CalmCompliance
Personnel

Create and manage custom compliance requirements

Create custom compliance requirements from Contacts > Requirements that define which companies or personnel must hold which evidence, then publish, activate, and maintain them through an explicit lifecycle.

Before you start

You need the Manager or Admin role for the Personnel module to create, edit, publish, activate, archive, and reactivate custom requirements. Anyone with a Personnel role can view compliance results. If you cannot create a requirement, ask your site administrator to update your role in Settings > User Management. For a full role breakdown, see Personnel roles and access.

Custom requirements are defined per site and do not inherit between sites. Eligible records and evidence keep their existing inheritance behaviour.

Open the Requirements workspace

Go to Contacts > Requirements and click Create Requirement to open the four-step authoring wizard: Details, Population, Evidence, and Review.

Step 1: Details

Enter the requirement Name (up to 120 characters) and Description (up to 1,000 characters). Both fields must contain text before you can continue. Using a name that another requirement already has shows a warning, but you can still use it.

Step 2: Population

Choose who the requirement applies to under Who does this apply to? — Company or Personnel — then set the conditions under Applies when. Conditions are optional; with no conditions, all otherwise-visible entities of that kind are in scope.

Different condition cards are combined with AND logic, and multiple values within one condition use OR logic. For example, a company must satisfy both the selected status and the selected company type.

  • Company — Status is (Pending, Active, Suspended) and Company type is (Contractor, Client, Supplier).

  • Personnel — Has system skill, choosing from the system skill catalogue.

Step 3: Evidence

Define up to five alternative evidence routes. A record passes when any one route is satisfied.

For a Company target, each route is an Insurance or Accreditation route. For Personnel, only accreditation routes are available. Every route has one of two validity choices:

  • Must be present and current — the evidence must be present and in date.

  • Must be present — ignore expiry and supersession — the evidence only needs to be present.

Use Add alternative route to add routes (up to five), Remove to delete one (available when more than one exists), and Move up or Move down to reorder them. Then click Save and review.

Step 4: Review the impact

Review shows the requirement, population, accepted evidence, and Current impact counts for Passing, Missing, Expired, and Superseded records before you publish. When you edit an already-published requirement, it also shows Changes from current revision with old and new values, and an After Publishing preview.

If the impact is still calculating, publishing is disabled until it finishes. If the impact could not be calculated, retry before publishing.

Work with drafts

Clicking Save and review saves your work as a draft, so you can close the wizard and resume it later from the requirement. Back keeps the values you have entered. Cancel discards an unfinished first setup or unpublished revision changes.

Publish a new requirement

Click Start adopting to publish a new requirement. The confirmation shows Requirement is now being adopted, and the requirement enters the Adopting stage.

Adopting a requirement does not enforce it. A requirement becomes operational only after you activate it from its detail page.

Activate a requirement

  1. Open the requirement from Contacts > Requirements.

  2. Click Activate Requirement on the detail page.

  3. Confirm with Activate.

Activation changes the requirement from adopting to active and starts operational compliance monitoring.

Edit and publish changes

Open a requirement and click Edit to change its details, population, or evidence through the same wizard. The publish button changes depending on the stage:

  • Update adoption — save changes to a requirement that is still adopting.

  • Publish changes — publish changes to an active requirement.

Each published revision is immutable. If you make no changes, publishing completes without creating a new revision.

Archive and reactivate a requirement

From the detail page you can archive an active or adopting requirement, and reactivate an archived one.

  1. Click Archive on the detail page and confirm. Archived requirements are shown as not in use and do not contribute to active compliance. Archiving does not delete the requirement's revisions or audit history.

  2. To bring it back, open the archived requirement and click Reactivate, then confirm. Reactivation restores the latest published revision under the same requirement.

Next steps

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