To assist with effective Personnel Management, we will review how to edit manager settings and how to remove a manager from an organization.

Step 1

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

Step 2

Select Managers from the menu bar at the top.

Step 3

Scroll to the desired manager and click Manager Settings to the right.

Step 4

Once in settings, scroll to the bottom and click Remove from [Organization] Management.

Equipment Circulation allows users to log the check-out and return of equipment.

Users request equipment check-out.

Step 1

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

Step 2

Click Circulation listed in the top menu bar.

Step 3

You will see a list of equipment available to your organization. Note:You must have access to the equipment you are requesting to check-out.

Step 4

Click Check-Out on the desired equipment. You will then see an alert that the check-out is pending approval.

Note:You will get a notification indicating whether this check-out is approved or denied.

Managers approve or deny check-out request.

Step 1

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

Step 2

Click Circulation listed in the top menu bar.

Step 3

Click Management in the top, right corner.

Step 4

There will be a small, oval icon in the top, right corner indicating pending requests. Click the icon to view.

Step 5

Now managers may choose whether to approve or deny the check-out request. The user will receive a notification with the manager's selection.

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Kiosk mode is used for visitor and volunteer check-in, and other uses such as activity reports, mailing lists, and liability waiver automation. Kiosk mode works in two ways. We will review how to enable and use kiosk mode.

Method 1: Convert the computer terminal via web client browser to a kiosk screen for repetitive tasks such as sign-in at the front desk of a site.

Step 1

Enable Kiosk mode by going to Kiosk from the drop-down menu in the top, left corner.

Step 2

Select the appropriate kiosk type.
NoteThere are to default kiosk types; however, we can enable others for specific workflow types to fit your needs, such as check-in for maker space, for example.

Step 3

Now, when you click on the kiosk, it converts the computer to kiosk mode and requires a passcode to exit. Your Safety Spot account credentials de-activates the kiosk. Note You must first enable kiosks at the location of interest.
Users use these kiosks to build activity reports and mailing lists for those interested in their maker spaces (i.e. tours, guests, visiting parents/kids, etc.)
Other sites also use it for liability waiver automation prior to site entry at the front desk.

Method 2: Mobile App

When using the native app on Android or iPhone/tablet, it converts the tablet or smartphone to a kiosk screen for repetitive ta...

New settings feature allows you to customize your Training Center home page for your safetyspot.

Step 1

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

Step 2

Go to Training Management.

Step 3

Now in the upper, right corner, there is a Settings button. Click Settings.

Step 4

Under Training Center Settings, there is a General tab and a Training Center Home Page tab. Under the General tab, you may view a list of all trainings and the training managers.

Step 5

Under the Training Center Home Page tab, you may select to edit the Training Center Home Page and use a custom training list. Toggle select this feature on.

Step 6

Now you may select the trainings to be featured at the top of the Training Center home page. Click Add Trainings.

Step 7

Now when you go back to the Training Center, you will see the selected trainings featured at the top under Favorite Trainings.
Note:The order of the favorites list an also be edited under settings by dragging the small arrows next to the training title.
Also,when the custom option is turned off, the Training Center home page will automatically feature the most popular trainings.

A new feature added to Safety Spot Training allows managers and trainers to require prerequisites for individual lessons within a training course.

Step 1

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

Step 2

Go to Trainer Management.

Step 3

Scroll to and select the course you'd like to edit. Click Edit Training.

Step 4

Scroll down to the lessons of this course. Go to the lesson you'd like to edit and click Edit Lesson.

Step 5

Scroll to Prerequisites and click the bar to add lessons as prerequisites.

Step 6

Click save.

Note: Now when a user goes to enroll in this lesson, they will receive a message to first complete this lesson's prerequisites.

We've added a new feature to Safety Spot Training. Managers and trainers may now add prerequisites to a training. This will require users to complete listed prerequisites before enrollong in a training course.

Step 1

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

Step 2

Go to Training Management.

Step 3

Scroll to the desired training, and click edit training. on the right.

Step 4

Scroll down to Prerequisites and toggle ON.

Step 5

Now, add the trainings you'd like to have as prerequisites for this training. Save.

Note Now when a user goes to enroll in this training, they will receive a pop-up message prompting them to complete the listed prerequisite trainings before enrolling.
The prerequisite trainings can also be seen when viewing the training's main page.

New to Personnel Management is the ability to bulk upload members to an organization.

Bulk uploading members

Step 1

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

Step 2

Go to More and click Upload Bulk Member List

Step 3

Click Download Template

Step 4

This will take you to the Excel template. Fill in members' first and last name and email. Phone numbers are optional.

Step 5

Save the spreadsheet as a .CSV file

Step 6

Go back to Safety Spot and click Browse. Select the saved Excel file.

Step 7

Click Import CSV.

Step 8

To ensure the members have been added, go to Sort at the top, right corner. Select Newest First. This will reorder the list of members by putting the newly added members first.
You should see the new members you've added at the top of this list.

How To Create Duplicate Equipment

Step 1

Select the equipment you'd like to duplicate from the main page or the Equipment & Assets page.

Step 2

Click on the 3 small dots on the far right.

Step 3

Go to Make Duplicate.

Step 4

Here you can fill out details about the new equipment added. Users are urged to rename the model title of this equipment.

Step 5

Other details such as technical specifications, managers, and reservation options may also be edited. Click save.
This equipment has now been added to the organization's list of equipment.

To keep Personnel Management running smoothly, it is important to be able to easily access features such as the visitor check-in kiosk for visitors within your site. To locate and activate the visitor kiosk, follow the steps below.

Step 1

Start by going to Kiosk from the drop-down menu in the top, left corner.

Step 2

Select Visitor Check-in.

Step 3

Choose the location.

Step 4

Fill in your first name, last name, and email.

Step 5

Click save, or continue if you are an existing member of the organization.

Step 6

Read then check the box below the Release and Liability Waiver to acknowledge understanding of the terms and conditions. Click Next.

Step 7

Type your full name for a digital signature. Sign and check in.

Step 8

You will receive a confirmation number as well as an email containing this information.

To keep your member/employee lists up to date, it is important to know how to remove members and reactivate members, if needed.

Remove a Member/Employee

Step 1

Click the round, group icon in the upper, right corner.

Step 2

Go to Personnel Management.

Step 3

Scroll to the member which you'd like to remove. Click the small gear button on the right.

Step 4

At the very bottom of this page, click Remove from (Organization Title). Confirm your selection.

Reactivate a Member/Employee

Step 1

Under Personnel Management, click More, located on the right.

Step 2

Select Show Removed Members at the bottom of this menu.

Step 3

Click the add member icon next to the name of the removed member you'd like to reactivate.

An important part of Personnel Management is the ability to approve new member requests to your Safety Spot site. Here is a brief tutorial explaining how a manager can approve member requests.

Step 1

A new member must go to your Safety Spot site and request to join your organization by clicking Request to Join from the landing page and filling out a short form.

Step 2

Once the request is sent, a manager may log into their organization and will see a notification on the circular, group icon in the upper, right corner.

Step 3

Click on this circular, group icon and go to Requests. You should see a number by Requests indicating that new members have sent requests to join this organization.

Step 4

At the very top of the Member Request page, you will see new requests in bold type. Now, you can choose to either accept or deny this membership request.

Step 5

After approving a member request, managers may also select 'edit profile' on the right to edit details about this member such as contact info, department, access type, and trainer status. Be sure to save changes to the member's profile.

There are two ways in which equipment can be added to a site (building, room, or other functional space).

Adding via site, or functional space

Step 1

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

Step 2

Select the space to which you'd like to add the equipment: site, building, building section, room, or functional space.

Step 3

Select Equipment & Personnel

Step 4

Click +Add Equipment

Step 5

Select the equipment type from this list, then proceed to fill out details about the equipment being added. Click Create to add this equipment to the site's inventory.
Note: If the equipment type you need to add is not listed, you may request for it to be added by clicking on Equipment Type not listed? in the top, right corner.

Adding via Equipment & Assets

Step 1

Go to Equipment & Assets from the drop-down menu in the top-left corner.

Step 2

Select +New in the upper, right corner.

Step 3

Site, building, building section, room, and functional space are listed above the location names. Select the location type, then location name to which you'd like to add this equipment.

Step 4

Select the equipment type from this list, then proceed to fill out details about the equipment being added. Click Create to add this equipment to the site's inventory.
Note: If the equipment t...

Managers are now able to download and print badges with a unique QR-Code for volunteers.

Step 1

Click on the round, group icon in the top, right corner and go to the volunteer index page.

Step 2

Click on the Print Badges button located under New Volunteer.

Step 3

Select the volunteers in which you'd like to generate badges for. You may select more than one at a time.

Step 4

Click Generate Badges and the badges will be generated, available to be printed, cut, and distributed to volunteers.

Note: After the QR-code is scanned, this is the view that will be generated.

There are four ways to onboard volunteers through Safety Spot:

Volunteer Method #1: Convert any laptop/computer into a sign-up kiosk with the volunteer kiosk mode.

Step1

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

Step 2

Click Volunteer Check-In.

Step 3

Fill in the form and click check-in.

Volunteer Method #2: Send out this link from your Personnel Management dashboard > Volunteer Tab

Step 1

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

Step 2

Go to Personnel Management.

Step 3

Click the Volunteer tab

Step 4

Click the link icon next to New Volunteer. The link is copied. You may now paste this link to send out to volunteers.

Volunteer Method #3: Your response team can manually add volunteer by going to your SafetySpot's Personnel Management page, then clicking on the Volunteer tab and clicking on "new volunteer" button.

Step 1

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

Step 2

Go to Personnel Management.

Step 3

Click the Volunteer tab.

Step 4

Click New Volunteer located to the far right of the screen.

Step 5

Enter the email of the volunteer you'd like to provide with the volunteer link/invite. An...

In addition to our latest asset reservation updates, managers may now also manage asset and equipment's availability to be scheduled for reservation. This comes in especially handy when the equipment is being serviced or no longer available to the organization.

Step 1

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

Step 2

Select the equipment in which you'd like to manage reservations.

Step 3

Click the blue gear icon in the top, right corner.

Step 4

Go to Manage Reservations from the menu on the left.

Step 5

Toggle select 'Allow Reservation' ON or OFF depending on whether you'd like this equipment to be available for reservations. When Off is selected, users will not be able to select 'Schedule a Job' for this equipment.

Under the Manage Reservations tab, managers may also download the Excel spreadsheet of the equipment's entire reservation history.

Step 1

After selecting the desired equipment, click the blue gear button in the top, right corner.

Step 2

Go to Manage Reservations.

Step 3

Now, go to reservation History and click Download xsl. An excel spreadsheet including this equipment's full reservation history will be generated.

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Linking access requirements from the Locations menu option

Step 1

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

Step 2

Select the location: site, building, room, or other functional space to edit access requirements.

Step 3

Select Access Requirements at the far right.

Step 4

Click Edit Required Training.

Step 5

Toggle select the Restricted Access option at the top to ON.

Step 6

Import the necessary for access to this location.
*Now under Access Requirements for this location, you will see all the added training required for access.

Linking access requirements from Equipment & Assets menu option

Step 1

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

Step 2

Select the equipment to add access requirements.

Step 3

Select Access Requirements at the far right.

Step 4

Click Edit Required Training.

Step 5

Toggle select the Restricted Access option at the top to ON.

Step 6

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.

Managers have the access to schedule specific hours of operation for a given site, building, room, or lab within their organization.

Step 1

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

Step 2

Select a site, building or any location type in which you'd like to edit the hours of operation.

Step 3

In the upper-right corner of this page, click the small, blue gear button to get to settings.

Step 4

Select Hours of Operation from the menu on the left.

Step 5

Here you can select a specific day of the week and schedule an opening and closing time for that specific day, then add additional days as needed and schedule hours of operation.

A new feature allows managers to restrict the amount of time a piece of equipment is available for reservation.

Step 1

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

Step 2

Scroll and select the equipment you'd like to restrict.

Step 3

Click the blue gear settings button at the top, right corner.

Step 4

Select Reservation Restrictions from the menu on the left.

Step 5

Toggle select Reservation Restrictions ON.

Step 6

Now you will be able to set an allotted time for this equipment to be reserved. Enter the amount of time by minutes, hours, days, or months. Click update.

Step 7

Now when users schedule this equipment, there will be a message indicating that one hour (or the time chosen) is the maximum time allowed. If any time exceeding that is attempted, a message will appear alerting them of the maximum time allowed and prompt them to choose another time frame. Scheduling within this time frame will be accepted and added to the schedule.

Organizations may be divided into sites, buildings, building sections, rooms, and functional spaces

Step 1

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

Step 2

Select +New Site to add a site to your organization.

Step 3

Edit name, address, and access for this site. Click Create Site.

Step 4

Once a site is created, you may add buildings and building sections to the site by clicking +New Building/+New Building Section.

Step 5

Select +New Room/+New Functional Space to add a room or functional space (designated laboratory bench, microscopy room, reactor workroom, machine learning space, etc.) to your building.

Step 6

Equipment may also be added to a particular site, building, or room by clicking on the site, under the Equipment and Personnel tab. Another way to add equipment is by going into Equipment & Assets from the main drop-down menu and clicking +New.

User Credentials allows members to upload and edit their credentials. This tutorial shows managers how to grant members access to this new feature.

Step 1

Go to Organization Settings.

Step 2

Click Settings at the top, right corner of this page.

Step 3

Go to Members from the menu on the left.

Step 4

Toggle select to allow members of this organization to upload and edit credentials.

Step 5

Now we will show the updated credential access in the member's settings. Click on the member icon at the top, right.

Step 6

Select your name to go to your member profile.

Step 7

Go to Credentials from the menu on the left.

Step 8

Now you will see the options to attach new and edit files here.

Organization managers may grant managers the access to attach/edit credentials for other members. These steps show how an organization manager can grant and revoke this access, allowing managers to edit members' credentials.

Step 1

Go to Personnel Management

Step 2

Click on the Managers tab.

Step 3

Scroll to the manager in which you'd like to grant access and click Manager Settings.

Step 4

Under Manager Settings find and select the box granting this manager permission to create user credentials. Click save.

Step 5

To view the updated permission, now go tot he personnel tab and select the ...

Hello,

The new Energizers that are coming out will only turn of by pressing the Job Stop button on the Energizer.

If it is turned off via web app or due to the end of a scheduled time, the energizer will stay on but notify that it should be turned off by cycling colors on the RGB button indicator.

E-Resources is a feature for equipment management. Documents pertaining to the equipment may be uploaded and managed under E-Resources. Here is a quick tutorial demonstrating how.

Step 1

Go to Equipment & Assets.

Step 2

Select the equipment in which you'd like to view or edit a document for.

Step 3

Click the 3 tiny dots on the far right of the menu bar.

Step 4

Go to E-Resources.

Step 5

Here you can click to view and download existing documents from this list, as well as search, add new, or edit documents.

Step 6

Under Edit, you can make the file public for anyone to download, or delete the file.

***Note

When you select Allow to make it a public file, you must click Update File to save this change.

Organizations on Safety Spot can be divided into Departments. Here is how to add departments within your organization.

Step 1

Go to your organization by clicking on the circular organization icon in the upper, right corner of the organization welcome screen.

Step 2

Click on Settings.

Step 3

Select Departments from the menu on the left.

Step 4

Here you can add departments to your organization, as well as assign required training for each department.

Step 5

Be sure to click Save to save newly added departments.

The Safety Spot platform now provides the ability to add a unique physical address to buildings within a site. Here is a brief tutorial explaining how to do this.

Step 1

Go to Locations and select the building in which you'd like to update or add an address.

Step 2

Click the blue gear button in the top, right corner.

Step 3

Here you may edit the specific address for this building, if different from site address, or prompt it to use the site address.

***Note

When adding a new building, you will be prompted to input an address, if different from site address.

Here is a brief tutorial on how to edit locations such as sites, buildings, building sections, rooms, and other functional spaces.

Step 1

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

Step 2

Here you can view, edit, and add sites, buildings, building sections, rooms, and functional spaces. To edit, select a site, building or any location type.

Step 3

In the upper-right corner of this page, click the small, blue gear button to get to settings. Here you can edit the site's name, address, emergency contact information, as well as personnel, access requirements, visitor check-in, hours of operation, and privacy settings from the menu on the left.

***Note

When going in to edit a site, you may also edit and add buildings within this site. When editing a building, you may edit and add building spaces and rooms. All of these locations may be accessed individually from the main Locations page.