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Training

Training Registration And Refunds

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

After setting up a Merchant Account, users are able to register for your course and submit payment directly to you through the Safety Spot interface. If a refund needs to be issued, this can also be directly on the website.

Charging for a Training

Step 1

After setting up a Merchant Account, navigate to the Trainer Management section.

Step 2

Find the Training you would like to charge for and click on the Edit Training button.

Step 3

Find the Charge For Training field and switch it on.

Step 4

Choose the amount you would like to charge per enrollment and check the box to agree to the Terms and Conditions.

Step 5

Click save and the process is complete.

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Enroll in and Pay for a Training

Step 1

Go to the Training Center on Safety Spot

Step 2

Search and select the Training you would like to enroll in.

Step 3

Select a session and complete the payment form. You will receive a confirmation message and email.

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View Transactions and Issue Refunds

Step 1

Click on the Organization icon in the top, right corner.

Step 2

Select Merchant Accoun...

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Training

Share Training With Other Organizations

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

New to the Safety Spot training module is the option to share a specific training with other organizations. Once a training is complete, edited, and visible, you are able to share this training with another organization on Safety Spot.

Step 1

Start out by going into the Training Center from the drop-down menu at the top, left corner.

Step 2

Click on the blue Training Management box near the top, right corner.

Step 3

Scroll to the training you'd like to share, and click on Edit Training.

Step 4

At the top, right corner of this editing page, click on the blue Add Organization link to share this training with another organization.

Step 5

Type in the name of the organization you'd like to share this training with, and hit send. A confirmation message will pop up, click ok, and the training has been shared.

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Training

Enrollment Management

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

For training and certifications to run smoothly, it is important to have access to and manage enrollment. In the Trainer Management module, managers, trainers, and administrators have access to a full list of all enrolled users, including enrollment details and contact info. This step-by-step guide will help you navigate through the Trainer Management to manage enrollment details.

Changing Sessions of Enrolled Users

If a user needs the session they are enrolled in changed for any reason, this can be done in the Trainer Management section.

Step 1

Go to the Training Center from the menu on the left.

Step 2

Click on the blue Trainer Management button in the top, right corner.

Step3

Go to the training course you'd like to manage and click on Enrollment.

This takes you to a list of all enrolled users.

Step 4

By clicking on Show Details, additional info for this user can be viewed, including session and contact info.

Step 5

Go to Session Enrolled and select the appropriate session in which you'd like to enroll this user in.

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Contacting Students

In the Enrollment section of Trainer Management, information of each user can be found, such as phone number and email. This is useful if a trainer or manager needs to contact a student directly.

Step 1

Go to the T...

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General

Merchant Accounts | How To Create And Use A Merchant Account

Published on 01/25/19 by jose.vega@safetyspot.com

Setting Up a Merchant Account

Note: You must have administrator privileges in your organization to activate Merchant Account.

Step 1

Click on the Organization icon on the top right and select your organization.

Step 2

Click on the settings link to open your organization settings.

Step 3

Click on the Merchant Account and click the activate your merchant account link.

Step 4

Fill out the New Merchant Account form. You can select to either register as a company or as an individual.

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Charging for a Training

Step 1

After setting up a Merchant Account, navigate to the Trainer Management section.

Step 2

Find the Training you would like to charge for and click on the Edit Training button.

Step 3

Find the Charge For Training field and switch it on.

Step 4

Choose the amount you would like to charge per enrollment and check the box to agree to the Terms and Conditions.

Step 5

Click save and the process is complete.

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Personnel Management

Adding Members To An Organization

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

Let's take a quick look at how to add members to an organization!

Members are added to an organization to gain access to trainings and communicate within the organization. Members may be added by a manager by phone number and/or an email address. There is a short form to fill in, and the member is added to this organization.

Step 1

Click on the circular, group menu at the top, right of your screen.

Step 2

Click on Members, and this will take you to the member’s section of your organization. Here you can view all members of your organization, as well as, add, remove, and edit members.

Step 3

To add a new member, click on add member just underneath the search bar. This will prompt you to select whether you want to add member by phone or email.

Please note that whichever method you choose, there is still the option to notify the member by the alternate as well. The method you choose will simply be the required information you need to add the member.

Step 4

After selecting a method, fill in the form and click save. This person will then be notified. You will also then have the option to fill out additional details for this member. Be sure to save.

The added member will receive a notification based on the method in which they were added, either a text or email to confirm, and allows the member to activate their account. If this person is already a member of Safety Spot, they will see the notification that they've been added to the or...

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Training

Adding Trainers & Requiring Approval

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

An important feature of the Training Management tool is being able to add trainers to trainings. Now when managers go in to edit or create a new training, they are able to add trainers. Managers are also able to select whether a training requires approval.

Adding Trainers

Step 1

Go to the Training Center from the drop-down menu at the top, left corner.

Step 2

Go to Training Management.

Step 3

Select the training in which you’d like to add a trainer, and click edit training, or click ‘add new’ to create a new training. Now we’re editing or creating a training.

Step 4

Scroll past the title, description and time of the training, and you will see a drop box in which to select and add trainers. Be sure to save this change.

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Requiring Approval

Also on this form, you will see where we can toggle select whether we want to require approval for this course. Once this change is saved, you will see that approval is required for enrolling in this course.

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Personnel Management

Assign Required Training

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

A key feature of the Safety Spot platform is the Training Center. Trainers can add and manage training lessons. Managers can assign required training in five ways. Required training can be assigned to individual members, or by team, organization, access level, and department.

Assign Training to Individual Members

Step 1

Start by clicking on the circular group icon at the top, right corner of the screen.

Step 2

Go to Personnel Management

Step 3

Click on the name of the user in which you'd like to assign a training.

Step 4

Go to the trainings tab, then select a training from the drop down bar, and click assign. This adds the training you selected to this individual's required trainings.

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Assign Training by Team

Step 1

From the menu on the left of the screen, go to the Community Center.

Step 2

In the Community Center, select the team in which you'd like to assign a training.

Step 3

Go to the Required Training tab and click edit.

Step 4

Select a training from the drop-down box to assign to this team, and click assign. This training is now a required training for all individuals on this team.

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Assign Training by Organization

Step ...

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Personnel Management

Granting Administrator Privileges To Managers

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

The Safety Spot module gives access to members, managers, and administrators within an organization, including various roles and access levels. Here's a quick tutorial on how to change a manager's status to Administrator, or Super-Manager.

Step 1

At the top, right corner of the screen, click on the circular group icon and click on Personnel Management.

Step 2

Click on the Managers tab, and go to the manager you'd like to make an Administrator.

Step 3

Click on Manager Settings to the far right of their name.

Step 4

Go to Organization Administrator and select toggle this option ON.

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Chemical Management

Automatically Build And Print Safety Data Sheets (Sds) Binder

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

Another feature we will demonstrate is generating and printing the SDS Binder for a particular site.

Step 1

Start out by clicking Chemical Management on the menu on the left.

Step 2

Scroll to the site or building in which you'd like to generate the SDS Binder for; click on Go to Chemical Inventory on the right of the selected site.

Step 3

From the menu bar at the top, click on the Collate SDS Binder tab. You will receive an alert message saying an email with this information will be sent to you.

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Equipment Management

Uploading Pictures For Equipment And Locations

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

To reinforce maximum efficiency and accuracy, managers now have the ability to upload pictures for locations within a site and equipment in their inventory. Managers may add, delete, and select a main picture for each piece of equipment and/or location managed by their organization. This ensures proper identification when equipment or a location is being used or out for maintenance.

Uploading Photos

Step 1

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

Step 2

Go to Equipment and Assets (or Locations to add picture of a location).

Step 3

Select inventory from this list (or select a location under sites).

Step 4

Once on the landing page of the equipment or location, click on Add Picture in the top, left corner.

Step 5

Select the appropriate picture and upload.

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Removing Photos

Step 1

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

Step 2

Go to Equipment and Assets (or Locations to add picture of a location).

Step 3

Select inventory from this list (or select a location under sites).

Step 4

Once on the landing page, click on the picture in the top, left corner.

Step 5

Click on Settings in the top, left corner. Select Delete Picture.

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Personnel Management

Manager Password Reset

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

The manager password reset feature allows managers to send individual members of their organization a link to reset their password or reset and send a new password to the member.

Step 1

Go to Personnel Management from the circular group icon in the top, right corner.

Step 2

Scroll to the member in need of a password reset. Click the small gear icon on the far right.

Step 3

Scroll to the bottom of this form and click Reset Password.

Step 4

Here you can choose whether to send the password reset instructions to the member by email or phone or reset the password on their behalf and send the member the new password.

Note:Members can also independently reset their password by going to Safety Spot's sign in screen and clicking on the Forgot your password? link

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Training

Using Training Sets

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

Starting A New Training Set

Importing training and other training sets

Step 1

Go to the Training Center from the drop-down menu at the top, left corner.

Step 2

Go to Training Management.

Step 3

Click +New at the top-left corner.

Step 4

Select New Training Set.

Step 5

Enter set name and click Create Training Set.

Step 6

Add existing training and training sets from the drop-down bar. Click add/import. Save.

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Importing a training set for access to restricted equipment

Step 1

Go to Equipment and Assets from the drop-down menu at the top, left corner.

Step 2

Select the equipment in which you'd like to attach a training set for access.

Step 3

Go to Access Requirements at the far right.

Step 4

Click Edit Required Training.

Step 5

Import the necessary training for access to this equipment.

*Now under Access Requirements for this equipment, you will see all the added training required for access.

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Training

Granting Trainer Privileges

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

As a manager or administrator, you may need to grant a member of your organization with Trainer privileges. This allows this member to add and edit trainings on your organization's platform.

Step 1

Start out by clicking on the circular group icon in the top, right corner of the screen.

Step 2

Click on Personnel Management from this drop-down menu.

Step 3

Here you will see a list of all the members of your organization. Find the member you'd like to grant trainer privileges, and click on the edit button on the right.

Step 4

Once in the member's profile, scroll down to Trainer and toggle ON, then click save.

Step 5

Once the profile is updated, you will see a green check by the Trainer label.

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Training

Using The Training Sessions Feature

Published on 01/24/19 by jose.vega@safetyspot.com
Updated on 04/29/19.
Release 2

Getting Started with Sessions

To use the sessions feature, go into the training center and click on training management. Here is the list of your available trainings. Click on edit training for the training you'd like to add sessions to. At the bottom of the edit training screen is a toggle selection for sessions.

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Editing Sessions

Once sessions are turned on, you can click on the edit training sessions option. This is where sessions are added. You can add sessions by title, start date, and open or close a session.

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Enrolling in a Session

Now, when a student enrolls in a training course, they will be prompted to select a session. Notice the closed sessions do not appear.

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Managing Sessions

Now that there are users enrolled, trainers can go in and manage enrollment by session. Under the training manager, click on enrollment for the same training we added sessions to and enrolled in. This view will show enrollment for all sessions. The selection bar allows you to choose a specific session and view enrollment ba...

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Promoting Courses

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

The Safety Spot interface makes it easy to promote a course via several social media sites directly from the course page. Trainers, managers, administrators and the like can conveniently share a course/training to Twitter, Medium, Facebook, or copy the link to send in an email or post on another social site.

Step 1

Start out by going into the Training Center from the drop-down menu at the top, left corner.

Step 2

Click on the training course you'd like to share.

Step 3

The share icons are in the top right corner of the course page. Click on the icon of the site you'd like to post this course.

Step 4

You will be prompted to log in to your account, then click share or post, and the link to this course will be posted to your social media account of choice.

Step 5

There is also the option to copy the link to the course and manually share it on another site not listed, or share via email.

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Granting Manager Privileges

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

As an administrator of an organization, you have the access to add new members as managers. This grants members with more access options.

Step 1

At the top, right corner, click on the round group icon. And click on Personnel Management.

Step 2

From the Personnel Management screen, click on the Managers tab.

Step 3

Click on the blue Add Manager tab on the left. This will take you to a list of members of your organization.

Step 4

From this list, scroll to the desired member and select Add to add this person as a manager.

Step 5

You will be prompted to fill out additional details on the manager role and settings for this individual. This includes trainer privileges, security manager status, administrator privileges, and other manager settings. Click save, and you will see this individual added to the manager list.

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Create A New Training

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

As a trainer, manager or administrator, you have the access to create a new training for your organization. Trainings can be for new hires or for access level purposes. This step-by-step guide and video will demonstrate how to create a new training, including the initial form and editing lessons with slides and quizzes.

Create New Training

Step 1

Go to the Training Center page from the drop-down menu at the top, left corner.

Step 2

Click on the blue Trainer Management tab in the upper, right corner of the Training Center.

Step 3

Click on +New in the upper right corner of the page to create a new training.

Step 4

Complete the short form, including the name of the training and a description of the course, if available. Click create training.

Step 5

Complete additional details regarding this training such as adding trainers by name, turning sessions on and off, and selecting whether there will be a charge for the training. Click save once all additional details are correct.

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Creating Lessons (within a training)

Step 1

After saving the additional details to the training, click on +New Lesson on the right side of the page of the new training.

Step 2

Enter a title for the lesson, and fill in additional details. Be sure to make the lesson visible. This is an important step...

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Reports

Using Site Activity Reports

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

Site Activity

Communicate with members of your organization easier with Site Activity Activity Reports. Start by going into the Reports tab and clicking on Site Activity. This will bring you to the site activity homepage where you can select the specific site in which you’d like to report an activity. After selecting the site, you are able to add reports and view existing records on the next page. When adding a new report, you will need to enter a date, select equipment if needed, and a message.

Step 1

Go to Site Activity Reports from the drop-down menu at the top, left corner.

Step 2

Select a site.

Step 3

Fill out the information under Add New Record; date, equipment, and explain the event/issue with this equipment. Save activity and the entry will be recorded at the bottom of te screen.

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Adding Action Taken

Once an activity report is saved, managers may go back and add any action taken regarding this issue.

Step 1

From the selected site's Site Activity page, locate the record, and click the small gear button to the right.

Step 2

Click on the box with the 3 dots on the right.

Step 3

Select Action Taken and fill in what action has been taken regarding this issue. Save activity.

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Safety Shop

Using The Wallet Feature

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

Safety Spot’s new wallet feature

Located at the bottom of the payment information form, there is the option to save your credit card information to a virtual wallet that may be used for quick, 2-click purchases in the future. Check this box only if you want your payment information saved.

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Once a card is saved to the wallet, it will become the default payment method for future purchases. After selecting the address for your order, your default card will appear, so you simply have to click Place Order.

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Storing cards in the wallet

Please note that cards are not stored across organizations; only within the organization in which the purchase was made, will your credit card information be stored. If storing multiple cards, the first card used is automatically set as your default card. Your default card may be changed by going into settings>payment methods, or clicking the Open Wallet option.

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Training

Creating And Viewing Course Previews

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

Creating a Course Preview

Step 1

Go to the Training Center from the drop-down menu at the top, left.

Step 2

Click on the blue Training Management button in the top, right corner.

Step 3

Click on the name of the training in which you'd like to create a preview for.

Step 4

Click on Settings in the top, right corner and scroll down to the list of lessons for this course.

Step 5

Click on edit lesson and scroll down to the lesson options.

Step 6

Turn the Use as Preview option to ON. Click save. This will take you back to the page and you will notice a small green, flag icon marking the lesson as a preview.

Viewing a Course Preview

Step 1

Go to the Training Center from the drop-down menu at the top, left corner.

Step 2

Here in the Training Center, you will see a list of available trainings and the ability to search for various trainings. Click on the training in which you'd like to view a preview.

Step 3

In the upper-left corner, click on the Preview box beneath the course title.

Step 4

Here, you are able to view the slides available in the preview. Click finish once done and you will receive a completion message.

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Training

Mark Training Completed

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

We've added the option to manually override and Mark Lesson as completed. Trainers may mark a lesson as completed without waiting for the student to complete it.

Step 1

Go to Training Center and click on Training Management.

Step 2

Go to the training course and click on Enrollment. You will see a list of enrolled students.

Step 3

From there, click on Show Details of the student you'd like to mark as complete.

Step 4

Under Lessons on the right, you will see a small box. Checking this box marks the lesson as complete for the student.

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Training

Paid Training

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

Charging for a Training

Step 1

After setting up a Merchant Account, go to the Training Center from the drop-down menu at the top, left corner and navigate to the Trainer Management section.

Step 2

Find the Training you would like to charge for and click on the Edit Training button.

Step 3

Find the Charge For Training field and switch it on.

Step 4

Choose the amount you would like to charge per enrollment and check the box to agree to the Terms and Conditions. Save.

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Chemical Management

Create New Chemical Inventory

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

We will begin the Chemical Management tutorials with how to create a new chemical inventory for your company using an existing chemical manufacturer, sciencelab.com.

Step 1

Click on the Chemical Management tab from the menu on the left.

Step 2

Click More and select +New Chemical Inventory from the drop-down menu.

Step 3

Enter a location, choose privacy settings for this chemical inventory, and designate users of the organization that will have access to this inventory. Click Create Inventory.

Step 4

In the upper left corner, click +Add Chemical.

Step 5

Select a manufacturer, which in this case is sciencelab.com

Step 6

Select the chemical you'd like to add to your inventory from the drop-down menu. Click Create.

Step 7

You will see a pop-up notification that this chemical has been added. Fill out the required details for this chemical.

Note: The specific location of the chemical can be 'under the sink' or 'on top shelf'.

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Equipment Circulation Settings

Published on 01/18/19 by karyn.menzies@safetyspot.com

In addition to our new feature circulation allowing equipment to be checked in and out, we've added the option to remove add/remove equipment from circulation. Taking equipment out of circulation prohibits it from being checked out.

Step 1

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

Step 2

Scroll to and select the desired equipment.

Step 3

Click the gearbox marked Settings in the top, right corner of the equipment page.

Step 4

Go to Circulation Settings listed on the left.

Step 5

Toggle select ON or OFF to set whether you want this equipment in circulation making it available to be checked out. Once turned on, this equipment will be listed under the circulation tab.

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General

Edit Notification Settings

Published on 01/17/19 by karyn.menzies@safetyspot.com

Notification Settings allows users to select how often they'd like to receive reminders of unread notifications.

Step 1

Click the round profile button in the top, right corner.

Step 2

Select Settings.

Step 3

Go to Notifications listed on the menu on the left.

Step 4

Select whether you'd like to receive notification reminders immediately, daily, weekly, monthly, or never. Click Done.

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