Overview
Once you've created review policies and assigned them to content, you'll need to manage the ongoing review cycle—completing scheduled reviews, handling ad-hoc reviews, and tracking review status. This guide covers the day-to-day management of content reviews.
Scheduled Reviews
Scheduled reviews happen automatically based on your review policies. CalmCompliance handles the scheduling and reminders, so you can focus on actually reviewing the content.
Receiving Review Notifications
When a review is due, you'll receive notifications through:
Email notification:
Subject line indicating what needs review
Link directly to the content
Information about the review policy and due date
Inbox notification (in CalmCompliance):
Appears in your notifications or tasks
Click through to access the content
Stays visible until you complete the review
Example notification:
Review Due: Fire Safety Policy
A review is due for Fire Safety Policy. Please complete your review.
Review policy: Annual Policy Review Due date: 2025-02-15 Site: Head Office
The notification includes everything you need to know and a direct link to review the content.
Completing a Scheduled Review
When you receive a review notification:
1. Access the Content
Click the link in your notification or email to open the content (document, risk assessment, etc.).
2. Review the Content
Read through the content carefully and verify:
Accuracy:
Is the information still correct?
Have processes or procedures changed?
Are there any errors or outdated statements?
Relevance:
Does the content still apply?
Are there new risks or requirements not covered?
Should anything be added or removed?
Compliance:
Does it meet current regulatory requirements?
Are any regulations or standards referenced outdated?
Are all required elements present?
Practical application:
Does this match how work is actually done?
Are there gaps between documented and actual practice?
Tip: Keep a review checklist for consistency. What you check depends on the type of content (policies, risk assessments, procedures, etc.).
3. Take Action Based on Findings
If the content is still accurate:
Mark the review as complete
Add optional comments noting what you checked
The review is recorded and the next review due date is automatically calculated
If the content needs updates:
Make the necessary edits to the content
If the content requires approval (has an approval policy), you may need to resubmit for approval
Once edits are approved and published, mark the review complete
If major changes are needed:
Note the issues in review comments
Mark the review as complete (you've reviewed it)
Create a task or notify the content owner to make substantial revisions
Consider whether an approval workflow is needed for the changes
4. Mark the Review Complete
Once you've verified the content (and made any necessary edits):
Find the Complete Review button or similar action
Add optional comments about what you checked or any concerns
Click Complete or Submit
What happens next:
The review is recorded with your name and timestamp
The next review due date is automatically calculated (current date + policy interval)
Other assigned reviewers are notified that the review was completed
The content's review status updates to show it's current
Example comments:
"Verified against current HSE guidance. No changes needed."
"Updated contact phone numbers in section 3. Otherwise accurate."
"Content still accurate. Consider adding COVID protocols in next revision."
Ad-Hoc Reviews
Ad-hoc reviews are one-time reviews outside the regular schedule. They're triggered manually when you need to review content for a specific reason.
When to Use Ad-Hoc Reviews
Common scenarios:
After an incident:
Review related risk assessments after an accident
Update procedures following a near-miss
Check safety documentation after regulatory violations
Regulation changes:
Review all affected content when regulations update
Verify compliance with new requirements
Update references to changed standards
Process changes:
Review procedures when processes are modified
Update risk assessments when equipment changes
Check documentation when responsibilities shift
Audit findings:
Review content flagged in audits
Verify corrections are documented
Update based on audit recommendations
New information:
Review when you learn about new risks
Update when best practices evolve
Check when industry guidance changes
Tip: Ad-hoc reviews let you respond to events immediately without waiting for the scheduled review date.
Creating an Ad-Hoc Review
Steps (process may vary by content type):
Navigate to the content you want reviewed
Find the review section or tab
Click "Create Review" or "Request Review"
Configure the review:
Add recipients (who should review)
Set a due date (when review should be complete)
Add context or instructions explaining why
Choose whether to reset the scheduled review cycle
Submit to create the ad-hoc review
Example: After an incident involving chemical handling, you create an ad-hoc review of the COSHH assessment:
Recipients: Health & Safety Officer, Chemistry Team Lead
Due date: 1 week from now
Context: "Review urgently following incident #2024-123. Verify controls are adequate."
Reset schedule: No (keep existing annual review schedule)
Resetting the Review Schedule
When creating an ad-hoc review, you can choose whether to reset the scheduled review cycle.
Reset schedule: No (default):
Ad-hoc review is a one-time check
Scheduled review cycle continues unchanged
Next scheduled review happens as originally planned
Example: Document has annual review due in 8 months. You do an ad-hoc review now due to a regulation change. The annual review still happens in 8 months.
Reset schedule: Yes:
Completing the ad-hoc review resets the scheduled review cycle
Next scheduled review is calculated from ad-hoc review completion + interval
Useful when ad-hoc review essentially replaces the scheduled review
Example: Document has annual review due in 2 months. You do a comprehensive ad-hoc review now. You choose to reset the schedule, so the next annual review is now 12 months from now instead of in 2 months.
When to reset the schedule:
Ad-hoc review is comprehensive enough to replace the scheduled review
You want to avoid redundant reviews close together
The ad-hoc review addressed the same concerns as scheduled review would
When not to reset:
Ad-hoc review is focused on a specific aspect (not comprehensive)
You still want the regular scheduled review to happen
Different people are reviewing (ad-hoc vs. scheduled reviewers)
Tracking Review Status
For Content Owners
When viewing your content, you can see:
Current review status:
Review policy assigned
Next review due date
Last review completion date
Overdue status (if applicable)
Review history:
All completed reviews with dates
Who completed each review
Comments from reviewers
Both scheduled and ad-hoc reviews
Example display:
Review Policy: Annual H&S Review Last Reviewed: 2024-08-15 by Sarah Thompson Next Review Due: 2025-08-15 Status: CurrentReview History: - 2024-08-15: Scheduled review (Sarah Thompson) - "Content verified, updated contact details" - 2024-03-12: Ad-hoc review (Mark Wilson) - "Reviewed post-incident, no changes needed" - 2023-08-10: Scheduled review (Sarah Thompson) - "Annual review complete"
For Reviewers
You can see:
Items awaiting your review:
Content you're assigned to review
Due dates for each review
Overdue reviews highlighted
Your review history:
Content you've reviewed
When you completed reviews
Comments you left
Most systems provide a dashboard or filtered view of your review responsibilities.
For Administrators
Administrators can monitor:
All active reviews:
Everything awaiting review across the site
Who's assigned to each review
Due dates and overdue items
Review compliance:
Content overdue for review
Review completion rates
Trending over time
Review policies in use:
Which policies are assigned to how much content
Upcoming review workload
Coverage gaps
This helps identify:
Overdue content that needs attention
Workload distribution issues
Policy effectiveness
Overdue Reviews
What "Overdue" Means
A review becomes overdue when:
The review due date has passed
No one has marked the review as complete
The content remains published
Important: Overdue doesn't mean the content is unpublished or invalid. It just means a review is past due.
What Happens When Reviews Are Overdue
Content remains published:
Content stays accessible and valid
Users can still view and use it
No automatic unpublishing
Status markers:
Content is flagged as "review overdue"
Shows how many days overdue
Visible to administrators and content owners
Continued reminders:
Review recipients continue to receive notifications
Reminders may escalate (depending on system configuration)
Compliance tracking:
Overdue reviews visible in reports
Affects compliance metrics
May be flagged in audits
Handling Overdue Reviews
If you're the reviewer:
Complete the review as soon as possible
Add comments explaining any delay
Escalate to your manager if you can't complete it
If you're the content owner:
Check with assigned reviewers about status
Complete the review yourself if you have permission
Contact an administrator if reviewers are unavailable
If you're an administrator:
Identify why the review is overdue (reviewer availability, workload, etc.)
Reassign if necessary
Consider adjusting review policies if chronically overdue
Follow up with reviewers
Tip: Frequent overdue reviews suggest your review policies may need adjustment—either longer intervals, more reviewers, or better workload distribution.
Review Best Practices
For Reviewers
Be timely:
Complete reviews promptly when notified
Don't wait until the last day
Set aside time for reviews in your schedule
Be thorough:
Actually read the content, don't just tick boxes
Verify accuracy against current practice
Check compliance with current regulations
Add meaningful comments:
Note what you checked
Explain any concerns or recommendations
Provide context for future reviewers
Good comments:
"Verified against current HSE guidance. Updated emergency contact in section 5."
"Content accurate. Recommend adding COVID protocols in next major revision."
"Reviewed post-incident #2024-045. Controls are adequate, no changes needed."
Bad comments:
"Looks fine" (too vague)
"Approved" (doesn't explain what you checked)
(No comments at all)
Update as you go:
If you spot errors, fix them during the review
Don't just note issues—make the corrections
Resubmit for approval if required
For Content Owners
Choose appropriate policies:
Match review frequency to content criticality
Assign to people who can actually review
Use groups for coverage and flexibility
Provide context:
Add clear titles and descriptions
Include review guidance in the content
Note specific areas to check
Keep policies assigned:
Don't remove review policies from critical content
Maintain review cycles for compliance
Archive content instead of removing reviews
Monitor review status:
Check for overdue reviews
Follow up with reviewers if needed
Update policies if reviews consistently late
For Administrators
Set realistic intervals:
Don't over-review stable content
Don't under-review critical content
Adjust based on completion rates
Distribute workload:
Avoid assigning all reviews to one person
Use groups for shared responsibility
Stagger review due dates
Monitor compliance:
Track overdue reviews
Identify chronic issues
Adjust policies and assignments as needed
Communicate expectations:
Ensure reviewers understand their responsibilities
Provide guidance on what to check
Set service level expectations (e.g., complete within 5 days of due date)
Common Questions
Can I delegate a review to someone else?
You can't formally delegate, but you can:
Ask an administrator to reassign the review
Add the person as a reviewer if you have admin rights
Complete it collaboratively (one person submits)
What if I'm on holiday when a review is due?
If you're in a group, another group member can complete it
Ask an administrator to reassign it temporarily
Complete it when you return (it will be overdue but can still be done)
This is why using groups for review recipients is recommended
Can I see who else needs to review the same content?
Yes, review assignments typically show all assigned reviewers. You can see if anyone else is responsible for the same review.
If I complete a review, do others still need to?
It depends on configuration. Usually:
For scheduled reviews: One person completing may satisfy the review
For ad-hoc reviews: Depends on whether all assignees must review
What if I disagree with the content during a review?
Add comments explaining your concerns
Make edits if you have permission
Mark review as complete but note issues
Raise concerns with content owner or management
Don't leave the review uncompleted indefinitely
Can I undo a completed review?
Generally no. Reviews once marked complete are recorded. If you made a mistake:
Contact an administrator
Add a new ad-hoc review with corrections
Add comments to the content noting the issue
How do I review content that requires approval for changes?
If the content has an approval policy:
Complete your review
If changes needed: make edits and save as draft
Submit for approval (which triggers the approval workflow)
Once approved and published, mark the review complete
Or:
Mark review complete with comments noting changes needed
Let the content owner make changes and submit for approval
Next Steps
Now that you understand managing review cycles:
Monitor your reviews: Check your inbox for items awaiting review
Complete reviews promptly: Don't let reviews pile up or become overdue
Provide useful feedback: Add meaningful comments when completing reviews
Adjust policies as needed: If reviews are consistently late or unnecessary, update your review policies
For setting up review policies, see Creating Review Policies.
For understanding approval workflows, see Understanding Approval Workflows.