Safety Observation Workflow

Do I need to set up accounts for staff to report safety observations?

No—staff submit observations through a public request form, and they don't need a login or account to do it. The workflow captures observer name, email, location, and details from the form, then creates a tracked record automatically.

Can my team customise what happens when an observation is marked At risk?

Yes, you can edit the workflow steps in the workflow editor or describe the change you want in plain English. For example, you could adjust who gets assigned the severity assessment task or what fields the safety lead records, and earlier versions of the workflow are kept if you want to compare changes.

Who actually handles an At Risk observation once it's submitted?

Three roles are involved in sequence: the safety lead assesses severity and assigns an action owner and corrective action, the action owner carries out and records the fix, and the safety reviewer confirms whether the corrective action was adequate. Each task is assigned to a workspace member and the workflow waits for it to be completed before moving on.

What happens if the safety reviewer decides the corrective action wasn't good enough?

The workflow routes the record back to the action owner for rework rather than closing it. This repeats until the reviewer confirms the corrective action is adequate, at which point the observation is set to Closed.

Is this suitable for tracking both safe and at-risk behaviour observations?

Yes, the workflow routes based on the Behaviour field submitted on the form. Safe observations are closed quickly with a thank-you email to the observer, while At risk observations go through the full severity assessment, corrective action, and review process.

Does the observer get told what happens to their report?

Yes, the observer receives an acknowledgement email with their reference number as soon as they submit the form. Depending on the outcome, they later receive either a thank-you for a Safe observation or a closure notice once an At-risk observation has been actioned.

What information is kept on the record as it moves through the process?

Fields the workflow waits on—like Severity, Action Owner, Corrective Action Required, Action Taken, Review Outcome, and Review Notes—are saved to the record itself. Each record also has a status and a timeline showing what happened and when, which your team can review at any point.

Can we see how many safety observations are open or closed at any time?

Yes, table views and dashboards show records grouped by status, so you can see at a glance which observations are Submitted, Action Assigned, or Closed. This gives a quick overview without needing to dig through individual records.

How quickly can we start using this workflow?

Since it's a ready-to-use template, your workspace can publish it and start capturing real safety observations within minutes—there's no installation or development project involved. You can then adjust steps like task assignments or email wording as you learn what works for your team.