Who an item applies to, its reminders and approvers
Open an item to see where everyone is up to, narrow who it applies to, change its reminder days, name approvers, set its importance, choose which documents count, or switch it off.
2 min readLast updated
Applies to: Core (every organisation) · Admin, Team member
Each item on your profile has its own page: everyone it applies to with their status and expiry or due date, what it asks for, and (for admins) Your settings. People's names are shown only to admins and the item's approvers; everyone else sees the counts.
How to change an item
- Step 1: On your compliance profile, select the item's name.
- Step 2: Under Your settings, untick Switched on to switch it off, or describe Who it applies to, in words (for example “Volunteers who coach under-12s”).
- Step 3: Under Only when, add conditions on top of the item's own: state, under 18, role or type, activity, asset category or tag, site, work type or provider category. All conditions must hold.
- Step 4: Change Reminders (days before) (for example “60, 30, 7, 0”, where 0 is the day itself), or tick Use the item's own.
- Step 5: Set Importance: Required (anything missing or expired turns red), Recommended (never worse than amber) or For information (shown, never changes a light).
- Step 6: Tick Approvers besides administrators, set Counts from (something that repeats and has never been done is due from this date), and select Save.
Contractors' documents that count
On an item about providers or people, choose which kinds of iComply document count under Contractors' iComply documents that count and select Save documents that count. With nothing ticked, a catalogue item uses its own match; your own rule matches nothing until you tick a kind. Only your own decision on each document counts.
What happens next
- Reminders: once a day, each admin, plus each item's approvers for their items, gets one email listing what has reached a reminder day, is overdue or expired, or is missing. At most 100 lines, then “and N more”. Each line is sent once; new evidence starts it again. Email only.
- Items set to For information never send reminders.
- A switched-off item is hidden and its reminders stop. Its evidence and history are kept.
Common questions
- I can't switch an item off or narrow it. Your peak body requires it for its members. You can still set its reminders and approvers.
- The item says iComply has retired it. Decide under Updates to review: keep it as it is, make it your own rule, or switch it off. See Updates to review.
- What can an approver do? See and record evidence for the items they're named on, and approve or reject it. They're emailed when evidence is waiting.