Create a register

As well as the four built-in registers, you can add your own. Start from a ready-made register, such as a risk register or a licence tracker, or design one from blank with the fields you need. Each one gets its own tab in Registers, with the same search, filters, export and due date reminders as the built-in tabs.

Before you start

New registers are on the Team plan. You need the Manager or Admin role to create a register or change its settings. Editors can add and edit records in it.

Create a register

1. Click Registers in the sidebar, under Work.

2. Click + New register at the right end of the tabs.

3. Choose where to start:

   • Blank register: a name, a status and owners. You add your own fields afterwards.
   • Risks: hazards and business risks, how likely and how bad each one is, and what’s being done about it.
   • Incidents: injuries, near misses, complaints and data breaches. Private by default (see Who can see a register).
   • Licences: licences, registrations and checks, such as first aid certificates and police checks, and when each one expires.
   • Contractors: contractors and their licence, insurance and induction dates.
   • Obligations: the laws, licence conditions, contracts and standards that apply to you, what you do about each one, and the evidence.
   • Corrective actions: problems found by audits, incidents and complaints, their root cause, the fix, and the check that it worked.
   • Training matrix: who needs which training, when they completed it, and when it must be done again.
   • Data breaches: suspected and confirmed data breaches, who was affected, the risk and who was told. Private by default.
   • Conflicts and gifts: declared conflicts of interest, and gifts or hospitality given or received. Private by default.

   The right-hand side shows what the register sets up: its columns, fields, statuses and reminders.

4. Check the Name. For a blank register, also fill in Each record is a…, such as vehicle, and More than one, such as vehicles. These words make the buttons read + Add vehicle and Search vehicles….

   Under Who can see it, choose Everyone in the workspace or Private (see Who can see a register). You can change it later in Register settings.

5. Click Create register. Its tab opens.

Register names must be different from each other and from the built-in tabs. A ready-made register you’ve already added shows Added: you can add it again only under another name.

An organisation can have up to 10 registers of its own, and each one up to 100 records.

Add a record

1. Open the register’s tab.

2. Click + Add at the top right, such as + Add risk.

3. Fill in the fields. Required ones are marked *. Then click the add button.

The record opens on the right. Files are uploaded from there: click Upload file under the field. To change anything later, click Edit.

Files can be PDF, JPEG, PNG or WebP, up to 20 MB each. They count towards the storage of the person who uploaded them.

Import from Excel or CSV

Managers and Admins can add many records at once from a spreadsheet. Each register template on the website has a CSV with the right columns to fill in.

1. Open the register’s tab and click Import Excel / CSV.

2. Choose an .xlsx, .xls or .csv file. The first row should name the columns. Using Google Sheets? Download it as .xlsx first (File → Download).

3. Check which field each column fills. Columns named like a field are matched for you; pick Don’t import for any you don’t want.

4. If the file has dates such as 03/04/2026, choose whether they’re day first or month first. If it has values that aren’t one of a field’s options, choose Add them as new options or Leave them blank.

5. Check the preview and the list of anything that couldn’t be read, then click Import.

Every row is added, or none are: if a row can’t be saved, nothing is imported, and the message says which row to fix. Rows without a name are skipped, and someone in an owner or person column is matched by their email or their name in your team. An import can’t take a register past 100 records.

Change the fields

1. Open the register and click Register settings at the top.

2. Use the three tabs:

   • General: the name, what each record is called, the description shown when the register is empty, who can see it, and due dates.
   • Fields: click + Add field, choose a type and type a label. Click a field to rename it, add help text, or edit a choice field’s options and colours. Tick Show in table to show it as a column (Export CSV always includes every field), and Required to make it compulsory: it’s asked for when someone adds a record, and the record can’t be saved without it. Use the arrows to reorder.
   • Statuses: each status has a colour and is Open or Closed. New records start in the first one.

3. Click Save.

Every register has a name, a status and owners. You can rename them, but not remove them.

The field types are Text, Long text, Number (with an optional unit), Date, Choice, Person, File, Link and Checkbox. A register can have up to 20 fields, including up to 5 file fields.

Removing and changing fields

• Removing a field doesn’t delete what’s in it. It moves to Removed fields at the bottom of the Fields tab. Click Restore to bring it back with its values.
• Removing a choice option or a status works the same way: records that already have it keep it until someone changes it.
• Changing a field’s type is only offered where nothing can be lost, such as Text to Long text or a Choice to Text. For anything else, add a new field instead.

If someone else saves the settings while you’re editing them, you’ll see Someone else changed these fields, with their changes loaded. Make your change again and save.

Due dates and Home reminders

On the General tab, under Due dates and Home reminders, click + Add a due date and choose:

• The date field, such as Expiry date. You can choose up to 3.
• When to start reminding: 7, 14, 30, 60 or 90 days before.
• How it’s worded: Expires (Expires 21 Nov, then Expired), Review (Review by 28 Nov, then Overdue), or Due (Due 21 Nov, then Overdue).

From that day, and for as long as the date is overdue, the record’s owners see it under Needs your attention on their Home page. It stops once the record is in a Closed status. In the table, the date is shown in a coloured label, and the register opens sorted by the soonest date.

Also remind adds the person in one Person field. In Licences it’s Held by, so staff are reminded about their own licences as well as the person responsible for them. On a Manager’s Home page, each row names the person, such as First aid certificate · Priya Shah.

Who can see a register

On the General tab, Who can see it is one of:

• Everyone in the workspace (the default): everyone can see every record.
• Private: Managers and Admins see every record, Editors see only the records they added, and Viewers don’t see the register at all.

Incidents starts as Private, because incident records often hold health details and names. Exports and Home reminders follow the same rule.

Who can do what

	Viewer	Editor	Manager and Admin
View records	Yes, unless the register is Private	Yes (Private: only their own)	Yes
Add and edit records, upload files	No	Yes	Yes
Import records from Excel or CSV	No	No	Yes
Delete records	No	No	Yes
Create registers, change settings, hide, archive and delete	No	No	Yes

Hide, archive or delete

• Hide: takes a tab out of the row for everyone. Nothing changes otherwise, and links to it still work. You can hide built-in tabs too: open the tab and click Hide this tab. For your own registers it’s in Register settings›General.
• Archive: hides the register and makes it read-only. In Register settings›General, click Archive.
• Bring one back: click + New register, open Hidden and archived, and click Show or Restore.
• Delete: in Register settings›General, click Delete register, type the register’s name and click Delete register again. You can also delete an archived register from Hidden and archived. This deletes the register, every record in it and their files, and can’t be undone. If you might need the records later, archive it instead.

If your plan changes

If your organisation leaves the Team plan, your registers stay and everyone who could view them still can, but nobody can add or change anything and Home reminders stop. See What happens when a plan or trial ends.

Related

• Keep registers of tools, policies, assets and providers
• Roles and permissions