This chapter documents three related areas used heavily by managers (and supervisors for the staff record): the risk register, the incidents register and workspace, and the staff record hub for an individual colleague. It expands on the high-level notes in chapter 13.
Access summary (application roles)
| Feature | Roles |
|---|---|
| Risk register and risk workspace | Manager, Admin |
| Incidents list, new incident, incident details | Manager, Admin |
| Incident categories | Manager, Admin |
| Staff record hub | Manager, Supervisor, Admin, Administrator |
Staff who are not in these roles do not use these pages for their own “personal” data — they manage themselves under Profile (chapters 4–5). The staff record here is the manager/supervisor view of another person’s record.
Menu path: Management → Governance → Cases & reviews → Risks
Route: /risks
Back link: The page header offers Back to /incidents, so risks and incidents are designed to be used together.
The risk register lists organisation risks (safety, operational, financial, reputational — depending on how your governance team uses the tool). You can search, filter, create risks, export a PDF snapshot, and open a risk’s full workspace.
| Control | What it does |
|---|---|
| New risk | Starts creating a risk (workflow continues in the detail workspace). |
| Export PDF | Generates a PDF of the register (export may take a few seconds; wait for completion). |
| Search | Filters by code, title, status text, and related fields. |
| Status | Dropdown — All or a specific risk status from your configured list. |
| Category | Dropdown — All or a risk category maintained for your locale. |
| My risks | Toggle — when on, narrows the list to risks where you are the owner (or equivalent ownership field). |
| Visible: n | Badge showing how many rows pass the current filters. |
Typical columns (wording on screen may vary slightly):
| Column | Meaning |
|---|---|
| Code | Short risk identifier. |
| Narrative | Title / headline of the risk. |
| Status | Lifecycle state (open, closed, etc. — your taxonomy). |
| Category | Risk category name. |
| Inherent | Score from likelihood × impact before controls. |
| Post mitigation | Residual score after controls (likelihood × impact). |
| Target | Target score after planned further work. |
| Review | Next review date (when the risk should be formally revisited). |
| Incidents | Count of linked incidents in the last 12 months (tooltip: “Incidents in last 12 months”). |
| Audits | Count of audit touchpoints in the last 12 months. |
| Actions | View opens the risk workspace. |
Route pattern: /risk/{RouteId} (the RouteId is the risk’s route key used by the app, not necessarily the display code — use View from the grid).
The workspace subtitle states intent: details, controls, assessments, linked incidents, and audit context. Typical expectations:
Menu path: Management → Governance → Cases & reviews → Incidents
Route: /incidents
The incidents page is the register of reported incidents and non-conformances for investigation and governance. From here you filter the list, open a full investigation workspace, create a new incident, jump to categories, go to the risk register, or refresh data.
| Action | Route / effect |
|---|---|
| New incident | /incident/new |
| Risk register | /risks |
| Categories | /incidents/categories |
| Refresh | Reloads the register from the server |
| Control | What it does |
|---|---|
| Search | Text search across ID, people names, summary, status, level, etc. |
| Level | Filter by incident level (severity band — values come from your data). |
| Category | Filter by category name. |
| Status | All or individual status buttons (colours help distinguish Open, Closed, Resolved, Pending, and others present in your data). |
If no rows match, use Clear filters when shown.
From the grid, open a row to load the incident workspace.
Route pattern: /incident/{IssueId} where {IssueId} is a GUID for that issue record.
Page subtitle: governance, evidence, actions, and lifecycle controls. Work here according to your serious incident and complaints procedures — this manual does not replace statutory or regulator reporting outside the portal.
Route: /incident/new
Purpose: Report a new incident or non-conformance for investigation and follow-up.
Actions: Link to Categories (/incidents/categories) for administrators maintaining taxonomy.
Complete mandatory fields honestly and proportionately; avoid patient-identifiable detail in free text unless the form is approved for that purpose under your privacy policy.
Menu path: Management → Governance → Cases & reviews → Incident categories
Route: /incidents/categories
Use this page to maintain the category list used when classifying incidents. Changes affect reporting consistency — coordinate with governance before renaming or removing categories.
Menu path: Open from Management → Workforce → Team & hiring → Personnel directory (/manager/personnel), then select a member of staff.
Route pattern: /manager/personnel/record/{StaffNetId}
{StaffNetId} is a GUID identifying the staff member’s portal / personnel identity.
Roles: Manager, Supervisor, Admin, Administrator.
The staff record is a single hub for viewing and (where permitted) updating employment, clinical, operational, vetting, and HR information for one colleague. It is not your own “my profile” page — for that, use Profile in the sidebar (chapters 4–5).
If you see “Staff record unavailable”, either the GUID is wrong or you do not have access to that person (locale, team, or permission rules).
After load, a summary card typically shows:
Quick links (examples from the UI):
/manager/personnel/manager/personnel/{StaffNetId}/performance-reviews/schedule/manager/clinical-document-validation (organisation-wide queue, not pre-filtered to this person in all deployments)Scrolls the hub to named areas such as Personnel documents, Occupational health, Lifecycle, Right to work, Attendance, HR cases, and operational sub-areas — use this on long pages instead of scrolling manually.
The hub uses sections and tabs. Secondary navigation includes items such as:
| Tab / area (label on screen) | Typical content |
|---|---|
| Staff record (overview) | Core overview and insights cards as loaded. |
| Notes | Staff / manager notes subject to permission. |
| Employment overview | Legal / contract framing where exposed. |
| Work pattern | Working pattern configuration (when tab is enabled). |
| Lifecycle | Employment lifecycle milestones and edits. |
| Right to work | RTW checks and evidence. |
| Attendance | Attendance events and corrections. |
| HR cases | HR case records (sensitive — least privilege). |
| Clinical workspace | Clinical documents, missing requirements, uploads for this person. |
| Occupational health | OH visits and restrictions. |
| Vetting / DBS | DBS and vetting workflow, manual history where allowed. |
| Operational workspace | Sub-tabs often include Employment periods, Documents, Penalties, Shifts, Vaccinations, Performance. |
| Finance | Finance-related fields where exposed. |
| Uniform | Uniform / kit records. |
| Reports | Staff-facing report shortcuts and insights. |
Operational workspace nested tabs (examples): Employment, Documents, Penalties, Shifts, Vaccinations, Performance.
Managers use this area to see required clinical items and, where the service allows, upload on behalf of the staff member for a missing requirement — use only when policy permits (some organisations require the individual to upload personally).