Tasks &
Procedures

A manual task is created and assigned by a user, either on the fly or on a schedule. An automated procedure triggers automatically based on a rule you’ve configured, such as a specific incident type being raised or a checklist item failing.

Manual tasks are good for day-to-day work management. Automated procedures are where you enforce SOPs and EOPs without relying on someone to remember to trigger them.

Yes. Tasks can be assigned to a specific person, a team, or a location. If you assign to a team, all members are notified, and the task remains open until one of them completes it.

Yes. You can attach notes, documents, images, and other media to any task. This is useful for providing context, linking reference materials, or evidencing completion.

Escalation rules can be configured per task type. If a task isn’t completed within a set timeframe, Zinc automatically reassigns or notifies the appropriate person or team. You can align escalation timelines with your internal SLAs.

Yes. Zinc is fully mobile. Tasks can be created, viewed, updated, and completed from any device. Patrol officers and field-based staff can access their assigned tasks in real time without needing to return to a control room.

Yes. Access to task data can be restricted by access level or location. This means staff only see what’s relevant to their role and site, keeping operations clean and confidential information protected.

Zinc’s dashboards give you a real-time view of task status across all your locations. You can filter by site, task type, assignee, or date range to see where things are overdue and who’s responsible.

A Standard Operating Procedure is a set of step-by-step instructions that guide your team through routine or complex operations. SOPs ensure consistency, reduce errors, and support regulatory compliance.

In Zinc, SOPs can be built into automated workflows so they trigger without manual input whenever a relevant event occurs.

Read: Standardising Security Procedures: A guide to task management in operations.

An Emergency Operating Procedure is a formal document that defines how your organisation responds to an emergency, covering immediate response, communication, recovery, and post-incident review.

In Zinc, EOPs can be configured to trigger automatically when a specific incident type is raised, so your team acts immediately without waiting for manual instruction.

SOPs cover routine and planned operations, such as opening procedures, handover checks, or maintenance schedules. EOPs cover how to respond when something goes wrong, from a medical emergency to a security threat.

Both can be built into Zinc as automated procedures, triggered by the relevant event type.

SOPs are configured as automated procedures within the Tasks and Procedures module. You define the trigger (such as a specific incident type or audit outcome), set the steps, assign ownership, and configure any escalation rules. Once active, the procedure runs automatically whenever the trigger condition is met.

Read: Standardising Security Procedures: A guide to task management in operations.

Yes. This is one of the core use cases for the Automated Tasks and Procedures module. You configure a rule that links a specific incident type to a procedure. When that incident is logged, the SOP triggers instantly, and tasks are assigned to the relevant people without anyone having to initiate it manually.

Creating a Standard Operating Procedure (SOP) for responding to slips, trips, and falls within a specific location is crucial for ensuring the safety and well-being of all individuals on the premises. Such incidents can lead to serious injuries and have significant implications for workplace safety and health compliance. The following template provides a basic framework for an SOP that can be customised to suit the specific needs and regulatory requirements of any location, such as an office, factory, or public building.

Standard Operating Procedure (SOP) for Slip, Trip, and Fall Incidents

Purpose

To establish a systematic response to slip, trip, and fall incidents within [Specify Location] to prevent injuries and to provide immediate assistance to any individual who has been injured in such an incident.

Scope

This SOP applies to all employees, contractors, visitors, and any other persons present at the specified location.

Responsibilities

• All Employees: Report any hazards that could lead to a slip, trip, or fall; assist in incident response and investigation.
• Safety Officer/Designated First Aider: Provide first aid, coordinate response efforts, and lead the investigation into the incident.
• Facilities Management: Maintain safe premises and rectify identified hazards.
• Human Resources/Management: Review incident reports and implement measures to prevent future incidents.

Procedure

1. Immediate Response
   • Assess the situation to ensure your own safety before approaching the victim.
   • Offer support to the injured person without moving them. Avoid moving the victim unless they are in immediate danger (e.g., fire, chemical spill).
   • Call for medical help if the injury appears serious. Use the emergency number [Specify Number] or direct someone to call for help.
   • If trained and safe to do so, provide first aid.
2. Reporting the Incident
   • Report the incident to the safety officer or designated person as soon as possible.
   • Complete an incident report form [Specify Location/Form] detailing what happened, including the date, time, and any witnesses. Include photos if applicable.
3. Securing the Scene
   • Secure the area where the incident occurred to prevent further incidents. This may involve cordoning off the area or putting up warning signs.
   • Preserve evidence that might help in investigating the incident, such as what caused the slip, trip, or fall.
4. Medical Treatment
   • Accompany the injured person to receive medical treatment if necessary.
   • Ensure that a detailed medical report is obtained for insurance and record-keeping purposes.
5. Investigation
   • Conduct an investigation into the incident to identify the cause and any contributing factors.
   • Review surveillance footage if available.
   • Interview the victim and any witnesses for their accounts of the incident.
6. Corrective Actions
   • Based on the investigation findings, implement corrective actions to prevent similar incidents in the future. This could involve repairs, modifications to the physical environment, changes in procedures, or additional employee training.
7. Follow-Up
   • Monitor the effectiveness of corrective actions and make adjustments as needed.
   • Provide support and follow-up care to the injured individual to facilitate their recovery and return to work.
8. Documentation and Review
   • Ensure all documentation related to the incident and subsequent actions is completed and filed appropriately.
   • Regularly review slip, trip, and fall incidents and response procedures to identify trends and areas for improvement.

Training

• Provide regular training to all employees on slip, trip, and fall prevention, including how to identify hazards and the importance of reporting.
• Train designated first aiders and safety officers in incident response and investigation procedures.

Equipment and Resources

• Ensure that first aid kits are easily accessible throughout the premises.
• Maintain an adequate supply of safety signage and barrier equipment to secure hazardous areas promptly.

Conclusion

This SOP is designed to ensure a prompt, effective, and compassionate response to slips, trips, and falls, thereby minimizing injury and contributing to a safer environment for everyone at the specified location. Regular reviews and updates to this SOP are essential to incorporate best practices and feedback from incident responses.

Creating a Standard Operating Procedure (SOP) for responding to unauthorised access at a location ensures a systematic and effective approach to safeguarding the premises and its occupants against potential threats or security breaches. This SOP outlines the steps to be taken when an individual gains or attempts to gain unauthorised entry into a specified location, such as a corporate office, educational institution, or any secured area. The goal is to quickly and efficiently address the situation, mitigate any risks, and ensure the safety and security of all legitimate occupants.

Standard Operating Procedure (SOP) for Unauthorised Access

Purpose

To establish a protocol for responding to incidents of unauthorised access within [Location], ensuring a swift and coordinated response to secure the premises and protect occupants.

Scope

This SOP applies to all security personnel, staff, and any individuals who are responsible for or could be affected by a breach in security due to unauthorized access.

Responsibilities

• Security Personnel: Primary responders to incidents of unauthorized access, responsible for assessment, containment, and reporting.
• Facility Management: Support security measures, assist in managing the situation, and facilitate access to areas as needed.
• All Staff: Report any suspicious behavior or unauthorized access attempts to security personnel immediately.

Procedure

1. Detection and Initial Response
   • If unauthorised access is detected or suspected (e.g., through alarms, access control systems, or visual confirmation), security personnel should immediately assess the situation to confirm the breach.
   • Attempt to visually identify the unauthorised individual(s) while maintaining a safe distance. Note distinctive features, clothing, or any carried objects.
   • Report the incident via the app or radio to the control room for them to report.
2. Containment
   • Initiate procedures to contain the situation, aiming to prevent the intruder from moving freely, accessing sensitive areas, or exiting the premises with stolen property.
   • This may involve activating specific doors or gates to lock down areas, depending on the facility's access control capabilities.
3. Notification
   • Immediately notify the head of security or facility management about the unauthorized access.
   • Depending on the severity and potential threat, contact local law enforcement for assistance.
4. Approach and Engagement
   • Security personnel should approach the unauthorized individual only if it is safe to do so without compromising their own safety or that of others.
   • Communicate clearly and firmly with the individual, instructing them to stop and identify themselves.
   • If the situation escalates or the individual poses a clear threat, prioritize safety and wait for law enforcement to arrive.
5. Evacuation (If Necessary)
   • If the unauthorized access results in a direct threat to the safety of occupants (e.g., armed intruder), initiate evacuation procedures as outlined in the emergency response plan.
6. Documentation
   • Document all details of the incident, including the time of detection, description of the unauthorized individual, actions taken by security and staff, and the outcome.
   • Log the offending person into the database with identification, characteristics and personal information if available for future prevention purposes.
   • Issue banning notice (if required)
   • Use surveillance footage, access control logs, and witness statements to compile a comprehensive report.
7. Review and Follow-Up
   • Conduct a debriefing with involved personnel and law enforcement (if involved) to review the response and identify any gaps or areas for improvement in security measures.
   • Update the SOP based on lessons learned and feedback from the incident.

Training

• Provide regular training for security personnel and staff on recognizing signs of unauthorized access, response procedures, and communication protocols.
• Conduct drills simulating various scenarios of unauthorized access to ensure familiarity with procedures and to evaluate the effectiveness of the response.

Equipment and Resources

• Ensure all security systems, including surveillance cameras, access control, and alarm systems, are regularly maintained and fully operational.
• Provide security personnel with the necessary equipment and resources to safely respond to incidents of unauthorized access.

Conclusion

This SOP is designed to ensure a coordinated and effective response to unauthorized access, minimizing risks and protecting the premises and its occupants. Regular review and training are essential to maintain preparedness and to continuously improve the security posture of the specified location.

Every task and procedure completed in Zinc is logged with a time-stamped audit trail, including who did it, when, and what was recorded. This gives you a full evidence base for internal reviews, regulatory inspections, or legal proceedings.

Dashboards and reporting tools let you filter and export this data quickly, so generating compliance evidence doesn’t become a project in itself.

Yes. Every step of a completed procedure is recorded in Zinc, including timestamps, the assigned user, any attached notes or media, and escalation events. Nothing can be edited or deleted after the fact. The record stands as it happened.

Our Tasks and Procedures guide covers everything from structuring SOPs and EOPs to automating workflows and proving compliance. It’s a practical resource for security and operations teams. Read the guide here.