Track your obligations

List the requirements your business keeps up with, link the work that meets each one, and see at a glance which are up to date, due or overdue.

Team planManager or Admin

An obligation is a requirement your business has to keep up with, such as a licence renewal, an annual equipment test or a policy staff must read. You decide what your obligations are. Wikidoc keeps track of whether the work that meets each one is being done, using the checklists, documents, training and registers you already keep in Wikidoc.

Set up Compliance

The first time anyone adds an obligation, an Admin confirms three settings: your industry, the country you operate in, and your timezone. Every Compliance date, such as when something is due, is worked out in that timezone, whoever is looking.

The Compliance settings dialog: Industry set to Physiotherapy, Country set to United States, Timezone set to America/Los_Angeles, and Issues that need their plan approved set to High and Critical issues — Compliance settings. Click Settings at the top of the Compliance page to change them later.

Add your obligations

Click Compliance in the sidebar, under Work.
Click From a starter list. It opens on the general workplace list every business needs. Use Industry list to add the obligations businesses in your industry commonly have, or another industry’s, for a business that spans two.

Tick what applies to you. Items you've already added are greyed out.
Tick each obligation that applies to you, and choose its owner. Click Review N selected to see only what you ticked, with what each one will need, then Add N obligations.
To add one the lists don’t have, click + Add obligation. Give it a name and say what it covers, its Source (a law, a licence condition, a contract, a standard, your insurer or your own rule), the reference, a Category, its owners and, if you review it on a cycle, its Review cycle.

Link the work that meets each one

An obligation is only as good as the work behind it. Each one is met by one or more controls: things you already do in Wikidoc, or proof you upload.

Click an obligation to open it. Under Controls, click + Link control.
Choose a Type and pick what meets it:
- Checklist: up to date while every expected run is submitted or approved.
- Document: up to date while it’s approved. A document no one has approved is Not in place.
- Training program: up to date while everyone enrolled has finished it by their due date.
- Policy, Asset and Provider: read from Registers: a policy’s review date, an asset’s next service, a provider’s contract and insurance dates.
- Register record: a record in one of your own registers.
- Something we do: for anything Wikidoc doesn’t keep, such as a licence check. Say how often it’s due and what counts as evidence, and upload the proof each time.
Link what already meets the obligation, or record something you do outside Wikidoc.
An obligation added from a starter list offers Set up from a template: one click creates the checklist or document the item names from the template library and links it. Check the template against the rules that apply to you before you use it.

Create it from the template library and link it in one step.

The Clinic equipment checks obligation, Overdue, with its source, owner and category, and under Controls the Weekly equipment safety check, showing the week it wasn't done and how many weekly runs were done in the last 30 days — An obligation's panel: what it is, who owns it, the work that meets it and its history.

Upload proof for something you do

For a Something we do control, the obligation’s owners, Admins and Managers click Add evidence, give the date the evidence is from and a note, and attach a PDF or image of up to 20 MB. The control is up to date until its next due date, worked out from that date.

The Add evidence dialog for Practitioner registration and indemnity, with Date of the evidence, a Note and a File to attach — Evidence is dated, so the next one is due from the day it was checked.

Evidence is kept once it’s added, along with who added it, and opens from the obligation’s panel.

Practitioner registration and indemnity, Up to date: its control shows the last evidence, dated a month ago, with Hannah Cho's note and the uploaded licence check PDF — The last evidence and the file behind it.

Read the statuses

The Overview tab counts your obligations by status. Click a count to open the Obligations tab filtered to it. Needs attention lists the ones that are overdue, due, have a gap, or aren’t set up.

The Compliance Overview: counts for Up to date, Due, Overdue, Gap found, Not set up and Open issues, then a Needs attention table listing each obligation with its owner, status, next due date and evidence — Click a count to see the obligations behind it.

An obligation’s status is its worst control’s:

Status	What it means
Up to date	Every control’s work was done on time.
Due	Something is due soon, or due today and not done yet.
Overdue	Something wasn’t done by its date, or a control isn’t in place (for example a document no one has approved).
Gap found	Someone reported an issue against it that’s still open. See Report an issue.
Not set up	Nothing is linked yet.
Doesn’t apply	Marked as not applying to you, with the reason.
Link broken	The checklist, document or register item it was linked to was deleted. Link it again, or remove it.

The Obligations tab, with Any status, Any owner, Any category and Any source filters and every obligation listed with its owner, status, next due date and evidence — The Obligations tab lists every obligation you can see.

To find one, type in Search obligations. It matches the obligation’s name, its category and its owners, and works with the filters. If nothing matches, click Clear filters.

Reviews, “Doesn’t apply” and owners

Review: an obligation with a review cycle shows when it’s next due for review. Its owner clicks Mark reviewed and adds a note.
Doesn’t apply: click Doesn’t apply and say why. It drops out of the counts, keeps its history, and can be turned back on with It applies again. This is the usual way to stop tracking one; only an Admin can delete an obligation.
When an owner leaves, their obligations show Owner left and count as Not set up until someone else takes them on.

Where you’ll see it

On Home, Needs your attention lists each thing of yours that’s due. Admins and Managers also see the team’s obligations that need attention, whoever owns them, plus the open issues and any obligations whose owner left. Owners also get a daily Compliance email when something of theirs needs attention. Turn the email off in Email preferences.

Needs your attention on Home, with a performance review and a checklist sign-off to do, overdue obligations whoever owns them, and the open issues across the team — Needs your attention on Home, as an Admin or Manager sees it.