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Observations

Observations are a flexible way to track issues, hazards, and items that need attention. As a guest you work with observations in two ways: raising them for others to action, and resolving the ones assigned to you.

Raising an Observation

Create an observation when you spot something that needs to be recorded and followed up.

  1. Click New in the Observations register
  2. Choose an observation type
  3. Set a priority: critical, high, medium, or low
  4. Add a description and the location
  5. Set a due date
  6. Complete any custom fields and attach evidence photos
  7. Assign it to an organisation or person
  8. Save the observation

Once assigned, the observation moves from draft to open and receives a reference such as OBS-1 so it can be tracked.

Raising from a Failed Inspection

An observation can also be raised directly from a failed Inspection item. When it is, the observation links back to that inspection, keeping the corrective action connected to where the issue was found.

Resolving an Observation Assigned to You

When an open observation is assigned to your organisation, you are responsible for resolving it.

  1. Open the observation and click Start Work; the status becomes in progress
  2. Carry out the corrective work
  3. Upload resolution photos and add notes describing what you did
  4. Click Mark Resolved; the status becomes resolved

The organisation that raised the observation then verifies your work. Once they are satisfied, the status moves to verified and the observation is closed.

Observation Lifecycle

An observation moves through these stages:

  1. Draft: being created
  2. Open: assigned and ready to action
  3. In progress: work has started
  4. Resolved: work completed, awaiting verification
  5. Verified: confirmed by the raising organisation, and closed

What Guests Cannot Do

Verification always sits with the party that raised the observation. Guests cannot:

  • Verify their own resolved observations
  • Reject observations
  • Manage observation settings
  • Delete records

You also only see observations relevant to your own organisation.

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