Overview
The Risk Assessment module enables organisations to create, complete, and manage risk assessments. It comes with three ready-to-use templates — COSHH, Falls, and Working at Height — which can be customised to suit your organisation, alongside the ability to build your own from scratch using a flexible form designer. A central dashboard gives managers visibility of assessment activity, risk levels, pending reviews, and outstanding actions across their organisation, with role-based permissions ensuring the right people can create, complete, and sign off assessments.
Please speak to your Account Manager to find out how to access these module.
Admin Configuration
Roles & Permissions
Access to Risk Assessment is controlled through Role Management and can be configured per role under the System Admin or End User tabs.
To set permissions, go to Admin in the main menu, then Security > Role Management
Three permission levels are available under the System Admin tab for each role:
ViewRiskAssessmentType – allows the user to view existing assessment form types in the admin area but not create or edit them
ViewCreateRiskAssessmentType – allows the user to view and create new assessment form types but not edit existing ones
ViewCreateEditRiskAssessmentType – allows the user to view, create, and edit assessment form types, including building and modifying templates in the form designer
The End User tab has three permission levels for each role:
CreateAssessments – allows the user to create new assessments
EditAssessments – allows the user to edit existing assessments
CompleteAssessments – allows the user to mark an assessment as completed once the form has been filled in
ReviewAssessments – allows the user to mark a completed assessment as reviewed, locking it from further editing
Administrator – If this permission is ticked, it automatically selects all the permissions above it and gives access to all Risk Management permissions (Risk Register and Risk Assessment).
Permissions can be combined to reflect different roles within your organisation. For example, a care worker may only need ViewRisks and CompleteAssessments, while a senior manager or compliance lead might typically hold ReviewAssessments and administrator-level access.
Managing Assessment Form Types
Assessment form types define the templates used when completing a risk assessment. These are managed in Admin > Risk Management > Risk Assessment Types.
Three default templates are provided out of the box:
COSHH – Control of Substances Hazardous to Health, covering substance and product information, hazard identification, exposure controls, and PPE requirements
Falls Risk Assessment – a comprehensive falls risk assessment covering patient and resident-specific factors, environmental risks, and prevention measures
Working at Height Risk Assessment – covering the planning and management of work at height activities, equipment checks, and emergency procedures
We strongly recommend reviewing and tailoring these templates to your organisation's needs and sector best practices before rolling out to staff. These defaults are a starting point, not a finished product.
The Visible toggle on each template controls whether it appears as an option when staff create a new assessment. Toggling a template to hidden is useful if you want to retire a form without archiving it entirely, or if you are in the process of reviewing it.
Each assessment type in the list has an actions menu (the three-dot icon) with the following options:
View – opens the template in read-only mode, allowing you to review the form structure, questions, and configuration without making any changes
Edit – opens the full template editor where you can update the template name, description and more. A template that is in Finalized can be edited as long as no Risk Assessments have been created from it. Once a Risk Assessment has been created using the form, the Assessment type can no longer be changed, only the name and description of the template can be edited. If no Risk Assessment has been created using a Risk Assessment form, then the Assessment type can still be changed (for example, from COSHH to Falls/Other/Walking).
Duplicate – creates a copy of the template as a new Draft, including all of its questions and configuration. This is useful when you want to build a variation of an existing form without starting from scratch, or when you want to create a new version of a Finalized template that can be edited freely
Adding a New Assessment Type
Select Add Assessment Type in the top right of the Risk Assessment Form Types page to build a new template from scratch. You will need to provide:
Template Name – a clear name that will be visible to staff when creating assessments
Assessment Type – assign the template to COSHH, Falls, Working at Height, or Other. Choosing one of the three named types means completed assessments using this template will contribute to the relevant dashboard tile counts
The form builder then allows you to design the questions using the full range of available question types
Each form is built using a flexible drag-and-drop form designer that supports a wide range of question types including dropdowns, multi-select dropdowns, sliders, rating scales, checkboxes, yes/no toggles, file uploads, image pickers, and ranking questions.
For each question you can control whether it is mandatory or optional, visible or hidden to the person completing the assessment, and you can set conditional logic so that certain questions only appear based on answers given earlier in the form. This allows you to build smart, dynamic assessments that only surface relevant questions.
Templates move through the following statuses:
Draft – the template is being built and is not yet available for use
Finalized – the template is complete and locked for use. Once Finalized, only the template name and description can be updated if an Assessment has been submitted. This protects the integrity of assessments already completed using that template
Archived – the template is no longer in active use and is hidden from the default list; use the Show archived types toggle to view these
Advanced: JSON Editor
The Assessment builder includes a JSON editor for users who prefer to define their Assessment type structure directly in code rather than using the drag-and-drop designer.
To access it, select the JSON Editor { } tab in the toolbar at the bottom of the Assessment builder. You can paste a valid JSON configuration here to instantly populate your Assessment with questions, logic, and settings — if you are unsure, you can skip this and build your form using the designer as normal.
When you might use this:
If you're building complex conditional logic, migrating an existing Assessment type structure, or want to replicate a template quickly across multiple assessments types, the JSON editor is the fastest route. Any changes made in the JSON editor are immediately reflected in the visual designer, and vice versa.
Things to note:
The JSON must conform to the SurveyJS schema. Invalid JSON will prevent the Assessment type from saving correctly. Question names defined in your JSON are used in reporting, so ensure they are unique and descriptive before finalising. If you're new to SurveyJS, the SurveyJS documentation is a useful reference for understanding the supported schema.
Getting Started
Risk Assessment Dashboard
The module assessment dashboard is accessible from the left-hand navigation under Risk Management > Risk Assessment.
The dashboard provides an at-a-glance view of risk assessment activity across your organisation. Use the tabs at the top to switch between Home, Region, and Company level views, with a location selector to drill into specific sites.
Four summary tiles sit at the top of the dashboard:
Total Assessments – the total number of assessments recorded across the selected location, regardless of type or status
High Risk – assessments rated as High or Greater; click the tile to filter the list below to these assessments only
Pending Reviews – completed assessments that have not yet been marked as reviewed; click to filter. This helps managers stay on top of assessments that need sign-off
Pending Actions – the total number of outstanding actions raised against assessments across the selected location; note that a single assessment can have multiple actions, so this number may exceed the total assessment count
Below the summary tiles, three category tiles break down counts by assessment type:
COSHH Assessments – covering chemical handling procedures, personal protective equipment, and storage and disposal protocols
Falls Assessments – covering individual risk factors, environmental hazards, and prevention strategies
Working at Height – covering equipment safety checks, fall protection systems, and emergency procedures
Assessments created as the Other type will appear in the total count and in the full dashboard list below, but will not contribute to the three named category tiles.
The Risk Assessment Dashboard list at the bottom of the page shows all created assessments.
Creating an Assessment
New assessments are created using the + New Assessment button on the dashboard. A three-step wizard guides users through the process:
Step 1 – Location Select the location where the assessment will be conducted. The location details including address and contact information are displayed for confirmation before proceeding.
Step 2 – Assessment Details Provide the following:
Assessment Title – a clear, descriptive name for the assessment
Assessment Type – the form template to use, drawn from the active, visible templates configured in admin
Description – additional context about the purpose or scope of the assessment
Risk Level – an initial risk level can be set at creation (e.g. Low, Medium, High, Very High)
Assessor Name and Email – the person responsible for completing the assessment
Step 3 – Review & Create A summary of all entered details is shown before final submission, covering assessment information and location and assessor details. A Next Steps note reminds users that after creating the assessment they will be taken to the form to complete the specific assessment questions, set review dates, assign actions, and save or submit.
Finding a Risk Assessment
The dashboard list shows all assessments with the following columns: Assessment (title and assigned team), Type (the form template used), Location, Risk Level, Status, Last Updated, and Actions.
Risk levels are colour-coded for quick identification:
Very High Risk – red
High Risk – orange
Medium Risk – yellow
Low Risk – green
Statuses are similarly colour-coded:
Completed – blue
Reviewed – green
The list can be filtered using the All Statuses, All Types, and All Risk Levels dropdowns, and searched by assessment name. A count at the bottom of the list confirms how many assessments are being displayed.
Each row has three action icons:
View (eye icon) – opens the assessment in read-only mode. This is the only option available for assessments that have been marked as Reviewed, as reviewed assessments are locked and cannot be edited
Edit (pencil icon) – opens the assessment for editing, allowing you to complete or update the form, add actions, and manage the assessment. This option is not available once an assessment has been marked as Reviewed
Download (download icon) – exports the assessment directly from the list without needing to open it
Viewing & Completing an Assessment
Once created, the assessment detail page is the central place for completing and managing the assessment. Key information is displayed at the top of the page including the assessment title, status badge, risk level, assessment type, location, assigned team, and the date it was last updated.
Three information cards provide a quick status overview:
Location Details – the name, address, manager, and contact email for the assessment location
Assessment Status – the current workflow status (e.g. Completed, Reviewed), the risk level, the date it was completed, and if reviewed, the date it was reviewed
Actions Required – a count of outstanding actions linked to this assessment
The page is organised into three tabs:
Assessment tab This is where the form is completed. The form questions built into the template are displayed below and can be filled in directly on this page.
Assessments can be completed in Edit Mode and viewed in a cleaner View Mode using the toggle in the top right. The assessment can also be exported at any time from this page.
Actions tab Actions can be raised directly against an assessment to track any follow-up work required. Each action has a title, description, owner, due date, and priority level (e.g. High, Medium, Low), and a status such as In Progress or Completed.
Use + Add Action to create a new one, and Edit to update an existing action. The Actions Required count in the summary card reflects the number of open actions on this tab.
History tab An audit log of specific changes made to the assessment, showing who created the assessment and who update the status, and what the status was changed to. This provides a clear record of how the assessment has evolved over time and supports accountability and compliance requirements.
Completing and Reviewing an Assessment
When an assessment is created it will be in Draft status by default, allowing the assigned assessor to fill in the form. Once complete, selecting Mark Complete transitions the assessment to Completed status.
Completed assessments remain editable, so the assessor or another user with the appropriate permissions can continue to update the form or add additional details after submission.
Marking an assessment as complete also enables the Mark Reviewed option, allowing a reviewer with the appropriate permissions to formally sign off the assessment.
Once marked as reviewed the assessment is locked and can no longer be edited, providing a clear and tamper-proof record of the final approved assessment.
When Mark Reviewed is selected the status of the Assessment updates to Reviewed and a reviewed date is recorded on the assessment.
Reviewed assessments are locked and cannot be edited, ensuring the integrity of the final approved record. A banner is displayed on the assessment confirming it has been reviewed. The assessment can still be viewed and exported after review.
