Overview: Within Compliance, you can create forms for unscheduled checks that need to be carried out sporadically, such as audits, fire walks, or to record food poisoning incidents. The forms can be connected to a task on the daily schedule (e.g., fire safety checks every 6 months). You create the central form for your chain of venues and then populate it with tasks. You can also use forms to create a meeting agenda or to labels that you use regularly in your operation. Forms can be created via the web or the app.
Start from: The Compliance Overview page.
Note: You can also create a task from within a form. See Create a task within a form to learn more about this particular process.
Setting Up the Form
- Select Forms
from the main menu.
- Select Create Form
to open the New form page.
The New form page contains six panels for setting up the form.
- Select
to open each panel to change the settings and populate the fields.
Note: Use the panel heading links to navigate quickly to that section when you have multiple panels open.
Label
- Enter the name of the form.
Restrict access to a location group
- Use the dropdown list to select a location group. Access to the form will be restricted to that group only.
Description
- Enter a description of your form. If populated, the Description link appears on your form on the dashboard. Selecting this will open the description.
Note: You can add text, tables, images and links using the formatting menu.
Settings
Toggle the buttons to enable and disable the following options.
- Assign to existing users and make default for new ones – When enabled, this option assigns the form to all existing users and allows it to be selected from the assignments list when creating a new user automatically.
- Private – When enabled, this option allows you to select the roles that can see the form. When disabled, the form is not visible to any of the roles.
- Meeting – When enabled, this option allows you to use this form for planning your meeting. creating a meeting agenda and adding follow-up actions for every agenda item.
Note: How to use forms to plan meetings is covered in a separate article
- Label printing – When enabled, this option enables you to use the form to print labels from a drop-down list of templates.
Note: How to use forms to create labels is covered in a separate article.
Revision Handling settings
- Forbid re-open – When enabled, this option stops the completed forms from being amended. Users will only be able to complete the form once. When disabled, the form can be amended as required.
- Limited access – When enabled, this option shows a checklist of roles. Tick the roles to allow those roles to create new revisions, reopen completed ones and handle deviations from completed revisions. When disabled, all roles can view the revisions and open deviation, but do not have the permissions to action them.
- Check to select which roles have permission to revise the form, re-open completed ones and handle deviations (an answer that is outside of the parameters of what's expected).
Report
- Add the email address of anyone requiring notification of when a form is completed.
- Select Add
to add the address to the list of people to be notified. You can add as many addresses as required.
- Select
next to an entry in the list to remove that address.
Saving the Form
- Select Save from the top of the page to save your form and jump automatically to the Task screen.
Note: If you navigate away from the page before saving, your settings will be lost. You will not be prompted to save before closing.
The new form will now be accessible to specific roles in a particular area. Until it is published, only the user who has created the form can view or use it.
You can now populate your form with the tasks for your teams to complete.