Managing Review Cycles
Why Manage Review Cycles
Once you've assigned review policies to content, you need to complete scheduled reviews when they're due and optionally add ad-hoc reviews when events (incidents, regulation changes, audits) require an immediate check. CalmCompliance sends notifications when reviews are due, so you can focus on actually reviewing the content. Managing cycles well keeps content accurate, supports compliance, and creates a clear audit trail of who reviewed what and when.
How to Complete a Scheduled Review
When a review is due, you'll receive an email and an inbox notification with a link to the content
Open the content (document or risk assessment) and go to the Reviews tab, or find it through the site-wide Reviews page under Insights or the module-specific Reviews views
Find the Review Required card—it shows the policy name and due date
Read through the content and verify it's still accurate, relevant, and compliant
Add your review comments in the text area (required)—note what you checked or any concerns
Click Submit Review
The review is recorded with your name and timestamp. The next review due date is calculated automatically (completion date + policy interval).
If the content needs updates: Make the edits first. If the content has an approval policy, resubmit for approval. Once approved and published, complete the review.
How to Add an Ad-Hoc Review
Ad-hoc reviews let you record a one-time review outside the regular schedule—for example, after an incident, a regulation change, or an audit finding.
Open the content (document or risk assessment) and go to the Reviews tab
Click Add Review (header button)
Enter your Review Comments (required)—explain what you reviewed and why
If the content has an active review schedule, optionally check Reset review schedule (updates next review due date)
Checked: The next scheduled review is calculated from now + interval (this ad-hoc review counts as the scheduled one)
Unchecked: The scheduled review cycle continues unchanged
Click Add Review
The ad-hoc review is recorded in the review history.
If you need to change the next due date before the first review is completed without recording a review, use the manual override on the Reviews tab. See Change or reset a review due date.
You can also find and manage all review items from the site-wide Reviews pages. See Use the new Reviews pages for details.
Before You Start
You need the Manager or Admin role for the relevant module (Documents or Risks) to add ad-hoc reviews. To complete scheduled reviews, you must be assigned as a recipient in the review policy (directly or through a group).
Common Questions
Can I delegate a review to someone else? You can't formally delegate. Ask an administrator to reassign the review, or add the person as a reviewer if you have admin rights. Using groups for review recipients helps—another group member can complete it if you're unavailable.
What if I'm on holiday when a review is due? If you're in a group, another group member can complete it. Otherwise, ask an administrator to reassign it, or complete it when you return (it will be overdue but can still be done).
What happens if a review is overdue? The content stays published but is marked overdue. Notifications continue until the review is completed. Overdue reviews appear in reports and may affect compliance metrics.
Can I undo a completed review? Generally no. Reviews are recorded once submitted. If you made a mistake, add a new ad-hoc review with corrections or contact an administrator.
Can I change the next review due date without adding a review? Yes, before the first scheduled review is completed. Admins can override the next due date on the Reviews tab and reset it back to the automatic schedule later. See Change or reset a review due date.