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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

The Request Dashboard is a new feature for managers on Safety Spot. The Request Dashboard allows managers to view and manage all membership requests for their organization.

To access 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 where you can view new and old membership requests for your organization. New requests will appear at the top of this list.

Step 3

There is also a link in the upper, right corner to download the organization's entire request history.

Step 4

The Community Feedback tab shows all feedback received for this organization. Managers are able to view details of feedback such as who it was sent from, the organization name, and what the feedback is regarding.

To make Training Management easier and more efficient, we've added a new feature. Max Enrollment allows trainers to set a maximum number of enrollments to limit the number of students per session.

Step 1

Go to the Training Center and click on Training Management.

Step 2

Click on Edit for the training of which you'd like to limit capacity.

Step 3

Scroll down to Training Sessions and click on Edit Training Sessions.

Step 4

Here you will see the option to add a maximum number of enrollments for your sessions. Fill in this form, click save.

Step 5

The next screen will show that the session has been updated. Scroll down and click save.

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.

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.

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!

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

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 activ...

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!

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.

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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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

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.

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.

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.

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...

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.

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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