Risk Management Tab

The risk management tab is a very important tab to ensure that your event runs safely and any pre-identifiable health and safety risks are managed and dealt with. The Risk Management tab will be highlighted red on a flagged application that has a flag that needs to be cleared by an administrator before an application can be accepted. 

This means that as the administrator, you have considered the risk of having the attendee at your event, and how you will minimise the risk to the attendee. Some flags will be easier to clear as your risk assessment will cover them, such as an asthmatic attendee and the storage of their inhalers, but some flags might be more specific to a child and require more detailed procedures to be put in place.  The flag should not be cleared until you have had all the conversations with other members of the organisation and are confident in how you will support the attendee. A flagged application cannot be accepted. 

What are flags?

Flags are generated automatically by the SignMeUp field when an attendee application answers a certain way to a certain field.  The locked questions that cause flags to appear when an attendee answers ‘yes’ are:

• ‘Does your child have any medical needs?’

• ‘Will your child have any medication needed on site during the event?’

• ‘Does your child have a food allergy?’

• ‘Does your child have any additional needs we should be aware of?’

If you have added a custom question that generates a flagged application based on the attendee’s answer, this will also be shown here. 

Clearing flags

To clear a flag you will need to click on the Risk Management tab. Under the initial ‘Flags’ info will be a system box, which shows the question that has generated the flag. You will need to cross-check with the ‘Attendee Information’ tab to see what the parent or guardian wrote as the additional notes for this flag, next to ‘Info. 

Click on ‘Clear flag’ and a side panel will appear. The Risk assessment box must be completed in order to clear the flag. You will need to briefly type in what your organisation is doing to lower the risk, such as storage of medicines or procedures put in place. After completing this box, click update at the bottom. The Risk mitigation that you have just typed in will be shown under the ‘System’ section on the Risk Management page. Once all the flags have been cleared, the application will turn to blue and pending, or if auto-accept is turned on, the application will turn to green and accepted. 

Adding flags

An attendee’s medical situation might change and a flag may need to be added to the system, in order for a risk assessment to take place.  When on the Risk Management tab, click on ‘Add a flag’. A side panel will appear with ‘Add warning’, and ask for a reason’.  Type in the reason for wanting to add a flag to the application. The system will then flag the application and a manual flag has been added.  To clear the flag, follow the same procedure as above. 

If, once an attendee application has been submitted, you edit the attendee’s information, such as they now have a medical need of asthma, a flag will not be created. If you feel a flag should be created, you will need to go back into the Risk Management tab to do so. Even if a flag has not been created, the new medical need will still show on a report.