How do I accept/deny an activity exemption or deferral?

Mobile app users have the ability to request an exemption to completing an activity OR a deferral to an activity due date. As an admin, you must promptly respond to these requests on Kinatico Compliance.

⚠️ When exemption/deferral requests are waiting for an admin's response, the activity status will remain In Progress and Compliant.

What you'll need:

Administrator access to your Kinatico account

Understanding the Request Types

Before responding, it helps to know what each request means.

Exemption Request: The user is asking to be permanently excluded from completing a specific activity, typically because it does not apply to their role, location, or employment type.

Deferral Request: The user is asking for additional time to complete an activity. This is a temporary extension, not a permanent removal of the requirement.

Step-by-Step Instructions

Step 1: Locate the Request

Select My Actions from the main navigation
Select either Deferrals or Exemptions from the top of the page
Find the activity request that requires Admin response
- New requests will be labelled as New and have a Pending status
Select the three dots on the right side of the activity line
Select Activity Details to open the request from the right-side of the screen

Step 2: Review the Request

On the Activity Details page under the Request section:
- Read the deferral due date at the top of the page (Deferrals)
- Read the request comment from the mobile app user (Deferrals and Exemptions)

Take a moment to assess the request against your organisation's policies. Consider:

Does the activity genuinely apply to this user's role?
Is the reason for deferral legitimate and within your policy guidelines?
Does approving this request create any compliance risk for your organisation?

Step 3: Respond to the Request

To Approve:

Select Approve on the Activity Details page
Add a comment to provide context for your decision (required for audit purposes, is shared with the mobile app user)
Click Submit to finalise your decision

Note: For a deferral, you also have the option to edit the new due date.

To Deny:

Select Deny on the Activity Details page
Add a comment to provide context for your decision (required for audit purposes, is shared with the mobile app user)
Click Submit to finalise your decision

What happens next

If you selected Approve: The mobile app user will get a notification of your decision, including the comment, and they will be marked Compliant for the activity.
If you selected Deny: The mobile app user will get a notification of your decision, including the comment, and will need to complete the activity before the original due date to remain compliant.

Common Questions

Q: Will the user be notified of my decision? A: Yes. Kinatico automatically notifies the user via the app and email once you approve or decline their request. You do not need to contact them separately.

Q: Can I reverse an exemption or deferral decision after it has been made? A: No. If you made an error in your decision, you will either need to reassign the activity to the user, or have the user submit another request

Q: What if I need more information before making a decision? A: You can hold the request in your pending queue while you gather the necessary context. We recommend following up with the user directly and resolving the request within a reasonable timeframe to avoid extended overdue flags.

Q: Is there a record kept of exemption and deferral decisions? A: Yes. All decisions are logged within the platform, including the administrator who approved or declined the request and any comments added. This audit log also supports your organisation's compliance reporting.

Need Additional Help?

Still have questions? Our team has over 17 years of experience in people screening and verification. Contact us by selecting Get Help from the main navigation, then Email to send us a message. Alternatively, email our support team at cxsupport@kinatico.com