Reporting & Compliance

Tenant and per-template reporting, PDF export, and how approved assessments satisfy compliance scans

Reporting entry points

Risk assessment reporting is available at two levels: tenant-wide summaries and per-template response analytics. Both require tenant admin access to Site Management risk assessments.

Entry point	Route	Best for
Reporting button on templates page	/admin/site-management/risk-assessments/reporting	Organisation-wide KPIs and template comparison
Response charts & export on template card	/admin/site-management/risk-assessments/{templateId}/reporting	Question-level analysis for one template
View submissions	/admin/site-management/risk-assessments/submissions	Filtered list with Review and PDF actions

Tenant-wide reporting

Open Risk assessments → Reporting. Page title: Risk assessment reporting.

KPI tile	What it counts
Total	All submission runs across templates
Draft	In-progress learner drafts
Awaiting review	Submitted, pending approval
Approved	Finalised approved submissions
Rejected	Reviewer-rejected submissions
Finalised	Approved + rejected (submitted at least once)

Additional panels on the tenant reporting page:

Checklist / quiz (approved) — aggregate outcomes for scorable templates
Finalised per month — trend chart of monthly finalisation volume
By template — table with per-template counts and links to filtered submissions

Header actions: Refresh, Submissions, review & PDF, and Awaiting decision (jumps to pending queue).

Tip

Use the By template table to identify templates with high pending or rejection rates — often a sign that approval thresholds or learner instructions need adjustment.

Per-template reporting

From a template card on the list page, click Response charts & export (requires a published version — disabled when Not published).

Understand chart scope

Charts use the latest published form schema. If you published v3, charts reflect v3 question structure even if older version submissions exist.

Review question charts

Question-level charts appear for scorable field types: pie charts for yes/no and multiple choice, likert distributions, and word clouds for free-text fields. Only submitted, approved, and rejected responses are included — drafts are excluded.

Export CSV

Use the CSV response export control to download raw response data for offline analysis or auditor evidence packs.

Submissions list

Open Submissions

Click View submissions from the templates page or tenant reporting page. Filter by status, template, site, date range, and submitter in the Filters card.

Review detail

Click Review for read-only form detail. The review page shows all responses, scores, and evidence attachments.

Export PDF

Click PDF on a row (or Download PDF on the review page) for submitted, approved, or rejected statuses. PDF includes form responses; signatures are embedded where possible.

Default filter

The submissions list may default to showing Approved records. Change the status filter to Submitted or Any when looking for pending or draft items.

PDF export

PDF download is available after submit for statuses: submitted, approved, and rejected. The export includes:

Template name, version, submitter, site, and submission date
All question responses formatted for print
Signature images where captured
Overall score for questionnaires (when applicable)

Learners can download PDFs from their submission list when approved. Admins and approvers can download at any post-submit status for audit evidence.

Expiry and compliance impact

When a template has Expiry / renewal enabled (see Assigning & Scheduling), approved submissions expire after the configured period. Expired assessments:

No longer satisfy linked compliance scan requirements
May reappear as tasks for learners to renew
Remain in historical reporting but show as expired in compliance evaluation

Warning

Pair expiry settings with compliance rules carefully — a worker can show Approved in reporting but fail a scan if their assessment has expired.

Compliance scan linkage

Published templates linked in Site settings as Risk / questionnaire requirements are evaluated during every compliance scan at the selected site.

Rule scope	Approved assessment counts when
All-sites requirement	Worker has approved, non-expired submission for the template (any site)
Per-site requirement	Approved, non-expired submission site matches the scanned site

Statuses that do not satisfy compliance rules:

Status	Scan result impact
Draft	Not evaluated — treated as missing requirement
Submitted (pending)	Not evaluated — treated as missing requirement
Rejected	Not evaluated — treated as missing requirement
Approved but expired	Not evaluated — treated as missing requirement

See Compliance Scanner for GREEN, AMBER, and Entry Denied interpretation, and Global Compliance Rules / Per-Site Compliance Rules for rule configuration.

Evidence for audits

For ISO 45001, HSE, or client audits, combine these exports:

Tenant reporting Finalised per month trend for completion rates
Per-template CSV export for question-level evidence
Individual PDF submissions for signed risk assessments
Compliance scan logs (Scans 24h KPI on Site Management dashboard)