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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 Sessions Feature

Published on 01/24/19 by jose.vega@safetyspot.com
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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Equipment Management

Changing Equipment Location

Published on 01/15/19 by karyn.menzies@safetyspot.com

How to change the location of equipment.

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 Settings in the top, right corner.

Step 4

Go to Location.

Step 5

Click Change Location.

Step 6

Go to the new site, building, building section, room, or functional space of the equipment and click Select. You will be directed back to the equipment's settings page and see an alert that the equipment's location has been changed.

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Personnel Management

Edit/Remove A Manager

Published on 01/15/19 by karyn.menzies@safetyspot.com

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.

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Equipment Circulation

Published on 01/14/19 by karyn.menzies@safetyspot.com

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.

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Note:You will get a notification indicating whether this check-out is approved or denied.
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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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Training Center Settings And Home Page

Published on 12/21/18 by karyn.menzies@safetyspot.com

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.

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Lesson Prerequisites

Published on 12/14/18 by karyn.menzies@safetyspot.com

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.

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

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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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