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Prerequisites

Published on 12/04/18 by karyn.menzies@safetyspot.com

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.

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Bulk Member Upload

Published on 11/22/18 by karyn.menzies@safetyspot.com

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.

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Duplicate Equipment

Published on 11/21/18 by karyn.menzies@safetyspot.com

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.

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Visitor Check In Kiosk

Published on 11/13/18 by karyn.menzies@safetyspot.com

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.

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Personnel Management

Volunteer Badges

Published on 10/19/18 by karyn.menzies@safetyspot.com

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.

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

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Manage Reservations

Published on 10/17/18 by karyn.menzies@safetyspot.com

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.

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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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Equipment Management

Equipment Revervation Restrictions

Published on 10/12/18 by karyn.menzies@safetyspot.com

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.

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User Credentials

Published on 10/03/18 by karyn.menzies@safetyspot.com

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.

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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 ...

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Add/Update Building Address

Published on 08/13/18 by karyn.menzies@safetyspot.com

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.

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Equipment Management

Uploading Pictures For Equipment And Locations

Published on 12/28/17 by karyn.menzies@safetyspot.com
Updated on 09/19/18.

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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Course Preview

Published on 09/15/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

Since some trainings require payment for the course, users now have the ability to preview the course before enrolling and paying for it. Managers can set a lesson as a preview, or create a separate course to serve as a preview course.

FAQs

How much of the course will users get to see in the preview?

This is up to the trainer or manager of the course. Trainers may create a short "preview course" or make the entire course available as a preview. Of course, this will not count as completing the course.

Are previews only available for paid trainings?

No, but the main purpose for previewing is to allow users to make sure they want to take the course before paying.

Follow this link for a step-by-step guide on how to use and create course previews: https://safetyspot.com/blog/creating-and-vie-17-09-15

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Training Certificates

Published on 09/14/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

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The latest feature on the Safety Spot module is Training Certificates. This allows users to download a certification showing completion of a training course. The certificate is downloaded as a PDF as can be printed directly from the site. Managers are also able to generate and print multiple certificates for users.

FAQs

When will my Training Certificate be available for download and printing?

You will be able to generate and print your certificate upon completion of the course, and after any approval needed by the manager or trainer has been fulfilled.

Are users able to print all of their certificates in one place the way managers can?

No, not at this time. Users must print certificates individually by course. Only managers are able to generate all of a users certificates at the same time.

Follow this link for a step-by-step guide on how to generate and print Training Certificates.
https://safetyspot.com/blog/training-certifi-17-09-14

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Merchant Accounts

Published on 08/29/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Feature for Training Center

SafetySpot has launched a new feature for the Training Center. Training managers may now charge and receive payment for trainings directly through the training center, instead of going through SafetySpot administrators. Training managers must set up a merchant account either as an individual or business, with a valid checking or venmo account. All you will need is your information, or legal business information, and banking information.

New Feature FAQs

Will the amount paid be sent directly to me?

Yes, instead of going through SafetySpot first, monies paid will be sent directly to the account information you add when setting up the merchant account.

Do I have to have a business account?

No, you can also set up to receive payment as an individual and personal banking information.

Are we able to issue a refund directly through the merchant account?

Yes, issuing a refund is simple and available directly through the merchant account.

Setting up a Merchant Account

Follow this link for a more in-depth tutorial on how to use the Safety Spot’s new merchant account feature.
http://beta.safetyspot.com/blog/using-merchant-a-17-08-29

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Training Sets

Published on 08/09/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Feature for Training

SafetySpot has launched a new feature for the Training Center. Training managers may now group a number of trainings under one set for an organization. When going into the training manager to add a new training, there is now the option to add, or begin, a training set. From there individual trainings may be added. Training sets previously added, along with all of the lessons attached, may also be added to a new training set in its entirety. For example, if 3 lessons were added to a lab safety training set, this entire set including the 3 lessons can be added to a new hire training set, if needed.

New Feature FAQs

How many lessons can we put into one training set?

There is currently no limit on the number of trainings that may go into a set.

Are trainers able to view enrollment by training set?

Yes, there is an option to view enrollment under details of a training set.

When will I need to import a training set?

Importing training sets can be useful for different reasons. You may need to import a training set if some of the lessons required are the same for another training set. Also, for restricted access equipment, managers may import the entire training set needed for access to that equipment.

Using Training Sets

Follow this link for a more in-depth tutorial on how to use the Safety Spot’s new training feature!
https://www.safetyspot.com/blog/using-training-s-17-08-09

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Personnel Management

Manager Password Reset

Published on 07/07/17 by karyn.menzies@safetyspot.com
Updated on 12/01/18.

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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Personnel Management

Personnel Management: New Layout & Training Reminders

Published on 07/07/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Dashboard Layout

Managers now have the option to view the member list in a table view. With this layout, managers are able to see, along with the contact info and other information, which members have incomplete training assignments pending. Managers may also quickly send a reminder to the member, via email or text, to complete this assignment.

FAQs

What does the check-mark under training mean?

A check-mark under training indicates that this member has no incomplete or pending assignments.

What is a training reminder?

Safety Spot will remind all users of any required training that they have not yet completed. However, a manager can now send the user an email or text message reminder that they have outstanding required training.

How do I assign required training?

There are several ways to assign required training to a user's curriculum. For more information, you can check out our How To on assigning training to users!

Dashboard View

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Reports For Site Activity

Published on 07/07/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

Stay Current with Site Activity Reports

Safety Spot now has a new feature for managers to report and communicate any events that took place at a particular site. If any work needs to be done and reported to the organization, managers can go into Reports and record events pertinent to the site. This feature includes the ability to attach equipment to the report, if the report includes a particular piece of equipment that may have been damaged or malfunctioning in some way, i.e. smoking, won't turn on, or making noises. From there, managers can update reports by marking any action taken and recording the service order number for this repair reaction.

Using this feature, managers may also generate a report for any date or dates, and view all activity for that time frame. This report may be printed or downloaded as a pdf.

New Feature FAQs

What is a Site Activity Report?

A Site Activity Report is a feature that lets users record daily activities. This is ideal for routine inspections or equipment logging. Dates and activities for each entry, along with the selected equipment, are saved for future data analysis.

Who has access to this feature?

Users with manager status are able to create, edit, and delete activities. Regular users are able to view reports posted to the bulletin board.

Can I add equipment from this feature?

Yes, a manager is able "Quick Add" equipment from this feature.

Am I able to view a summary of the activities?

Ye...

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New Training Feature: Sessions

Published on 06/27/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Training Feature

Safety Spot has launched a new feature for trainers. The training management module now includes Training Sessions. Training Sessions allow trainers to create and manage training sessions within the online training module. Trainers can now create sessions, such as a fall or spring sessions. Sessions may be toggled opened and closed to better manage enrollment and required trainings.

New Feature FAQs

Can students enroll in a closed session?

No, when enrolling in a course, students are only able to view and enroll in open sessions. Closed session will not show up in the selection bar.

Is there a limit on the number of enrollments for a session?

Not at the moment. Our team is actually working to implement this feature soon.

Can a student change their session enrollment?

The enrolled session may be changed; however, this must be done by a trainer.

If a student cancels a training, will a refund be issued?

If a refund is required, please contact Safety Spot at help@safetyspot.com

Using the Sessions feature

Follow this link for a more in-depth tutorial on how to use Safety Spot’s new feature!