You can assign specific permissions for users based on what they need access to. To edit these permissions for an existing user, navigate to Settings>Organisation Menu>Users and then double-click the user you wish to edit. From here, you can toggle on the below permissions:

Click ‘Save Changes’ when done.

To edit the settings for Incident Tracking, navigate to Settings>Add-Ons>Incident Tracking where you will be able to add and edit Tags, Categories, Severities, and Statuses.

The incident tags enable you to record the type of incident that has occurred. We have four default tags for this:

You can edit any of the default tags by double-clicking on the name to open the tag editor, where you can amend the Name, Description, and Colour:

You can also add your own custom tags if you need to. To do this, on the 'Tags' tab, click '+ Add Tags' in the top right-hand corner. You can then give your custom tag a Name, Description, and choose a colour as below:

The incident categories enable you to categorise an incident. We have 6 default categories shown below:

You can edit any of the default categories by double-clicking on the name to open the category editor, where you can amend the Name, Description, and Colour:

You can also add your own custom categories if you need to. To do this, on the 'Categories' tab, click '+ Add Categories' in the top right-hand corner. You can then give your custom category a Name, Description, and choose a colour as below:

The incident severities enable you to record the severity of an incident. We have 4 default severities shown below:

You can edit any of the default severities by double-clicking on the name to open the severity editor, where you can amend the Name, Description, and Colour:

You can also add your own custom severities if you need to. To do this, on the 'Severities' tab, click '+ Add Severities' in the top right-hand corner. You can then give your custom severity a Name, Description, and choose a colour as below:

The incident statuses enable you to record and track the current status of an incident. We have 5 default statuses shown below:

You can edit any of the default statuses by double-clicking on the name to open the status editor, where you can amend the Name, Description, and Colour:

You can also add your own custom statuses if you need to. To do this, on the 'Statuses' tab, click '+ Add Statuses' in the top right-hand corner. You can then give your custom status a Name, Description, and choose a colour as below:

To add an incident from your dashboard, click the + icon in the top right-hand corner of your dashboard and select 'Incident'

This will generate the 'Add Incident' editor, where you can specify the following details of the incident and also add any relevant documents if required:

Once done, click 'Save' and the incident will be created. You will then be taken to the 'Timeline' tab of the staff member's profile page where the incident will be recorded.

To add an incident from a staff profile page, first navigate to the staff profile you need to add the incident to. Click the 'Timeline' tab and then 'Add Incident' in the top right-hand corner:

Here, you can specify the following details of the incident and also add any relevant documents if required:

Once done, click 'Save' and the incident will be created on the staff member's Timeline tab as per below:

To update an existing incident, navigate to the staff profile page of the incident you wish to edit and click the 'Timeline' tab:

The Timeline will show you a list of any incidents logged to that member of staff. Click 'Update' to make any changes to the incident(s) such as adding additional notes or changing the status:

Once done, click 'Save' and the incident will be updated.

If you need to delete an incident, from the Timeline tab of the staff profile page, click 'Delete' on the incident that you need to remove.

If you would like to use the portal to track any review dates for incidents logged, you would need to build this in to your template and utilise our 'Expiry Date' feature.

In light of the above, if you would like to use the system to track review dates, we recommend keeping the custom section/fields as nondescript as possible.

To start you would need to open the template you wish to add this to.

If you are a single organisation, on your Sign In Central Record Dashboard, click on Settings>Organisation>Templates>Edit.
​

If you are a federation-level user, and you wish to add these sections and fields across all of your organisations, you will need to access the Template Editor via Settings>Federation>Templates>Edit.

At the bottom of the Section List (you may need to scroll down), there is a Button with a Plus symbol. Click this to create your new Section. Double-click on the "New Section" and you will be presented with the Section Editor.

Here you can change the following properties:

Name. This is what will appear when editing the Profile page or when printing Reports.

Icon. This is used when editing the Profile page.

Colour. This is used as the header when printing reports.

Visibility. Here you can choose which Profile Types this section will appear for.

Now you can add in your Custom Fields. Please see our Field Guide to understand the various fields available and how to edit them.

Please see an example below of our recommended fields for this, utilising the expiry date feature and visibility logic:

Don't forget to click 'Publish Changes' to make your Template changes live across the system.

You can then track your review dates either via the Dashboard or Insights and Reporting.

You can locate your default Incident Tracking report by navigating to Insights>Incidents. Click 'View' to open the report, or 'Export' to export the report to Excel.

The report will be a live, up-to-date log of all incidents that have been recorded and their current status:

You can also track incidents from your dashboard. To do this, click '+Add Widget' in the top right-hand corner of your dashboard and select 'Incidents List' from the Widget options:

By default, the widget will show a list of all incidents and their current status, where you can click directly into the incident timeline on the staff profile page:

You can also customise the widget by clicking on the cogwheel icon in the top right-hand corner of the widget, to open the widget settings. Here, you can edit the following:

Widget Title, Date of Incident, and Tag(s):

Who the incident has been assigned to, as well as Status, Severity, and Category:

You can also edit what information from the incident you'd like visible on the widget:

For example, if I wanted a widget to show all incidents currently assigned to me, I would rename the widget and select my name from the 'Assigned To' drop-down list, before clicking 'Save':

As another example, I could add a second widget to show any incidents with a 'Safety Hazard' tag that also had a 'New' status: