Record health checks and conduct
Health monitoring and warnings on a person's file, seen only by HR.
What this is for
Some work needs health monitoring, such as spray painting with isocyanates, noise or lead. Some conversations need writing down, such as a warning or an improvement plan. Both live on the person's file, only HR people see them, and every time someone opens them it's recorded.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Health tab (HR only)
- Add a check
- What the check is for (Isocyanates, Noise and hearing test, Lead or Other), Done on, Next due, who did it, the result in brief, and a PDF or photo of the result.
- Each check
- Done and next due dates, who did it, and Overdue, Due soon, Up to date, No next date or Done again since. Open the result opens the file.
- Edit · Remove · Removed
- Removing stops the reminders but keeps the check; Put back returns it.
Conduct tab
- Add a record
- What it is (Verbal, Written or Final warning, Performance conversation, Improvement plan, Commendation), the date, what was discussed and the outcome.
- Issued to them
- Switch on and they can see the record and sign to say they got it. Off, it stays with HR.
- Signed for · Issued, not signed yet · Not issued to them
- Where each record is up to. Once they sign, it can't be changed.
- Private notes, HR only
- Your notes on a record. The person never sees them.
Before you start
- Your shop has the HR add-on and you can see HR & safety records. Adding and changing needs change rights.
Step by step
- 1
Open HR & Safety → Staff files and open the person.
- 2
For a health check, choose the Health tab, press Add a check, fill it in and set Next due. HR people are reminded a month out, a week out, on the day, and weekly while it's overdue.
- 3
For a new result, add a new check rather than changing the old one, so the history stays.
- 4
For conduct, choose the Conduct tab and press Add a record. Write it the way you'd want to read it back in a year.
- 5
Switch on Issued to them if they should see it. They're told a record has been added and sign to say they've received it. Signing doesn't mean they agree.
Tips & gotchas
- Health reminders go to HR only, never to the person, and never say the result.
- The person never sees their own Health tab. They see only conduct records issued to them, never your private notes.
- Write conduct records on the day, while it's fresh.