human Trafficking Awareness

⁉️ Looking to import non-compliance training completions? Learn how to backfill your team's training here.

Step-by-Step Instructions

Importing Compliance Certificates in Bulk

  1. Head to the Settings page in the dashboard and select the Certificate Imports tab.

  2. Choose how Opus should match rows to profiles:

    • Name matching

    • HRIS employee matching

    • Phone number matching

    • Email matching

  3. Select the correct compliance module.

  4. Paste your CSV data or enter records directly.

  5. Optional: add a link to each certificate in the Certificate link column.

  6. Review the validation results and fix any errors shown in red.

  7. Click Import.

Importing Compliance Certificates for Individual People

  1. Head to the compliance module in the dashboard and select the Certificates tab.

  2. Select the + Import Certificates button.

  3. Choose the profile from the drop down and enter the completion date of the compliance training.

  4. Click Import.

Attaching a Certificate Image or Link

Add a photo of a certificate or a link to it, so proof stays with the compliance record.

  1. Head to a team member's Compliance Certificates tab, or the Certificates tab of the compliance module.

  2. Click the … menu on the row of an imported certificate and select Attach Certificate.

  3. Select Upload image to add a PNG or JPG, or Paste link to add a link.

  4. Click Save.

Select View certificate on the record to open it. To change or remove it, select Replace Certificate from the same menu.

You can also attach certificates from Settings > Certificate Imports, including imports still waiting for sign-up.

💡 Imported earlier? You can attach a certificate to any imported record, including certificates you imported before.

What Happens After Import

Each row will be processed as one of the following:

  • Imported right away: The profile was found, and the certificate is added immediately.

  • Pending (waiting for sign-up): That person is not in Opus yet. The certificate will be created automatically when they sign up.

💡 Keep proof with the record: Opus tracks each team member's compliance status and date. To keep the certificate too, attach an image of it or a link to it.

Important to Know

  • Enter the completion date when importing. Opus will automatically calculate the expiration date.

  • Certificate images must be PNG or JPG. Certificate links must start with http:// or https://.

  • You can import certificates before someone signs up. Their record will be ready once they join.

⁉️ Want to clean up or correct certifications? You can remove them directly from the dashboard! Navigate to a person's profile to remove an individual certification, or open the compliance module in your dashboard library, select Certificates, and choose which records you'd like to remove. You can remove certifications individually or in bulk.

FAQ

When should I use certificate imports instead of training imports?

Use certificate imports when training was completed outside of Opus and you only need to track compliance status, not assignment completion.

What happens if someone is not in Opus yet?

Their certificate will remain pending and will be created automatically once they sign up.

Can I upload the actual certificate file?

Yes. Attach a PNG or JPG image of the certificate, or a link to it, from the … menu on an imported certificate. When you import in bulk, you can also add links in the Certificate link column.

Can I fix errors before importing?

Yes. Errors are highlighted in red during validation so you can correct them before completing the import.

Which compliance modules support certificate imports?

Food Handler, Food Manager, AllerTrain® Lite, AllerTrain® Manager, Sexual Harassment Prevention, and Human Trafficking Awareness.

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