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Equipment Calendar View

Published on 02/07/20 by karyn.menzies@safetyspot.com

Our latest feature, the Equipment Calendar View, displays all scheduled equipment information within a location in a calendar view.

Step 1

From the drop-down menu on the left, go to Locations.

Step 2

Select the desired location.

Step 3

Go to Equipment and Personnel.

Step 4

Select the box labeled Calendar View.

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Chemical Management

Bulk Chemical Inventory Upload

Published on 02/05/20 by karyn.menzies@safetyspot.com

The Chemical Inventory Bulk upload feature allows managers to generate a spreadsheet with all of the chemical inventory information for a particular site.

Step 1

From the drop-down menu in the top, left corner, go to Chemical Management.

Step 2

Click the More box in the upper, right corner.

Step 3

Select General Information.

Step 4

Click More in the upper, right corner.

Step 5

Select Chemical Inventory Bulk Upload.

Step 6

Select the desired site.

Step 7

When prompted, open the file to view the spreadsheet.

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Training Report

Published on 01/31/20 by karyn.menzies@safetyspot.com
Updated on 02/05/20.

Training Reports is our latest feature for training management. This feature allows managers to generate a spreadsheet for its organization including information such as each member's individual training completion and approval status. The spreadsheet also includes member contact information, enrollment date, training expiration, and payment information.

Step1

From the drop-down menu in the top, left corner, go to Training Center.

Step 2

Select Go to Trainer Management in the upper, right corner.

Step 3

Click More in the upper, right corner and select Generate Training Report

Step 4

The complete Excel spreadsheet will be emailed to you.

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Sds Binder Update

Published on 01/21/20 by karyn.menzies@safetyspot.com

An update to the Chemical Inventory module addresses chemicals with no functional SDS sheet. Now, when the SDS email is sent, if no SDS information exists, it will be displayed as shown below.

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Note: This tutorial explains how to generate/download an SDS binder.

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Location Access Requests

Published on 01/21/20 by karyn.menzies@safetyspot.com

An update to the Request Dashboard, Location Requests, allows managers to utilize the dashboard to approve building, room, and other location access requests.

Step 1

Click on the circular group icon in the top, right corner.

Step 2

Go to Requests & Feedback

Step 3

Select Location Requests. New and past requests will appear here.

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Standard Operating Procedures (Sops)

Published on 12/19/19 by karyn.menzies@safetyspot.com

A Standard Operating Procedures tab is now available under the Documents module.

Step 1

Go to the drop-down menu in the top, left corner and select Document Center.

Step 2

Click the SOPs tab.

Step 3

To add new SOP documents, click the +Attach New box on the right.

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Training Center Slide Captions

Published on 12/19/19 by karyn.menzies@safetyspot.com
Updated on 01/07/20.

The latest feature added to Training Management allows captions on training slides.

Step 1

Go to the drop-down menu in the top, left corner and select Training Center.

Step 2

Click the Trainer Management box in the top, right corner.

Step 3

Scroll to the desired training and click Edit Training on the far right.

Step 4

Scroll down to the desired lesson and click Edit Content.

Step 5

Click the slide in which you'd like to attach a comment and click the Edit button on the top, right next to the small gear icon.

Step 6

Type in the desired caption and click Save.

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Location Check In With Email

Published on 12/14/19 by karyn.menzies@safetyspot.com

Our latest deployment is the Location Check-In with email. This feature allows students and personnel to check-in to labs, shops, and maker spaces, etc. with their email.

Step 1

Go to the drop down menu in the top, left corner.

Step 2

Go to Kiosk.

Step 3

Select Location Check-In.

Step 4

Choose Location.

Step 5

Click Check-In.

Step 6

Type in your email. Click Check-In.

Step 7

Be sure to look for the welcome banner at top of screen after checking in.

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Note: This updated kiosk code also features a tab under each location that lists people that have checked-in. To view this list, follow he steps below.

Step 1

Go to the drop down menu in the top, left corner.

Step 2

Go to Locations.

Step 3

Click the Check-In tab.

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Equipment Management

Equipment Settings: Viewable Or Hidden

Published on 11/05/19 by karyn.menzies@safetyspot.com

We have now deployed the equipment view feature. All managers and admins will be able to search/find/view equipment regardless of viewable/hidden status. However, non-managers and admins will not be able to view hidden equipment. The default setting is visible.

Step 1

From the drop-down menu in the top, left corner, go to Equipment & Assets.

Step 2

Scroll to and select the desired equipment.

Step 3

Click the small gear Settings button in the top, right corner.

Step 4

Under Visibility, toggle select ON or OFF, as desired.
Note: Visibility must be ON for users to see this equipment. When set to OFF only organization and equipment managers will be able to view.

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New Nfc Card, Smartphone And Watch Reader For Equipment Energizers

Published on 10/26/19 by admin@safetyspot.com
Release NFC 1.1

The new NFC card, smartphone and watch reader Equipment Energizer add-on option enables access to your equipment through tap card, phone or watch tap automatically. This new capability was publicly disclosed at ISAM 2019 in New Haven, CT @ Yale University. Your safetyspot community is growing. This directly results in advancing practical commercial grade technologies for your shop, lab, facilities and maker space to Make it Smart and Keep it Safe.

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General

New Auto Allow Location Access Feature

Published on 10/08/19 by karyn.menzies@safetyspot.com

The new Auto-Allow Location Access feature automatically allows access when training requirements are completed for a specific piece of equipment.

Step 1

Go to Locations from the drop-down menu in the top, left corner.

Step 2

Scroll to and select the desired location.

Step 3

Click the small gear Settings button in the top, right corner.

Step 4

Go to Restricted Access from the menu on the left.

Step 5

**Note: Restricted Access must first be turned on to access the auto-allow feature.
Once Restricted Access is on, toggle select ON the auto-allow feature

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Equipment Management

New Auto Allow Equipment Access

Published on 10/08/19 by karyn.menzies@safetyspot.com

The new Auto-Allow Equipment Access feature automatically allows access when training requirements are completed for a specific piece of equipment.

Step 1

Go to Equipment Management from the drop-down menu in the top, left corner.

Step 2

Scroll to and select the desired equipment.

Step 3

Click the small gear Settings button in the top, right corner.

Step 4

Go to Restricted Access from the menu on the left.

Step 5

**Note: Restricted Access must first be turned on to access the auto-allow feature.
Once Restricted Access is on, toggle select ON the auto-allow feature

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General

Randomize Quiz Answers

Published on 10/05/19 by karyn.menzies@safetyspot.com

A new edition to the Quiz feature creates the option to randomize answers every time a user takes the quiz.

Step 1

Go to Training Management in the Training Center.

Step 2

Click Add Lesson on the desired Training.

Step 3

Create and save new lesson. (Or you can edit an existing lesson/quiz)

Step 4

Click Add Quiz.

Step 5

Under quiz details, you can check the option to randomize answers.

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General

Sign Up Link

Published on 10/05/19 by karyn.menzies@safetyspot.com

How to generate the link that can be emailed to new users to sign up.

Step 1

Go to Organization Settings by clicking the circular group icon in the top, right corner and select the organization name.

Step 2

Go to Privacy from the menu on the left.

Step 3

Next to Allow Requests, toggle select ON.
Enabling this option will display a sign-up link on your Safety Spot homepage. You can then send out this link via email for students to register.

Caution: If you have an enterprise integration activated, such as Single Sign-On or Active Directory, perhaps this sign-up link should be disabled as you'll already have your enterprise login link displayed on the home page. In other words, this will activate two sign-up links on your homepage, which may add confusion. Therefore, best practice is to utilize your enterprise integrated sign-up link on your homepage to avoid confusion within your Safety Spot community.

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Document Center

Published on 10/05/19 by karyn.menzies@safetyspot.com

The Document Center allows users to search for and upload documents such as liability waivers, permits, and plans & policies.

Liability Waivers

Step 1

From the drop-down menu in the top, left corner, go to the Document Center.

Step 2

Select Liability Waiver.

Step 3

Search for existing liability waivers in the search bar.
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Permits

Step 1

From the drop-down menu in the top, left corner, go to the Document Center.

Step 2

Select Permits.

Step 3

Search for existing permits or attach new permits by clicking +Attach New.
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Plans & Policies

Step 1

From the drop-down menu in the top, left corner, go to the Document Center.

Step 2

Select Plans & Policies.

Step 3

Search for existing plans and policies or attach new plans and policies by clicking +Attach New.

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Personnel Management

How To Make Manager

Published on 10/05/19 by karyn.menzies@safetyspot.com

These are the steps needed to upgrade an individual to manager within your SafetySpot organization.

Step 1

Go to Organization Settings by clicking the circular group icon in the top, right corner and select Personnel Management.

Step 2

Go to Managers.

Step 3

Click +Add Managers in the top, right corner.

Step 4

Search for user by typing in the search bar or scroll to user and click +Add.

Step 5

Edit manager role settings and save.

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Locations

Site Shipping Address

Published on 08/06/19 by karyn.menzies@safetyspot.com

How to Update an Organization's Site Shipping Address

For Organizations with more than one site

Step 1

Go to the drop-down menu on at the top, left of the screen. Go to Locations.

Step 2

Select desired site.

Step 3

Click the Settings button in the top, right corner.

Step 4

Scroll to Shipping address, and enter necessary changes.

Step 5

Click Update Site to save changes.

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For Organizations with only one site

Step 1

Go to the circular Organization icon at the top, right of the screen.

Step 2

Click on the Organization name.

Step 3

Select Address from the menu on the left.

Step 4

Go to Shipping Address and fill in the form.

Step 4

Click Update Address to save.

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Chemical Management

Make Chemical Inventory Owner Anonymous

Published on 05/17/19 by karyn.menzies@safetyspot.com

With the latest feature in Chemical Management, managers may now make their organization's chemical inventory owner anonymous, making only personnel with management or administrative clearance able to see this information.

Step 1

Click on the circular group icon in the upper, right corner and click on the organization title.

Step 2

Select Chemical Management from the menu on the left.

Step 3

Toggle select ON the Anonymous Chemical Owner option to allow only managers and administrators to view ownership information.

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Chemical Management

Change Chemical Inventory Location

Published on 05/17/19 by karyn.menzies@safetyspot.com

How to move chemical inventory from site to site.

Step 1

Go to Chemical Management from the drop-down menu in the top, left corner.

Step 2

Scroll to the desired site or space and click Go to Chemical Inventory.

Step 3

Click the small gear button labeled Edit in the upper, right corner.

Step 4

Go to the Location field and edit the location of this chemical inventory. Save.
Note the listed location of this chemical inventory changes.

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Personnel Management

Form Builder For Onboarding

Published on 05/16/19 by karyn.menzies@safetyspot.com

The Form Builder MVP is a new feature that allows managers to customize the fields required when onboarding a student or employee to the organization's Safety Spot.

To access the Form Builder MVP:

Step 1

Click on the circular group icon in the top, right corner and click on the organization name.

Step 2

Go to Settings by clicking the small gear button near the top, right corner of the organization page.

Step 3

Go to Privacy to access the form builder for new accounts.

Step 4

Toggle select ON to require more information in requests.

Step 5

Click Edit Required Questions.

Step 6

Select +Add More to add fields for new questions. Edit questions as needed. Be sure to click Save.

Note:Responses can be found within your requests dashboard under membership requests.

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Equipment Management

Equipment Manager

Published on 04/29/19 by karyn.menzies@safetyspot.com
Updated on 05/16/19.

We've added a new feature to SafetySpot to further assist with equipment management. The Equipment Manager feature allows managers to manage vendor information, keep track of cost information, warranty and vendor support information, and calibration information.

Additional fields when adding new equipment

Step 1:

Click the drop-down menu in the top, left corner.

Step 2:

Go to Equipment & Assets.

Step 3:

Click +New.

Step 4:

Select the equipment type.

Step 5:

Fill in the information for the equipment being added. Note the new fields including cost, vendor, and warranty information. The direct link to the manufacturer's warranty information can be copied and pasted into the warranty field for easy access later.

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Technical Specifications fields

Step 1

After saving the equipment, you may edit tech specs by clicking Add Technical Specifications on the next page.

Step 2

You may add and remove fields as needed so that only the necessary fields show up.

Step 3

Be sure to save.

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Personnel Management

Training Status

Published on 04/10/19 by karyn.menzies@safetyspot.com

Manager may view the expiration status of trainings assigned to members of their organization via Personnel Management.

Step 1

Click the circular group icon in the upper, right corner and go to Personnel Management.

Step 2

Under the Training column, a check mark indicates there are no training assignments pending. An exclamation point indicates a training is not current.

Step 3

Under the exclamation point, you may click on the incomplete assignment.

Step 4

This takes you to the personnel profile. Click the arrow next to Courses to view details and state of training completion.

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Equipment Management

Equipment Request

Published on 04/08/19 by karyn.menzies@safetyspot.com

An additional feature of the Request Dashboard is Equipment Requests. Managers may view and accept or deny equipment requests as well as download the organization's equipment request history.

To access Equipment Requests via the Request Dashboard:

Step 1

Click on the circular group icon in the top, right corner.

Step 2

Go to Requests. This takes you to the Request Dashboard.

Step 3

Select Equipment Requests from the menu bar.

Step 4

New requests will appear at the top of this page. You may accept or deny new requests and view request history.

Step 5

To download the organization's entire request history, click the Download Equipment Request History link at the top, right corner.

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Locations

How To Schedule A Room

Published on 04/04/19 by karyn.menzies@safetyspot.com

How to schedule a room as a user

Step 1

Go to Locations.

Step 2

Scroll to and select the room you'd like to schedule.

Step 3

Click the Schedule Room calendar icon.

Step 4

Select the date and time to reserve the room by clicking the box where the desired date and time intersect.

Step 5

Enter the details of the reservation and click save. Your reservation will be added to the calendar.

Step 6

Safety Spot will generate an automated message alerting members of this room reservation.

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Community Feedback

Published on 03/25/19 by karyn.menzies@safetyspot.com

As part of the new Request Dashboard, Community Feedback allows managers to view all feedback history for their organization. Managers may download feedback history as well as view the details of each entry, including who sent the feedback and what it's regarding.

To access Community Feedback via the Request Dashboard:

Step 1

Click on the circular group icon in the top, right corner.

Step 2

Go to Requests. This takes you to the Request Dashboard.

Step 3

Click on the Community Feedback tab. Here managers can download feedback history and view feedback details.

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