How do I record an action?

An action can be recorded against any inspection stored in the system. If this is being raised on an inspection that has already been logged then you would need to navigate to the inspection list tab / click into the inspection reference line that you require and then click into the inspection reference number that you are trying to attach the hazard to.

Once in the inspection, please locate the 'Attach Hazard' button within the grey tool menu which can be found on the right-hand side of the screen.

If the inspection has not yet been logged on the system then navigate to the property list tab followed by the 'Log Event/Inspection' button. Further guidance on logging an inspection can be found under the article 'How do I record a Brand New Inspection'.

If when recording an inspection the ‘Actions Identified’ buttons are selected as ‘yes’, you will be taken automatically to the 'Add Action' popup upon saving you will be taking to the 'Add Action' popup.

To add an action after an inspection has been recorded on the system, navigate to either the inspection list or the inspection detail screen and click ‘upload action’ within the grey tool menu. You will be taken automatically to the 'Add Action' popup.

The hazard text box is an area in which to describe the issue found in as much detail as possible.

The ‘Action Category’ box requires the risk to be classified and grouped, allowing for statistical reporting to be produced elsewhere in the system. These fields are set by the administrator. If the action category selected has sub-categories, a new drop-down menu will appear for you to select from. Action sub-categories are not mandatory and may not be used in all systems. An example of a sub type would be ‘means of escape’ under an action type of ‘fire safety’.

The action priorities are set by the administrator and display the severity of the action and the timescale in which the action identified should be resolved. The action target date will then pre-fill with the timescale selected from the action priority, however if need be, this date can be manually brought forward, but not pushed back.

The ‘Action Required’ field is as this field details the work that is required to resolve the hazard identified.

Additional notes can be added into the box provided and a photograph of the individual action can be uploaded in the same way as a document is to the inspection. 

The person who is responsible for completing the action can be amended by changing the assignees in the ‘Assigned To’ drop down list, the default assignee is the ‘Property Owner’.

Click the 'Log Action' button to log the individual risk action onto the database. Repeat the process for all the actions which have been identified that you need to attach to that particular inspection.