CalmCompliance
Risks

Add people and groups to a risk assessment

Use the People & Groups section on a risk assessment to record who is accountable for, exposed to, or involved in the assessment overall, or in an individual hazard. You can assign named people, contacts, companies, or site groups, choose a role, and add optional notes.

Before you start

You need at least the Member role for the Risks module to add or remove participants. Published and historical versions are read-only, so you can only edit participants on a draft or active assessment. If you cannot see the options, ask your site administrator to update your role in Settings > User Management > Edit Access. For a full role breakdown, see Risks roles and access.

The People & Groups section is an addable section on the assessment page. If it is not already present, click Add Section and choose People & Groups. Once added, it shows a rollup of assessment-wide entries and hazard-level entries, with a summary count of people, groups, and risk items. You can edit the section title and description, move it up or down, or delete it like any other section.

There are two scopes:

  • Assessment-wide — participants who are accountable for or involved in the whole assessment, such as a risk owner or supervisor.

  • Hazard-level — participants linked to a specific risk item, such as a person at risk for that hazard or a contractor responsible for a control.

  1. Open the risk assessment. If it does not have a People & Groups section, click Add Section and choose People & Groups.

  2. Click Add Participant in the page header. The page scrolls to the People & Groups section and opens the add form.

  3. Choose the participant type:

    • User — a person in the directory

    • Company — an organisation

    • Contact at Company — a contact linked to a company

    • Personnel Record — a personnel record at this site

    • Group — a site group for categorical exposure (for example, Pupils or Visitors)

  4. Select the person or group.

  5. Choose a role:

    • Risk Owner

    • Person at Risk

    • Control Owner

    • Supervisor or Manager

    • Contractor

    • Other

  6. Add any optional notes in the Notes field.

  7. Click Add Participant to save.

Add a hazard-level participant

  1. Open the risk assessment and click the hazard you want to update.

  2. On the risk item detail page, find the People & Groups section.

  3. Click to add a participant and choose the type, person or group, role, and optional notes.

  4. Click Add Participant to save.

Remove a participant

  1. In the People & Groups section, find the participant you want to remove.

  2. Click the remove action and confirm in the Remove Participant dialog.

Removing an assessment-wide participant removes them from the overall assessment. Removing a hazard-level participant removes them only from that hazard.

What happens when you copy or export an assessment

Participant entries are copied automatically when you:

  • Create an assessment from a template

  • Duplicate an assessment

  • Start a draft from an existing assessment

Hazard-level participants are remapped to the matching cloned hazard items. If a hazard is not copied, its participants are not copied either.

When you export or print an assessment, the output includes participant data:

  • PDF and print output include a People & Groups table with columns for Name, Type, Role, Scope, and Notes.

  • The Excel export includes a separate People & Groups sheet with the same columns, and an optional People & Groups column on the Risk Items sheet when any item has participants.

Audit trail

Participant additions and removals are recorded in the assessment audit log as Risk Assessment Participant Added and Risk Assessment Participant Removed events.

What’s next

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