Assigning & Scheduling
Assign templates to dynamic groups, set deadlines and expiry, and link templates to compliance rules
Overview
After creating and publishing a template (see Creating Templates), configure how learners access it, when it is due, when it expires, and whether it gates site entry via compliance rules.
All configuration happens from the templates list at /admin/site-management/risk-assessments. Each template card shows assignment status: All learners or {n} group(s).
Configure template
Click the Configure template icon (gear) on a template card to open the Edit template modal. It is organised into sections:
Basic Information
| Field | Purpose |
|---|---|
| Name / description | Shown to admins and learners on the template list |
| Type | Risk assessment or Self-assessment / questionnaire (set at creation) |
| Default site | Pre-fills site on new submissions; used for contractor auto-created drafts |
After submission
| Setting | Options |
|---|---|
| Complete immediately | Submissions auto-approve on submit (approval off) |
| Require approval | Submissions enter Submitted status awaiting reviewer action |
| Questionnaire threshold | For questionnaires only: All submissions vs Scores below a threshold only |
| Review when score below | Percentage threshold (e.g. 70%) — scores at or above auto-approve |
Completion deadline
| Mode | Behaviour |
|---|---|
| Off | No enforced deadline — template appears without a due date pressure |
| Fixed date | All assigned learners share the same calendar deadline |
| N days from assignment | Default 30 days — deadline calculated per learner from assignment date |
Expiry / renewal
| Mode | Behaviour |
|---|---|
| Off | Approved submissions do not expire |
| N days after completion | Default 365 days — learner must renew after expiry |
| Fixed end date | All submissions expire on a specific calendar date |
Tip
Approvers
Click Approvers to add named users, dynamic groups, and optionally the submitter's line manager. See Approvals & Submissions for the review workflow.
Assign to dynamic groups
Open group assignment
Click the Assign to groups icon (user-check) on the template card, or use the link from the Configure modal under Form & assignments.
Select groups
Choose one or more dynamic groups in the assignment modal. This uses the same pattern as course group assignment (type="riskTemplate").
Confirm visibility
After saving, the template card shows {n} group(s). Only members of those groups see the template under Available templates.
Tip
/risk-assessments. Restrict groups for site-specific or role-specific assessments.See Creating Dynamic Groups to set up groups first.
Link to compliance rules
Published templates can be added as Risk / questionnaire requirements in Site settings. This makes an approved submission a condition for GREEN compliance scan results.
Open Site settings
Site Management → Site settings → All-sites requirements or Per-site requirements.
Add the template
Select Risk / questionnaire as Type, pick the published template, and click Add all-sites requirement or Add requirement.
| Rule scope | Approved assessment counts when |
|---|---|
| All-sites requirement | Worker has approved submission for the template (any site) |
| Per-site requirement | Approved submission site matches the scanned site |
Warning
Detailed rule configuration: Global Compliance Rules and Per-Site Compliance Rules.
Contractor packages
Published templates can be included in contractor onboarding packages. When a contractor registers via a public enrolment link, the system creates draft assessments automatically for each linked template.
Default site for contractors
Set Default site in Configure so auto-created contractor drafts pre-fill the correct site — important when per-site compliance rules check submission site against scan site.
See Contractor Management for package setup.
Configuration checklist
- Publish at least one version of the template
- Set default site if used for per-site compliance or contractors
- Configure approval mode and approvers
- Set completion deadline and expiry if renewals are required
- Assign to dynamic groups (or leave open to all learners)
- Add to compliance rules if the assessment gates site entry