Approvals & Submissions
Configure approval workflows, review submissions, and understand the learner submit journey
Submission lifecycle
Every learner run moves through a defined status flow. Only Approved submissions count toward compliance scan rules and reporting finalisation metrics.
| Status | UI label | Meaning |
|---|---|---|
| Draft | Draft | Learner is filling the form; not yet submitted |
| Submitted | Awaiting approval | Submitted and pending reviewer action (when approval required) |
| Approved | Approved | Finalised — satisfies compliance rules and appears in approved reporting |
| Rejected | Rejected | Reviewer declined; learner must revise and resubmit |
Approval modes
Configure approval in the template Edit template modal under After submission (see Assigning & Scheduling):
| Configuration | On submit |
|---|---|
| Approval off (Complete immediately) | Status immediately becomes Approved |
| Approval on — all submissions | Every submission enters Submitted (awaiting approval) |
| Approval on — questionnaire threshold | Scores below the configured % (e.g. 70%) enter queue; at or above auto-approve |
| Unscored questionnaire with threshold mode | Submissions queue conservatively (await review) |
Tip
Who can approve
| Approver type | Access |
|---|---|
| Named users | Users listed in template Approvers configuration |
| Dynamic groups | Any member of configured approver groups at review time |
| Submitter's line manager | The learner's assigned line manager in User Management |
| Tenant admins | Can review all submissions regardless of approver list |
Line manager approvers
If a submitter has no line manager assigned, line-manager-based approval falls through — ensure managers are set in User Management profiles for teams that use this workflow.
Where approvers work
Team Management → Reviews
Managers open the Reviews modal from Team Management. Switch to the Risk assessments tab to see a team-scoped approval queue — submissions from direct reports and configured approver groups.
Admin submissions list
From the templates page, click View submissions or go to /admin/site-management/risk-assessments/submissions. The page title is Risk assessment submissions.
Filter the queue
Use the Filters card to narrow by status (Any, Draft, Submitted, Approved, Rejected), template, site, date range, and submitter. Default view often shows Approved — switch to Submitted to see the pending queue.
Admin review page
Click Review to open the read-only detail at /admin/site-management/risk-assessments/assessments/{id}. Shows full form responses, checklist/quiz outcome, and Download PDF (available after submit).
Approve and reject
Review responses
Read through submitted answers, scores, photo evidence, and signatures. For questionnaires, note the overall score and any threshold configuration.
Approve
Click Approve. Status becomes Approved — the submission now counts toward compliance rules (if linked) and approved reporting metrics.
Reject
Click Reject and enter a reason. Status becomes Rejected; the learner sees the reason and must revise and resubmit. Rejected submissions do not satisfy compliance rules.
Decisions are recorded in the approval audit trail (actor, decision, reason, timestamp) for ISO and HSE evidence purposes.
Warning
Learner journey
Start from Available templates
Learner opens Risk Assessments in the nav (/risk-assessments) unless hidden via Site settings learner navigation. They pick a template, enter an optional title, and select a site (important for per-site compliance rules).
Save or submit
Fill the form section by section. Click Save draft to continue later, or Submit when complete.
After submit
A confirmation modal explains whether the assessment was auto-approved or is pending review. Rejected assessments show the reviewer's reason on the learner's submission list for resubmission.
Download PDF
After submit, learners can download a PDF when the assessment is approved (or in submitted/rejected states depending on template settings). Admins can download PDF from the submissions list at any post-submit status.
Contractor submissions
Contractors who register via an onboarding package may receive auto-created draft assessments. They complete and submit like any learner. Approvals for contractor submissions appear in the same admin submissions list and in Contractor management's Approvals button for external certificates and risk items.
See Contractor Management for package configuration.
Related guides
- Reporting & Compliance — track finalisation rates and compliance linkage
- Compliance Scanner — how approved assessments affect scan results