Overview
Company Orientations let you build onboarding and training workflows that apply across your entire company, rather than to a single site. Use them for requirements every worker needs to complete once, such as new hire onboarding, annual refresher training, or company-wide safety videos and policy acknowledgements.
Separating company-wide training from site orientations means workers complete shared requirements once instead of repeating them at every site. This cuts down on duplicate work and keeps site orientations focused only on what's unique to that site. Company Orientations can also be linked to Site Orientations, so you can enforce both company-wide and site-specific requirements together.
This article covers creating and managing Company Orientations as a Full Access user in the Salus web app.
Step 1: Start a Company Orientation
- Click Orientations in the main menu.
- Click Create Orientation.
- In the pop-up, select Company Orientation.
- Click Create Orientation again to open the Create Company Orientation panel.
Step 2: Set the Basics
Once the panel opens, set the orientation's name and expiration period.
Orientation Name
A clear, recognizable name for the orientation, for example, Company Safety Orientation or New Hire Orientation.
Use it when: naming the orientation so admins and workers can easily identify its purpose.
Company Orientation Expiration Period
Choose how long the orientation stays valid once a worker completes it: Always Valid, meaning the worker only completes it once, or a set duration between 1 and 24 months.
Use it when: the orientation covers training that needs periodic refreshing, such as annual safety training.
Note: When an orientation expires, its status changes to Expired and the worker must complete it again to become compliant.
Step 3: Add Orientation Items
Orientation Items define what a worker must complete. Click Add Item and choose from four item types.
Form
Attaches a form the worker must fill out and submit.
Use it when: you need a checklist, questionnaire, or sign-off completed as part of the orientation.
Document or Folder
Attaches a document, image, PDF, or video the worker must view. Videos must be watched in full; Salus monitors playback to confirm the entire video was viewed before the worker can move on.
Use it when: sharing a policy document, safety video, or reference material the worker needs to review.
URL Link
Attaches a link the worker must select to mark the item complete.
Use it when: pointing workers to an external resource, such as a training portal or policy page.
Request Certificate Upload
Asks the worker to upload a certificate. This is the only item type with a Required or Optional toggle.
Use it when: you need proof of an existing certification, such as First Aid or Fall Protection.
Note: Forms with Site Required enabled will not appear in the Add Item dropdown for a Company Orientation. Company Orientations aren't tied to a site, so site-required forms can't be used here. If a form you expect to see is missing, check whether Site Required is enabled on that form.
Complete in Order
Check Complete in order to require workers to finish required items in sequence. A worker can't start item 2 until item 1 is marked complete.
Forms, Documents or Folders, and URL Links are always treated as required by default and are locked into the sequence. A Request Certificate Upload item set to Optional is exempt from the sequence. It can be completed at any time and does not need to wait for prior items.
Step 4: Generate Certificate (Optional)
Check Generate Certificate to automatically issue a certificate to the worker once the orientation is completed.
Certificate Type
The type of certificate to issue, for example, Fall Protection, First Aid, or WHMIS / Hazard Communication.
Use it when: Generate Certificate is checked. This field is required once Generate Certificate is enabled.
Certificate Expiration Period
How long the issued certificate stays valid: Always Valid, or a set duration between 1 and 24 months.
Use it when: the certificate should expire on its own schedule, separate from the orientation's expiration period.
Warning: If Generate Certificate is checked but no Certificate Type is selected, the field outlines in red and displays Type is required. You won't be able to create the orientation until a type is selected.
Step 5: Set Access Control
Access Control defines who can reach the orientation through its QR code or link.
Join [Company Name]
Lets workers who aren't yet part of your company create an account and join it when they scan the QR code.
Use it when: onboarding new employees who don't yet have a Salus account under your company.
Subcontractors Access
Lets workers who already have an account associated with a subcontractor company scan the QR code, log in, and complete the orientation.
Use it when: subcontractor workers with existing accounts need access to the orientation.
Join Subcontractors
Lets workers create a new account and join a listed subcontractor company while scanning the QR code. This option only becomes available once Subcontractors Access is enabled.
Use it when: subcontractor workers without an existing account need to self-register through the QR code.
Assigned Roles
Locks the orientation to specific roles. Only workers with an assigned role selected here need to complete this orientation. This defaults to None.
Use it when: an orientation only applies to certain job roles rather than every worker in the company.
Step 6: Create and Activate
- Click Create Orientation at the bottom of the panel.
This immediately creates the Company Orientation, activates it, and makes it available to all applicable workers based on your Access Control and Assigned Roles settings.
What Happens Next
Once created, the orientation is live right away. Workers reach it by scanning its QR code or by opening a link you share directly through email, text message, or another channel. From the Orientations page, click into the orientation to track completion. You'll see each worker's name, company, and current status:
- Not Started: the worker hasn't opened or begun the orientation yet.
- In Progress: the worker has started but hasn't completed all required items.
- Completed: the worker has completed all required items and the orientation is currently valid.
- Expired: the worker completed the orientation previously, but it's no longer valid and must be completed again.
Click View next to any worker to open a read-only summary of their orientation entries. If Generate Certificate was enabled, the certificate is issued automatically once the worker completes the orientation. No further action is needed on your end.
Frequently Asked Questions
Why doesn't a form show up in the Add Item dropdown?
Forms with Site Required enabled can't be used in a Company Orientation, since Company Orientations aren't tied to a site. Check the form's settings and disable Site Required if it needs to be available for company-wide use.
An orientation still shows Not Started or In Progress even though the worker finished everything. Why?
Status updates can take a short time to reflect, especially if several items were completed close together. Confirm every required item, including video, forms, and certificate uploads, is actually marked complete, then refresh the page. If the status still hasn't updated after a few minutes, contact Support with the worker's name and site.
Does Complete in order apply to every item type?
It applies to items considered required by default: Forms, Documents or Folders, and URL Links. A Request Certificate Upload item marked Optional is exempt and can be completed at any time, regardless of sequence.
Who can create Company Orientations?
Only Full Access users (Company Admins) can create Company Orientations.
What's the difference between Subcontractors Access and Join Subcontractors?
Subcontractors Access lets workers who already have an account under a subcontractor company log in and complete the orientation. Join Subcontractors lets workers without an account create one and join a listed subcontractor company during sign-in. Join Subcontractors only becomes available once Subcontractors Access is enabled.
What does Assigned Roles do?
Assigned Roles locks the orientation to specific roles. Only workers with a matching assigned role are to complete it. Leave it set to None if the orientation should apply to everyone with access.
Can I set an orientation to expire after more than 24 months?
Not currently. Both the orientation and any generated certificate can be set to expire only up to 24 months. If your requirement runs longer than that, let us know through Support so we can track the request.
A worker's certificate upload is stuck in Pending. Where do I approve it?
Certificates submitted through an orientation don't appear in the general certificate approvals list. Open the orientation from the Orientations page, find the worker, and approve the certificate directly from their orientation entry.
Related Articles