Report and follow up an issue

A blocked entrance, unavailable equipment or an impossible check should be explained to the people following the work. Report the issue on the relevant task or entry to retain its context.

You need permission to report an issue in that scope. Required information, photos and recording in the log depend on event settings.

Report from the relevant work

1. Open the task in Checklists or the entry in Run sheet.
2. Select Issue or Report an issue, depending on the screen.
3. Describe what prevents progress and where action is needed. For example: “The north door is stuck; the welcome team is using the east entrance”.
4. Provide the requested reason, description or photo.
5. Review the option to add it to the log when offered, then confirm.

Log recording may be automatic, optional or disabled. Do not assume every report creates an entry in every logbook.

Follow up and resolve

Reopen the work details to read the issue and discussion. Once the situation is addressed, an authorized person uses Resolve and provides the requested explanation.

Resolving an issue does not itself complete a checklist task. Check task status and validation separately. History preserves what was reported and how it was resolved.

A fact without an associated task

To request an intervention and track who is handling it, open Incidents in the event, then Report. The module must be enabled and you must have permission to report an incident.

Describe the situation or add a photo, provide the requested location and mark it urgent when needed. After confirmation, open the incident to read its follow-up and activity. For me gathers incidents you declared, follow or are assigned to; Active excludes finished incidents.

The person following the incident can acknowledge it, assign it or choose I’ll handle it. The person asked to intervene confirms with I’m on it. Resolve records that the incident has been addressed; available actions depend on your rights and its current state.

In the details, Follow-up identifies who coordinates, Assigned to the person or team being asked to help, and Intervening the person who has confirmed they are handling it.

Statuses follow the actions performed: reporting, assigning, intervening, resolving or closing without further action. Your organization can customize their names and colors; you do not change status through a choice list.

Distinguish delivery from acknowledgement

In the mobile app, Waiting to send — not yet sent to Oplio means the action remains on your device. Received by Oplio confirms that it was saved; it does not prove anyone has read the incident. Seen records a visit by the person following it, without acknowledging it.

Reporting, confirming On my way, Mark resolved, commenting and adding a photo can wait for connectivity. The app saves the action before closing the form. If it cannot save it on the device, your input remains visible: retry from that form. Assignment, transferring follow-up and other coordination actions require a connection.

Check the result when connectivity returns. A refusal or conflict is not a confirmation: read the current state before continuing. Keep the app open to follow delivery; sending while the app is closed is not guaranteed.

Who can see and follow the incident?

You see incidents that concern you and those covered by your team or event permissions. All means all incidents you are allowed to read. A received link grants no additional access. Reading its log entry requires access to both the logbook and the incident.

If the person following it loses access, Oplio looks for an eligible replacement among the default follower and the event lead. If none is available, the details show No follower available. An authorized person must take over; the incident is neither resolved nor assigned to someone without access.

An incident created from a checklist

On the web, Create an incident on a checklist issue prepares a report linked to that specific issue. Confirmation creates the incident; reporting an issue alone does not create one automatically.

Resolving that incident resolves the linked issue without validating the task. Reopening it only reactivates the issue it had itself resolved, provided no newer issue has been reported. A manual resolution or a newer issue is preserved. Always check checklist work separately.

If the Incidents module is later disabled, historical links remain readable according to your access, without editing. Re-enabling it does not recreate past log entries.

To record a fact only, use the log. Use chat to discuss it, or a broadcast for instructions to a group with receipt tracking.