Compliance

Compliance site work and reports

Purpose

Compliance work usually happens at the site level. A site can be a factory, warehouse, office, region, department, or any other unit your organization tracks in 21RISK.

The site detail view brings all requirements for one site into one workspace. It is where teams update statuses, add evidence, assign responsible users, and prepare for reviews.

What an answer contains

Each answer belongs to one question at one site. It can contain:

Field Purpose
Status The current compliance state for this requirement at this site.
Responsible The person accountable for follow-up.
Due date The date by which work should be completed or reviewed.
Cost estimate The expected cost of remediation or implementation.
Labels Tags for filtering and internal workflows.
Comment Notes, decisions, evidence explanations, or next steps.
Files Supporting evidence such as images, certificates, inspection records, policies, permits, or spreadsheets.

These fields help separate the requirement itself from the current work needed at each site.

Updating a site

To work through a site:

  1. Open the Compliance board.
  2. Go to Sites .
  3. Select the site you want to work on.
  4. Review the questions in table or card view.
  5. Open or edit the relevant answer.
  6. Set the status.
  7. Add responsible user, due date, cost estimate, comment, labels, and files where relevant.
  8. Continue until the site has the level of evidence required for your review.

The site view respects the board's question hierarchy, so users can expand and collapse sections while working.

Using statuses

Statuses should be used consistently across the board. The available statuses are configured in the board's Status settings, and every answer must use one of those statuses.

Your board might use statuses such as Yes and No , Compliant and Non-compliant , To do and Done , or another set of terms that fits your process.

When designing statuses, make sure each one has a clear meaning that users can apply consistently. It should be obvious which status represents new unanswered work, which statuses represent open work, which statuses represent completed work, and which statuses should be ignored or treated as not relevant.

Status design decision Why it matters
Default status Used when new answer items are created for new questions or newly added sites.
Open, closed, or ignored behavior Controls whether the answer is counted as open work, closed work, or excluded from the compliance calculation.
Color Makes the matrix and site views easier to scan.
Name Should match the words your team already uses.

Compliance calculation

21RISK calculates a site's compliance percentage from the status behavior of its question answers.

Behavior Effect on calculation
Open Included in the total and not counted as closed.
Closed Included in the total and counted as closed.
Ignore Removed from the total.

The formula is: 

Compliance percentage = closed questions / (total questions - ignored questions)

Examples:

Site answers Calculation Compliance
10 total questions, 9 closed, 1 open, 0 ignored 9 / (10 - 0) 90%
15 total questions, 5 closed, 5 open, 5 ignored 5 / (15 - 5) 50%

This means the same visible status name can have a major reporting impact depending on whether it is configured as Open, Closed, or Ignore.

Statuses can also have rules that restrict who can use them. For example, a site user might be allowed to set Awaiting review , while only a reviewer or organization owner can set Completed . See Compliance statuses for the full setup guidance.

Files and evidence

Files make answers auditable. Attach files when they help another user, manager, auditor, insurer, or AI agent understand why a status was selected.

Useful evidence includes:

  • Photos from inspections
  • Certificates and permits
  • Maintenance records
  • Training records
  • Policies and procedures
  • Vendor documentation
  • Screenshots from other systems
  • Corrective action plans

Add a comment when the file is not self-explanatory.

Reports

A report is a saved snapshot of a site's Compliance state. Reports are useful when you need to preserve what was true at a specific time.

Create reports for:

  • External audits
  • Insurance submissions
  • Customer or supplier reviews
  • Monthly, quarterly, or annual management reporting
  • Evidence before and after improvement programs
  • Internal governance meetings

When creating a report, provide a clear name and optional description. Add participants if the report should record who was involved in the review.

Historical behavior

Reports are point-in-time records. After a report is saved:

  • The report opens in a read-only view.
  • Later question movement does not rewrite the report's hierarchy.
  • Later major question versions do not appear in the old report.
  • The report remains tied to the site and snapshot date.

This makes reports suitable for evidence because users can continue improving the live board without destroying the historical record.

previous Compliance statuses
next Overview