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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 certificates in Opus, including team members who completed compliance training with a third-party provider. 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.

✅ Before you start: Admins can import certificates. Managers can import only if their permissions include managing integrations (bulk imports) or premium content (individual imports).

Table of Contents:

When to use this

Use certificate imports when a team member 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

  • Workplace Violence Prevention Training (California), for Supervisors and Non-Supervisors

  • Indoor Heat Illness Prevention Training (California), for Supervisors and Non-Supervisors

➡️ Learn more: Looking to import training completions that aren't compliance certificates?

Step-by-Step Instructions

Importing Compliance Certificates in Bulk

  1. Go to Settings > Certificate Imports in the dashboard.

  2. Click Import Certificates.

  3. Under User matching strategy, choose how Opus should match rows to team members:

    • Name matching

    • HRIS employee matching

    • Phone number matching

    • Email matching

  4. Under Certificate type, select the compliance Module.

  5. Paste or drag in a CSV, or enter records directly in the grid. Enter the date each team member completed the training in the Became compliant column.

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

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

  8. Click Import.

For Sexual Harassment Prevention, also fill in the State and User type columns.

Importing Compliance Certificates for Individual Team Members

  1. Open the compliance Module from your Library and select the Certificates tab.

  2. Click Import Certificates.

  3. Choose the team member under User and enter the Training completion date. Click Add user to add more rows.

  4. Click Create certificate (with several rows, Create N certificates), then confirm with Create certificates.

You can also import from All compliance certificates, which opens when you click a Location in the compliance grid. Click Import Certificates and choose the certificate type first.

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. Go 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 of a bulk import is processed as one of the following:

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

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

  • Skipped: The team member already has this certificate in Opus, a pending import already exists for them, or their HRIS ID wasn't found.

💡 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 in bulk before a team member signs up. Their record will be ready once they join.

💡 Want to clean up or correct certifications? Remove them directly from the dashboard. Open a team member's Compliance Certificates tab, or the compliance Module's Certificates tab, and select Remove Certificate from the … menu. 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 a team member is not in Opus yet?

If you import in bulk, their certificate stays pending and is 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.

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