Records and codes

Everything documented about a person

Arrests, warnings, notes, flags and commendations in one engine — cited against a penal code you wrote.

Record types

You define the types, we run the engine

An arrest, a warning and a commendation are the same object with different field schemas and different flags.

A type has a field schema

Built with the same sections-and-questions builder as your application forms. Learn it once, use it everywhere.

A type has a category

Informational, positive, negative or neutral. Categories drive colour, sorting and the background check summary.

A type has feature flags

Flags are what make an arrest behave like an arrest and a note behave like a note. No special code per type.

A type has retention

Set days per type, or keep forever. Erasure requests are honoured regardless of the setting.

Same engine, other verticals. An airline gets passenger incident reports and a club gets member conduct notes from the identical machinery — you add a type, not a module.

Type: arrest

record_type.arrest

Negative

Flag	What it does
citesCodes	Turns on the charge picker from a code book
hasSentence	Computes time and fines from the cited charges
hasExpiry	Auto-expires after N days — warnings usually 30
hasEvidence	Attachments: images, clip links, files, notes
requiresApproval	A supervisor signs off before the record is final
subjectRequired	Off for incident reports with nobody named
appearsOnBackgroundCheck	Decides whether it surfaces in a check
allowsAppeal	The subject can file an appeal against it

Negative

Arrest · citation · warning · disciplinary action

Positive

Commendation · training completion · award

Informational

Incident report · field interview · community flag

Neutral

Internal note · vehicle registration · property log

Codes engine

Your penal code, actually enforceable

A versioned rulebook with your own offense classes, sentencing ranges and the charge maths police communities argue about.

Code books

Penal, traffic, SOP, policy or custom. Owned by an org or shared across the workspace, published read-only if you want it public.

Classes you name

Felony 1, felony 2, misdemeanor A, infraction — with default time, fine, bail and points on each. We do not pick them for you.

A section tree

Title one, chapter two, the offenses under it. Bulk entry and CSV import, because nobody hand-types three hundred offenses.

Amendments version

Editing an active entry makes a new version. Records already filed keep citing the version that was in force.

Charges

record_arr_2f19 · live preview

Consecutive

Code	Offense	Time	Fine
PC 187(a)	Murder Felony 1	45 min	10,000 GSD
PC 245	Assault with a deadly weapon Felony 2	20 min	4,000 GSD
VC 2800.2	Evading a peace officer Misdemeanor A	10 min	1,500 GSD

Concurrent longest single charge45 min

Consecutive sum of all charges75 min

Workspace cap life sentence ceiling60 min

Fines posted to the ledger-15,500 GSD

BailNo bail · felony 1

Mandatory minimums and stacking. A minimum floors the computed sentence, a workspace ceiling caps it, and stacking rules can forbid citing two mutually exclusive offenses on the same arrest.

Background checks

A query, not a separate feature

A check is every record flagged to appear, still active, that the person running it is allowed to see.

Ava Ramirez

roblox:1099384 · not a GROUPSPACE user

3 negative · 1 positive · 1 informational

Record	Category	Filed	Status
A Arrest Los Santos PD	Negative	4 days ago	Active
A Arrest Los Santos PD	Negative	3 months ago	Active
W Warning Highway Patrol	Negative	18 days ago	Expires in 12 d
C Commendation Fire Department	Positive	6 weeks ago	Active
FI Field interview Los Santos PD	Informational	2 months ago	Active

Search that holds up

By subject, author, type, date range, code cited or org — and permission-filtered at query time, never after.

Subjects without accounts

File against a Roblox id and username. Most people you document will never sign up, and that is fine.

Reconciled later

When that person connects their Roblox account, the records already filed attach to their profile automatically.

Visibility and lifecycle

Who sees it, and what happens next

Four levels set on the type and narrowable per record, plus a lifecycle that never deletes anything.

Visibility levels

type default, record may narrow

Level	Who sees it
public	Anyone, including the subject on their own profile
subject	Staff with read permission, plus the subject
staff	Anyone holding read on that type, at the right scope
restricted	Named users and positions only — internal investigations

A record can be narrower than its type, never wider. “I want to see my own arrest record” and “the subject must never see this note” are both real needs, so both are first class.

Approval

Types marked requiresApproval land in pending. Supervisors work one screen and batch approve or reject with a reason.

Void, never delete

Voiding needs a reason and is itself an audit event. The record stays, marked void, with its history intact.

Appeal

The subject files an appeal, which is a linked record routed to a review queue with the original and its evidence on one screen.

Expiry

A scheduled job flips active to expired past the date. An expired warning stops showing on background checks on its own.

Per-type permissions — a patrol officer files arrests but cannot read internal affairs notes

Every edit writes an immutable audit row with before and after

Records link to each other: supersedes, related, appeal of, arising from

An in-game terminal can query the same records through the game API

Arrest Citation Warning Internal note Community flag Commendation Incident report Disciplinary action

Stop duct-taping your community together.

GROUPSPACE is in invite-only early access. Talk to us and we will get your community on the list.