Sites

Site Responsibilities

For every board in 21RISK — whether it is a compliance board or the insurance board — you can define named responsibilities and assign a specific user to each one per site. This gives your organization a clear, structured way to track who is accountable for what — at every location.

For example, on a Fire Safety board you might define responsibilities like "Fire Safety Officer" and "Local Contact", while on your Insurance board you could have "Insurance Coordinator" and "Property Manager". For each site, you assign the right person to each role. The result is a clear matrix of accountability across your entire portfolio.

Why use responsibilities?

When managing compliance across many sites, it is critical to know exactly who is responsible. Responsibilities in 21RISK solve this by giving you:

  • Named roles — Go beyond a generic "responsible" label. Create descriptive names like "Fire Safety Officer", "Environmental Lead", or "Site Contact" that match your organization's structure.
  • One person per role per site — Each responsibility at a given site is assigned to exactly one user. When everyone knows their role, nothing falls through the cracks.
  • Multiple responsibilities per board — You can define up to 10 named responsibilities on each board, covering all the roles that matter for that compliance area.
  • Matrix overview — See all assignments at a glance in a table where rows are sites and columns are responsibilities. Quickly spot gaps where no one has been assigned yet.

Where to find responsibilities

Responsibilities are managed per board. You can find them in the board settings:

  • Compliance boards — Navigate to the compliance board, then go to Settings → Responsibilities
  • Insurance board — Navigate to Insurance → Settings → Responsibilities

Creating a responsibility

To create a new responsibility:

  1. Navigate to the board's responsibilities page (see above)
  2. Click "New Responsibility"
  3. Enter a name for the responsibility (e.g., "Fire Safety Officer")
  4. Optionally add a description to clarify what this role entails
  5. Click "Add"

The responsibility will now appear in the responsibilities list and as a new column in the assignments matrix.

Assigning users to sites

Once you have defined responsibilities, you can assign users to them for each site using the assignments matrix .

The matrix shows:

  • Rows — Each row is a site in your organization
  • Columns — Each column is a responsibility you have defined

To assign a user:

  1. Find the site in the matrix
  2. Click on the cell under the responsibility you want to assign
  3. Select a user from the dropdown
  4. The assignment is saved immediately

To remove an assignment, click on an assigned cell and clear the selection.

Editing a responsibility

To rename a responsibility or update its description:

  1. Go to the board's responsibilities page
  2. Click on the responsibility you want to edit
  3. Update the name or description
  4. Click "Update"

Renaming a responsibility does not affect existing user assignments — all assignments are preserved under the new name.

Deleting a responsibility

To delete a responsibility:

  1. Go to the board's responsibilities page
  2. Click on the responsibility you want to delete
  3. Click the trash icon in the top right
  4. Confirm the deletion

Responsibilities and board access

When you create a responsibility, 21RISK automatically adds it to the board's access list . This means you can control what level of access assigned users receive — directly from the board's access settings.

By default, a new responsibility is created with Viewer access. You can change this at any time:

  1. Navigate to the board's access settings (Settings → Access)
  2. Find the responsibility in the "Current Access" list — it is shown with a clipboard icon and labeled "Responsibility"
  3. Use the permission dropdown to change the access level (Viewer, Contributer, Editor, Admin, or Custom)

For example, if you have a "Fire Safety Officer" responsibility set to Editor access, every user assigned as Fire Safety Officer at any site will automatically be able to create, update, delete, and approve items on that board.

You can also remove the board access entry for a responsibility if you do not want assigned users to have any board-level permissions. However, in most cases it is useful to keep it so that responsible users can actually view and work on the board they are responsible for.

Good to know

  • Each board can have up to 10 responsibilities . This covers most organizational structures while keeping the matrix manageable.
  • Responsibility names must be unique per board . You cannot have two responsibilities with the same name on the same board.
  • Only users with manage settings permission on the board can create, edit, or delete responsibilities. Users with transfer responsibilities permission can reassign their own responsibility assignments to another user. Any user with access to the board can view the assignments matrix.
  • Responsibilities are available on all boards , including compliance boards and the insurance board.
  • Creating a responsibility automatically adds it to the board's access list with Viewer permissions. You can adjust the permission level from the board's access settings.
  • Assigning or unassigning a user to a responsibility automatically updates their effective board access — no manual steps needed.
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